2 e-Documentation: Design and Delivery Atif IrshadConsultantChainTrack Systems
3 e-Documentation: Design and Delivery 1. Global Electronic Trade2. Global Requirements3. Business Benefits of e-Documentse-Documentation ‘Design & Delivery’Reducing costs, achieving compliance & document processesDecember 2010
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 exportedShipment Status Provides status of shipments in terms of dates, times, locations, routes, and identification numbersPurchase Orders Captures purchase order information for goods and servicesCommercial Invoice is used to determine value and duty.Bill of Lading Provides detailed shipment bill of lading informationAdvance Shipment Notice Offers advance notification of shipment details and contentsShipment Information Provides bill of lading, rating, and scheduling information
9 The Paper Documentation Process Electronic DeliveryInvoice ValidationElectronic StorageElectronic StorageArea’s of change to address e-Invoicing
11 Framework for electronic Communication Customs InterfacesReports and StatisticsFreight DocumentationInternal Data ExchangeCommunication ServicesPurchase Order InformationSupply Chain ManagementWarehouse InformationShipment InformationTracking and TracingElectronic InvoicingData ConversionCustomsFreight ForwarderSubcontractorCarrierCustomerSupplier
13 e-Documentation: Design and Delivery 1. Global Electronic Trade2. Global Requirements3. Business Benefits of e-Documentse-Documentation ‘Design & Delivery’Reducing costs, achieving compliance & document processesDecember 2010
14 Global RequirementsMultitude of documentary requirements involved in physically exportingMaze 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.
18 Cargo Community Systems Electronic data exchangewith a (CCS)Cargo Community SystemConnection to ARINC [US]CCN [SIN]Cargo Connect [CCX/UK]TRAXON Europe [TRX/DE]INTTRA [DE].
19 Customs InterfacesSystems 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 SystemNew Zealand - CEDI-FITJapan - NACCSGermany - ALFABelgium - SADBELThe Netherlands - CARGONAUTFrance - SOFIUnited Kingdom - AMS2000Sweden – TDSDubai – MIRSAL 2
20 Common Communication Models Current MethodPaper orBuyerPaper orSellerEDI Method(Bilateral Direct)BuyerSellerSoftware as a Service(3-Corner)BuyerServiceSellerSoftware Solution(4-Corner)E-InvoiceE-InvoiceBuyerSellerSource ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission
21 e-Documentation: Design and Delivery 1. Global Electronic Trade2. Global Requirements3. Business Benefits of e-Documentse-Documentation ‘Design & Delivery’Reducing costs, achieving compliance & document processesDecember 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 shipmentsCollate 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 instructionsEnsure 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 CommissionThe cost of paper documentationPaper pathPaper & EnvelopesHandling & CopyingPostagePrinter OwnershipMaintenanceTonerIT SupportStorageFloor SpaceHandlingHandlingScanner OwnershipMaintenanceIT SupportStorageFloor SpaceUp to €20per invoice
28 Savings across the business Source ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European CommissionSavings 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 partiesQuality improvement through direct communication and elimination of errors caused by manual handlingEfficiency gains through optimized and automated processesTransparency of working capital and faster payment of invoicesBusiness visibility provides data for auditing and traceability of ordersProcess improvement with faster dispute handling, decreased reliance on paper and handling costsCost reduction create a compelling ROI case:Seller Side AR & Storage €15 saving per invoiceBuyer Side & AP €20 saving per invoiceDispute Management €12 saving per invoiceSources ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European CommissionAnd ‘Electronic invoicing HMRC Reference:Notice 700/63 (June 2007)’
30 e-Documentation: Design and Delivery 1. Global Electronic Trade2. Global Requirements3. Business Benefits of e-DocumentsThank you & any questions
31 Five key points to e-Documentation 1. Store all your documents on-line2. Send Qualified Electronic Documents3. Track and audit all activity4. Control the process5. An individual signs the document