The Full Invoice service provides a complete processing of AP and AR invoices, starting from their original format, according to the national eInvoicing rules.
The Full Invoice service provides a complete processing of AP and AR invoices, starting from their original format, according to the national eInvoicing rules.
The Full Invoice services is fully automated and includes acquisition of original documents, transformation from Pdf to the XML-SDI standard, conversion from custom format to XML-SDI, submission and receipt of the XML-SDI documents, and their legal archiving.
Pdf invoices are those coming from the company ERP, which therefore does not need any changes. The Full Invoice service automatically generates the XML-SDI format thanks to the templates realised by the same service.
Invoice processing is performed in cloud, then outside the company legacy system, which can anyway import the resulting output in custom format. Thus, the Full Invoice service operates as an interface between the company legacy system and the outside world.
SATA offers the Full Invoice service since 2014 and guarantees to its tens of thousands of customers timely and correct adaptation to official norm evolution.
Any ERP system is in condition to issue Pdf invoices, and Full Invoice is able to extract all the contents of a Pdf invoice (header, body, references, footer) and use those contents to generate the target electronic format.
In case of native (text) Pdf, the extraction is 100% effective, while in case of scanned (image) Pdf about the 75% of documents are converted without any problems, while the remaining 25% requires some manual corrections.
Small-medium sized companies using an outdated accounting system that cannot be changed because of shortage of time and resources. It is much more convenient for them to continue issuing the Pdf invoices relying on the Full Invoice service for their translation into the target format.
Medium-large sized companies using typically international ERP systems that require high investments to be extended according to the Italian norms. The Full Invoice service is the easiest way to adapt to the Italian standard at a very low cost.
Setting-up a user company for the Full Invoice service requires an average lead time of 24 hours, with a maximum of 48 hours. For Pdf invoices, it is recommended to send in advance a sample of some tens of them, to make the template tuning easier and faster. Whenever a format conversion is needed the back-office contacts the user company to get the custom format and the related specifications and agree upon the document exchange channel.
The official norms on eInvoicing in Italy are continuously evolving, as this practice impacts on almost all the B2G, B2B and B2C invoices. On the other hand, the user company can decide to change its own ERP system wishing this will not affect its invoicing funcdtion.
The Full Invoice service introduces a clear decoupling between the company ICT infrastructure and the external agents that issue and receive the company invoices:
Whenever the Italian norms change, the Full Invoice service is timely updated so as to keep fully coping with the official national specifications.
Whenever the user company ERP changes, the Full Invoice service keeps on sending the issued documents and receiving the supplier documents. In the worst case, only the conversion between custom formats is impacted.
The Full Invoice service model is mainly based on intermediaries (VARs), where each intermediary is provided with a dedicated domain, and one or more sub-domains for its own partners if needed. The user companies are registered in those domains and sub-domains and their data are strictly segregated so as to ensure the maximum protection and privacy.
The user interface (GUI) can be customised with logo and colours of each domain or sub-domain, to ensure a good commercial characterisation. Alternatively, the intermediary can decide to use its own web portal, and to that purpose Full Invoice offers an application interface based on sFTP or API REST, designed to ensure good performances with high volumes of exchanged documents.
Standard set-up of an intermediary takes three working days (max five) from the sale contract subscription.
The pricing model of the Full Invoice service is pay-per-use, based on a price function decreasing when the volume of exchanged documents increases. Such volume refers to all documents of a given year exchanged by all the user companies registered at the intermediary domain and its sub-domains. It is also possible to buy pre-paid document batches at a favourable price.
Invoices addressed to companies, professionals or consumers must include a Destination Code (Codice Destinatario), a 7-digit code representing the channel chosen by the customer, or the recipient PEC address (with Codice Destinatario set to 0000000). Invoices addressed to Public Administrations must report its 6-digit IPA Code (Codice Ufficio of the IPA index) in the Codice Destinatario field. Usually, different private entities can have the same Codice Destinatario, while the Codice Ufficio is unique.
You can issue a communication to all your suppliers specifying your destination address, in form of Codice Destinatario or PEC address. More conveniently, you can register once for all your destination address on the Tax Agency web site (Agenzia delle Entrate – Fatture e corrispettivi). This declaration prevails on any information reported in the invoice. Of course, if the company needs to receive the invoices on different Codici Destinatario or PEC addresses (for instance, for accounting purposes) this is out of scope of the Tax Agency web site and every single invoice must report the correct destination address.
Yes, an extra annual fee is required. Full invoice can assign to the user company a set of Codice Destinatario the suppliers should use. Of course, no registration of the Tax Agency web site can be done in this case.
In these cases, Codice Destinatario should be XXXXXXX (seven times X). For EU countries, the VAT ID always exists and has to be reported with the country prefix (ISO 3166-1 alpha-2 code). For extra-EU countries, the service adopts the following rule for VAT ID: EXTRAxxxxxx (11 digits) where xxxxxx is a 6-digit string chosen by the company and not necessarily unique.
Codice Destinatario is always XXXXXXX (seven times X). For EU countries, the VAT ID always exists and should be reported with the country prefix (ISO 3166-1 alpha-2 code). For extra-EU countries, the service adopts the following rule for VAT ID: Country code + Value, where Country code is ISO 3166-1 alpha-2 code and Value is a string with maximum length 28 digits.
There are different ways: manual data entered in a web form (for few documents), invoices sent as attachments of emails addressed to a specific PEC address, invoices released in sFTP folders properly synchronised with Full Invoice, invocation of the API REST interface provided by the service. AR invoices can be already in XML-SDI format or in a proprietary structured format or in Pdf format.
A specific set-up phase is needed, where the SATA back-office realises the connector that will be applied those original invoices. A preliminary critical step is that the user company provides clear and complete specifications of the required custom format so as to avoid mapping errors.
The Full Invoice back-office realises the document layout model (template), that will be applied to extract all the relevant information and create the XML-SDI format. Each template is associated to a VAT ID, and each VAT ID can have more associated templates if the company issues invoices with different layouts. Pdf vector (text, created by virtual printers) enables a 100% correct and complete content extraction, unless the invoices present syntactical or semantic mistakes. Pdf imagine (from scanner or fax) requires a pre-processing via OCR which introduces errors and uncertainty on some fields in the 25% of documents. In such cases the invoices are made available to the user which can make the needed additions and corrections with a proper GUI.
The Full Invoice service sends to SDI only correct documents and to this purpose executes in advance a proper validation of all XML-SDI invoices, by applying syntactical, semantical, logical and algebraic checks. The only control that cannot be applied is about the validity of the VAT ID (see the Tax Agency web site). Whenever a document does not pass all the envisaged checks, it is discarded, and a proper notification is sent to the user.
The XML-SDI format includes attachments in encoding base 64. If the original invoice is not in XML-SDI format, the issuer should make available to Full Invoice zip files including invoices and attachments with proper naming convention ensuring to distinguish the main document from attachments. Then the service will generate an XML-SDI format with the attachment included. The original PDF is also embedded into the XML-SDI as attachment.
After validation, the Full Invoice service applies the digital signature and sends the eInvoice to SDI through the sFTP channel certified by SDI itself. The digital signature can be done by the user, by downloading and uploading the signed documents, or a massive web service can be used, with a certificate owned by SATA or by the company intermediary.
SDI notifications are: discarded invoice (when the buyer VAT ID is not valid), delivered invoice receipt, undeliverable invoice receipt and, only for B2G, buyer acceptance or rejection or time expired for answering. The Full Invoice service captures the notifications coming from SDI on behalf of the seller and matches them with the related invoices.
The Full Invoice service provides a monitoring function allowing the user to see the list of all AR invoices, with the possibility to filter them and show their details. Both the invoice SDI status and the eArchiving status are shown.
The Full Invoice service captures the invoices coming from SDI on the basis of the SATA Codice Destinatario authorised list, dispatches them into the single company working areas, extracts metadata (indexes) and from that moment on each company can view the invoices in its own monitor (see R02), together with possible attachments. No notifications are envisaged for AP invoices.
The Full Invoice service provides a monitoring function allowing the user to see the list of AP invoices, with the possibility to filter them and show their details. Both the invoice SDI status and the eArchiving status are shown.
Yes, an extra cost is envisaged (option Plus). The user company must provide the technical specifications to make the SATA back-office in condition to realise the connector to convert from customised format to XML-SDI. The channel for exchanging the original documents with the service is sFTP.
Yes, an extra cost is envisaged (option Plus). The user company must provide the technical specifications to make the SATA back-office in condition to realise the connector to convert from XML-SDI to the customised format. The channel for exchanging the received documents with the service is sFTP.
The Full Invoice service considers standard the XML-SDI format as well as the European eInvoicing standards (UBL 2.1 and Edifact/CII). Then the service enables importing/exporting such formats and no additional cost is envisaged. The channel for exchanging the received documents with the service is sFTP or APIs.
Full Invoice sends to legal archiving all AR and AP invoices exchanged with SDI, according to the Italian laws. Legal archiving is in charge of a service provider qualified by AgID, Agenzia dell’Italia Digitale, usually Credemtel.
AR invoices are sent to archive when they complete their life-cycle with respect to SDI. In this way, it is possible to insert into the Delivery package both the invoice and the SDI notifications.
AP invoices are sent to archive, with the exceptions explained in C04, as soon as they are received from SDI and duly indexed and included into the Delivery package.
Yes, an extra fee is envisaged. AP invoices can remain buffered until the user company sends a proper XLS file associating the VAT protocol number and date to every single AP invoice. The FullInvoice service is then in condition to enrich the invoice metadata and create the Delivery package including also such information.
No, the archiving cost is included in the service fee, and covers the legal archiving for 10 years as required by the Italian laws.
SATA configures one user for each company at the legal archiving provider platform, which in turn produces and communicates the user credentials (usid, pswd). From that moment, the Full invoice service is in charge of preparing and sending to the archiver the Delivery packages, while the user is fully autonomous in accessing the archived document in the archiver platform.
According to the official specifications, every qualified legal archiver should allow the user to access the archived data through a web application for all the legal archiving period.
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