Digital Invoices, An Introduction Into The Spanish Legislation Specifications
In this article, we'll address the following concerns:
1. What are the most significant characteristics of digital billing?
two. Which are the principal Spanish laws governing the implementation of digital billing?
3. According to legislation, what are the main requirements for digital billing?
To begin with, we need to point out that there are numerous synonyms for digital billing: digital invoicing, electronic billing, electronic invoicing, e-billing, e-invoicing, telematic billing, telematic invoicing, etc.
Because 2003, digital invoices happen to be in a position to replace paper invoices in Spain. This is feasible thanks to digital signatures, a tool which guarantees the integrity and authenticity of the signed document and, as such, ensures a very high degree of security, lending full legal validity towards the digital message.
Essentially the most Significant Characteristics of the Digital Billing Method
In order to make an invoice legally valid, it's essential that it be digitally signed. A digital signature shouldn't be interpreted as a handwritten signature, as it really is in no way crucial in any instance that the invoices bear a handwritten signature.
It isn't essential to be authorized by the Tax Agency or to sign a contract. The necessity for obtaining approval of software program and notifications has also been eliminated. The result is flexible program without excessive bureaucratic red tape.
Any indicates of transmission is acceptable and as such, we can send invoices via a Value Added Network, more than the internet or in an e-mail message. The only condition is that they be digitally signed, as this guarantees the security of the information, ensuring that it hasn't been modified (integrity) and confirming the identity of the sender (authenticity).
In any occasion, the recipient's consent is required so that you can work with digital billing. Nonetheless, there is no need to notify or obtain authorization from the Tax Agency.
It really is really important to point out that a digitally signed electronic invoice – or digital invoice – entirely replaces a paper invoice; as such, a digital invoice is topic towards the same requirements and obligations as paper invoices. This means that the message "EDI-Invoice" takes the location of an original paper invoice and may be presented to an auditor just the same as if it had been on paper.
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The Principal Spanish Laws Governing the Digital Billing Procedure
We need to very first point out the regulations associated to billing making use of digital signatures, Ministerial Mandate number HAC/3134/2002 of December 5th, published within the Federal Registry on December 13th, 2002.
This Ministerial Mandate is complemented by the Resolution of the General Director of the State Tax Administration Agency, which particulars the approved procedures for producing digital invoices and the approved techniques of signing them (Resolution quantity 2/2003 of February 14th, entered within the Federal Registry on February 17th).
Since then, digitally signed invoices have enjoyed full legal validity, too as the capacity to replace paper invoices entirely. It's also fitting to mention the publication of Royal Decree quantity 1496/2003 on Billing of November 28th, which complements the measures described in each the Ministerial Mandate and also the Tax Agency Resolution.
The Principal Spanish Legislative Requirements for Digital Billing
Contents of the invoice: Certainly, the message "EDI-Invoice" must contain All of the details that it would have to include if it were a paper invoice. For example, to be able to function with e-invoices, it'll be necessary to consist of the Tax ID quantity, legal company name and physical address inside the EDI message, among other info. Previously, this details could be omitted inside the EDI message, as it lacked legal validity in any event.
Storage of the digital invoice: One of the principal advantages of the new method will be the elimination of the obligation to file paper invoices. Using the e-invoice, the "EDI-Invoice" message and also the digital signature should be maintained together with the digital certificate, which allows for verification of the sender. Moreover, this digital filing can be carried out from anywhere, as long as access towards the invoices can be guaranteed upon request by the Administration. This indicates that whenever an auditor comes to our offices, we must guarantee his access towards the invoice archives; nonetheless, it is no longer necessary to submit the paper copies, due to the reality that the "EDI-Invoice" files are equally valid.
Digital signatures: It is possible to utilize any commonly-accepted digital signature method and the signature may be included in any manner, so long as both parties (the sender and recipient) have full understanding of it.
Certificates: The certificate authorities and the allowable digital certificates are each published inside the Tax Agency's webpage (aeat.es). In common, any recognized certificate is permissible for the purpose of signing invoices.
Thanks to digital invoices software program, organizations can decrease the expenses associated with paperwork (stuffing envelopes, stamps, paper and opening envelopes), as well as the expense of filing them. Moreover, the worrisome possibility of misplacing or losing them is completely eliminated.
