As of October 1, 2014, electronic invoicing becomes mandatory in Ecuador for financial institutions controlled by the Superintendency of Banks and Insurance. These taxpayers should start issuing electronic invoices from June 1, 2014, although the SIR recently published a press release specifying that this deadline would be extended until 1 October 2014.
This step towards the electronic model will continue, with some changes expected over the coming months in other sectors, as set forth in Resolution NAC-DGERCCGC13 – 00236. This way, the migration will take place in several steps and is due to be completed by the end of 2015.
Before issuing an electronic invoice, it is necessary to meet a series of very simple requirements. The first step consists of securing a valid and current electronic signature digital certificate, as this guarantees the document’s integrity. This certificate may be acquired from any of the three authorized certification entities in the country: The Central Bank of Ecuador, Security Data and ANF.
Then, to join the new billing scheme, the taxpayers must submit a request via the Online Services system, which can be found on the SRI (Internal Revenue Service) website. Once accepted, users can issue electronic bills through the SRI (Internal Revenue Service) portal or by using billing software. This latter method is more recommendable for businesses handling average to high billing volumes, as it automates the process and integrates the documents with each company's own information management system. The solutions that EDICOM develops through its international E-invoicing platform are a good example. These solutions substantially reduce the management workload, as well as costs, and they are also totally adapted to the legal requirements laid down by the tax authorities of each country, which are the bodies that usually regulate the requirements for electronic invoicing.
How do I send an electronic invoice with EDICOM?
The solution automatically and transparently takes the invoice data directly from the client's ERP or accounting system. On the basis of these data, software generates a file with the XML schema regulated by the SRI.
The digital signature mechanisms stipulated by the regulation are enabled. This process, in addition to being in line with the law, implements high security and confidentiality standards in a document containing such sensitive information as the invoice.
Next, the application declares the data automatically to the SRI by means of a web service connection. The Ecuadorean Internal Revenue Service platform automatically returns a message accepting or rejecting the invoice.
Once the SRI accepts the invoice, it is returned with an authorization number.
With the document validated by the tax authorities, the invoice is now ready for forwarding to the final receiver. The solution automates the sending of invoices by different electronic systems, at all times taking into account whether or not the receiver has a technological solution. This way, our platform allows the integration and forwarding of 100% of your electronic invoices, regardless of the technology your customers have available.
Finally, the document is stored in the EDICOM DPC (Data Processing Center) in special security conditions and permanently accessible for consultation.
This procedure is totally automatic and takes place in a question of seconds. Moreover, we must bear in mind that it is not only valid for invoices, but also for credit and debit notes, the review guide or receipt acknowledgements. This streamlines admin procedures in the company and makes them safer and more economical, by taking paper out of the loop and increasing productivity.