EDI Invoicing

One aspect that comes from your EDI strategy is that the government or should I say the HMRC (in the UK) don't really define how to trade until it comes to sending or receiving invoices via EDI. There are rules that you have to follow, these rules can be found on this link: https://www.gov.uk/guidance/electronic-invoicing-notice-70063

If you are to develop a system to support EDI you will need to consider the HMRC and the rules you have to adhere to.

Here are some important points defined in the HMRC rules: 2.4 Paper and electronic VAT invoicing at the same time

If you issued electronic and paper invoices for the same supplies, or to the same customers, you would be running a dual system. You may only do this if you are running a controlled trial of electronic invoicing systems. Once the trial is over, you must stop running the dual system. The electronic invoice then becomes the legal document for VAT purposes.

5.2 Controls on the storage of electronic invoices

You must:

• be able to guarantee the authenticity and the integrity of the content of your source documents throughout the storage period by either electronic or procedural means

• store all the data related to your invoices, including such evidence as is required to demonstrate that authenticity and integrity has been ensured

• be able to recreate the invoice data as at the time of its original transmission or receipt, and present the invoice data in a readable format

• keep history files so that you can find the appropriate details from any particular time in the past if one of HMRCs visiting officers asks you to do so

Please contact me to discuss.