Facturae for public administrations

Since last January 15, 2015, all suppliers that issue invoices to public administrations for a value greater than €5,000, must do so with a digitally signed facturae.

On December 27, 2013, law 25/2013 was approved to promote electronic invoicing and create the accounting record of invoices in the Public Sector. This regulation promotes the issuance of invoices in Facturae format, and is mandatory since last January 15, 2015.

In this guide we answer all your questions about electronic invoicing to public administrations: who is obligated, in what format, how to issue a digitally signed facturae,…… let’s go.

Who is obligated to issue electronic invoices?

They are obligated to issue invoices in facturae format:

• All public administrations.
• Companies that issue invoices to public administrations for an amount greater than €5,000. They must do so mandatorily using digitally signed electronic invoices.

In what format should invoices be sent?

They must use the structured Facturae (XML) format. A format that includes:

• Fields to identify the accounting office, the managing body and the processing unit, with their respective identification codes.

• Digital signature based on a digital certificate.

Where should I send the invoices?

Administration suppliers must send electronic invoices to the facturae entry point that each Public Administration has enabled to facilitate their reception. The most widely used one is FACe, the general entry point of the Spanish central government, which many regional and local administrations have also joined. From FacturaDirecta you can send your invoices to FACe directly.

Subsequently, the administration will send the facturae to the accounting record of invoices of the corresponding department to proceed with their processing.

How does this regulation affect administrations?

The new changes oblige public administrations to have an accounting record of invoices in which the different phases through which an invoice passes are registered. The objective is triple:

• Achieve more immediate knowledge of economic reality in administrations.
• Facilitate invoice tracking for suppliers.
• Reduce late payment.

Organic Law 9/2013 also establishes a maximum period of 60 days for payment of invoices to suppliers, as a general rule. It also establishes that in no case can the 60 days set by European regulations be exceeded. Which undoubtedly sounds more than good.

Electronic invoicing to public administrations is only the first step of a progressive change that must culminate with the digitization of the entire invoicing system.

How can I issue a facturae?

With FacturaDirecta it’s very simple, follow these steps:

• Set up the digital signature of your facturae files: you can use your own certificate or the certificate we make available to you (delegated signature).
• Enter your client’s DIR3 codes: in the contact’s file, search for the body by name, tax ID or code and FacturaDirecta fills in the accounting office, the managing body and the processing unit.
• Send the invoice to FACe without leaving FacturaDirecta: generate your invoice as you usually do and use the “Send to FACe” action. FacturaDirecta generates the signed facturae, registers it in FACe and gives you back the registry code.
• Track its processing from the invoice itself: registered, in process, paid or rejected. The status updates automatically.
• Does the administration use another entry point? You can also download the signed facturae in one click and upload it wherever they tell you. The file will be stored electronically in your FacturaDirecta account.

What advantages does electronic invoicing have?

Most public administrations in the world are progressively incorporating electronic invoicing. These are the reasons:

• Increases productivity thanks to automation of management and reduction of administrative burden. With a good online invoicing program you can issue and send invoices automatically or enter your suppliers’ invoices automatically for example.
• Decreases costs of paper and shipping.
• Facilitates tracking of the phases through which an electronic invoice passes because they are recorded in the accounting record. The supplier can see at all times what phase their invoices are in.

Who do you invoice?

An online invoicing program is the perfect tool to automate your business management and gain time for whatever you want. Try FacturaDirecta and discover that managing your business can stop being a problem. You have 30 days of trial without any commitment.