Electronic OIOUBL invoices via NemHandel
NemHandel is a Danish e-business technology which makes electronic invoicing as easy as sending email. NemHandel is an open e-business framework which allows businesses to send standardised electronic invoices directly from their PC via the internet in a secure and reliable fashion
Why electronic invoice?
Because it is:
- Faster (typically received from supplier within 15 minutes)
- Cheaper (OCR capture fee replaced by electronic document fee)
- More reliable (no scanning / OCR capture errors)
- Simpler (all you need to tell supplier is your GLN number. Ibistic takes care of the rest)
- No papers (Ibistic receives and stores all your invoices electronically)
What do I need to get started?
You need to be a customer of Ibistic and own a GLN number for the company receiving invoices. You then need to give the GLN number to Ibistic Support so they can register the GLN in NemHandel, and map the GLN to your accounting unit in Ibistic.
Danish GLN numbers may be ordered at GS1 Denmark: http://www.gs1.dk/hurtigt-i-gang/priser/
Once GLN has been registered in NemHandel and mapped in Ibistic, you should create a supplier letter informing your suppliers you are registered in NemHandel with your GLN. The suppliers can send then OIOUBL electronic invoices to your GLN.
GLN / EAN - what is the difference?
"EAN" is an abbreviation for European Article Number, and can be found behind the barcode on products. This is a 13 digit number (12 + 1 digit control number) which is unique. This number system was in its early days also used as a location number system in Europe. However, the location number system has since expanded to the whole world, and the most correct terminology is GLN (Global Location Number). GLN as a location number system is commonly used as unique register key on businesses and organisations, and commonly used as addresses in the danish national infrastructure for electronic business documents called "NemHandel". GLN numbers in Denmark look something like this 5798001234567.
OIOUBL is an electronic XML business document format specific for Denmark. OIOUBL is an adaption of the e-procurement standard UBL 2.0, and replaces the old and deprecated OIOXML format. "OIO" means "Offentlig Information Online", and UBL means "Universal Business Language". Electronic invoices in Denmark are predominantly in OIOUBL format. More info about the format here and here.
UtilitityStatements (OIOUBL ForsyningsSpecifikation) are supplemental files to OIOUBL, which may be file attachments to the original OIOUBL. These are typically invoice specification attachments (electricy consumption, phone usage specification etc) or original PDF invoice documents. More info about UTS format here.
What is the difference between a scanned and electronic invoice?
When an electronic invoice arrives in Ibistic (typically as an OIOUBL XML file), our stylesheet view creates a visually appealing and interactive "invoice image", where there are item descriptions, amount / currency, information about supplier, invoice date and due date etc, and an EAN/GLN number. The invoice contains the same information as a scanned invoice, but is visually different, as it is a a pure electronic view instead of a scanned image.
Example of OIOUBL stylesheet view, with interactive expandable information fields in the invoice image: