1. e-Documentation:
Design and Delivery

2. e-Documentation: Design and Delivery
Atif Irshad
Consultant
ChainTrack Systems

3. e-Documentation: Design and Delivery
1. Global Electronic Trade
2. Global Requirements
3. Business Benefits of e-Documents
e-Documentation ‘Design & Delivery’
Reducing costs, achieving compliance & document processes
December 2010

4. Global Electronic Trade

5. Trade Intermediaries

6. What is B2B trade process?

7. What is Business/Export Documentation?
Wide variety of documents that the exporter needs to complete to ensure that the order reaches its destination quickly, safely and without problems.
The export process is more complex today

8. Function of export documentation
Export documentation may serve any or all of the following functions:
Export Declaration a declaration of goods exported
Shipment Status Provides status of shipments in terms of dates, times, locations, routes, and identification numbers
Purchase Orders Captures purchase order information for goods and services
Commercial Invoice is used to determine value and duty.
Bill of Lading Provides detailed shipment bill of lading information
Advance Shipment Notice Offers advance notification of shipment details and contents
Shipment Information Provides bill of lading, rating, and scheduling information

9. The Paper Documentation Process
Electronic Delivery
Invoice Validation
Electronic Storage
Electronic Storage
Area’s of change to address e-Invoicing

10. The e-Documents Process
The paper path

11. Framework for electronic Communication
Customs Interfaces
Reports and Statistics
Freight Documentation
Internal Data Exchange
Communication Services
Purchase Order Information
Supply Chain Management
Warehouse Information
Shipment Information
Tracking and Tracing
Electronic Invoicing
Data Conversion
Customs
Freight Forwarder
Subcontractor
Carrier
Customer
Supplier

12. e-Business Roadmap
What are the options? d c b a

13. e-Documentation: Design and Delivery
1. Global Electronic Trade 
2. Global Requirements
3. Business Benefits of e-Documents
e-Documentation ‘Design & Delivery’
Reducing costs, achieving compliance & document processes
December 2010

14. Global Requirements
Multitude of documentary requirements involved in physically exporting
Maze of documentation.

15. Compliance + Productivity
Success in today's compliance environment is reliant upon secure, efficient movement of large quantities of data.
Redundant keying, duplicate entries and incompatible applications can all lead to reduced productivity or, worse, errors that result in delays and penalties.

16. Electronic Data Exchange
Operational and financial data requirements met through the Electronic Data Interchange (EDI) and Extensible Markup Language (XML) solutions.
Different Electronic formats – Use of web services to send receive core documents such as purchase orders, invoices and ship notices.
Label Printing: GS1-128 (formerly UCC-128) bar- coded and RFID labels.

17. Customer Requirements
Customer Interfaces
Aesculap
BASF
Boehringer
Bosch
BMW
Daimler-Chrysler
EPCOS
Festo
Hayes Logistic
Merk
Otto
Porsche
Quelle
Siemens

18. Cargo Community Systems
Electronic data exchange
with a (CCS)
Cargo Community System
Connection to ARINC [US]
CCN [SIN]
Cargo Connect [CCX/UK]
TRAXON Europe [TRX/DE]
INTTRA [DE].

19. Customs Interfaces
Systems are electronically linked to customs authorities around the world, including but not limited to the following countries:
U.S. Automated Commercial Environment (ACE)
Automated Broker Interface (ABI)
Canadian Automated Data Exchange (CADEX)
Accelerated Commercial Release Operations Support System (ACROSS)
Australia - Cargo Automation Pre-clearance System
New Zealand - CEDI-FIT
Japan - NACCS
Germany - ALFA
Belgium - SADBEL
The Netherlands - CARGONAUT
France - SOFI
United Kingdom - AMS2000
Sweden – TDS
Dubai – MIRSAL 2

20. Common Communication Models
Current Method
Paper or
Buyer
Paper or
Seller
EDI Method
(Bilateral Direct)
Buyer
Seller
Software as a Service
(3-Corner)
Buyer
Service
Seller
Software Solution
(4-Corner)
E-Invoice
E-Invoice
Buyer
Seller
Source ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission

21. e-Documentation: Design and Delivery
1. Global Electronic Trade 
2. Global Requirements 
3. Business Benefits of e-Documents
e-Documentation ‘Design & Delivery’
Reducing costs, achieving compliance & document processes
December 2010

22. Electronic Documents Design
Automatic loading of export-specific data elements not provided through the host system interface. Manifest and automatically create documentation for domestic or international shipments
Collate data for required regulatory statistical reporting in printed or electronic format and includes the facility for electronic reporting to various Customs authorities (e.g. MIRSAL, AES, CAED, NES, SAGITTA, and NCTS) .

23. Electronic Documents Delivery
Document printing via LAN, WAN, , fax, remote, and PDF.
Each document can be configured independently, such that the Commercial Invoice, for example, could be setup to print 10 copies in-house, and be sent via to the Consignee, Forwarder and internal staff.
Auto Distribution routine. Provide the facility to store user- configured profiles for the distribution (print, fax or ) of a document or set of documents to multiple recipients.
Optionally can be able to send/ receive electronic notifications in the format of your choosing to automatically update records in your freight or ERP system.

24. Benefits of e-Documentation
Electronic business transactions with your customers and suppliers, quickly and cost effectively trade electronic purchase orders, invoices and advance ship notices (as well as any other electronic documents required by your customers).
Web services are utilized to automatically incorporate electronic transactions such as purchase orders, invoices and shipping instructions
Ensure compliance and maintain an archive of record for reporting and audit purposes

25. The cost of paper documentation
Source ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission
The cost of paper documentation
Paper path
Paper & Envelopes
Handling & Copying
Postage
Printer Ownership
Maintenance
Toner
IT Support
Storage
Floor Space
Handling
Handling
Scanner Ownership
Maintenance
IT Support
Storage
Floor Space
Up to €20
per invoice

26. Down stream costs - dispute management

27. Technical e-Documents Challenges

28. Savings across the business
Source ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission
Savings across the business
€15 saving per invoice
€20 saving per invoice
€12 for every invoice
€12 for every invoice

29. Business Benefits of e-Invoicing
Customer retention by fulfilling the expectations of trading parties
Quality improvement through direct communication and elimination of errors caused by manual handling
Efficiency gains through optimized and automated processes
Transparency of working capital and faster payment of invoices
Business visibility provides data for auditing and traceability of orders
Process improvement with faster dispute handling, decreased reliance on paper and handling costs
Cost reduction create a compelling ROI case:
Seller Side AR & Storage €15 saving per invoice
Buyer Side & AP €20 saving per invoice
Dispute Management €12 saving per invoice
Sources ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission
And ‘Electronic invoicing HMRC Reference:Notice 700/63 (June 2007)’

30. e-Documentation: Design and Delivery
1. Global Electronic Trade 
2. Global Requirements 
3. Business Benefits of e-Documents 
Thank you & any questions

31. Five key points to e-Documentation
1. Store all your documents on-line 
2. Send Qualified Electronic Documents 
3. Track and audit all activity 
4. Control the process 
5. An individual signs the document 