WO2008108861A1 - Traitement de documents électroniques - Google Patents

Traitement de documents électroniques Download PDF

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Publication number
WO2008108861A1
WO2008108861A1 PCT/US2007/071046 US2007071046W WO2008108861A1 WO 2008108861 A1 WO2008108861 A1 WO 2008108861A1 US 2007071046 W US2007071046 W US 2007071046W WO 2008108861 A1 WO2008108861 A1 WO 2008108861A1
Authority
WO
WIPO (PCT)
Prior art keywords
invoice
electronic
service provider
party service
information
Prior art date
Application number
PCT/US2007/071046
Other languages
English (en)
Inventor
Chris Fields
Eric Smith
Daniel Massey
Original Assignee
Datacert, Inc
Priority date (The priority date is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the date listed.)
Filing date
Publication date
Application filed by Datacert, Inc filed Critical Datacert, Inc
Publication of WO2008108861A1 publication Critical patent/WO2008108861A1/fr

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Classifications

    • G—PHYSICS
    • G06—COMPUTING; CALCULATING OR COUNTING
    • G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
    • G06Q30/00—Commerce
    • G06Q30/04—Billing or invoicing
    • G—PHYSICS
    • G06—COMPUTING; CALCULATING OR COUNTING
    • G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
    • G06Q40/00—Finance; Insurance; Tax strategies; Processing of corporate or income taxes
    • G06Q40/02—Banking, e.g. interest calculation or account maintenance

Definitions

  • the present invention relates to secure processing of electronic documents, such as the processing of invoices for which taxes, such as value added taxes, are applicable.
  • a value added tax is a tax on consumer expenditure. It is collected on business transactions, imports and acquisitions from taxable persons.
  • a VAT system is mandatory, for example, for all Member States of the European Union ("EU"). It is also enforced in countries outside of the EU, such as Switzerland and Australia.
  • the invoice is the most important document in the taxable transaction because it details data relevant for determining the VAT, i.e., the date of services, the invoicer, the invoicee, the services delivered, the quantity of services, and the applied VAT rate, as well as the total VAT amount.
  • the supplier pays to the taxing authorities the VAT received from customers.
  • the supplier can balance the VAT received with the VAT paid, and this may lead to a VAT reclaim from the taxing authorities if the balance of paid VAT is more than the VAT received.
  • An object of the invention is to provide a system to assist users of electronic documents, such as electronic invoices, contracts, and product specifications, to comply with regulatory and security requirements.
  • a third party service provider can be established as the agent for two interacting parties.
  • the third party service provider receives an electronic document from a first party, the electronic document relating to a transaction between the parties, the transaction being, for example, a sale or a contract.
  • the third party service provider provides an electronic signature and certification for the document, either providing the signature and certification itself, or through its agent, such as a certification authority.
  • the third party service provider or its agent archives the document, and provides it, along with the certification, to the second party or others, thereby ensuring authenticity, integrity, confidentiality, and non-repudiation of the document.
  • a third party service provider is established as an agent of a supplier and its customer.
  • the supplier sends invoice information to the third party service provider.
  • the third party service provider extracts information from the invoice and transforms and supplements the data as necessary to provide a data file containing the information required by the taxing authorities.
  • the third party service provider or its agent provides an electronic signature, and preferably a certification, for the data file, or for a file of data derived from the data file.
  • the third party service provider or its agent then archives the electronically signed file as agent for both the supplier and the customer.
  • the third party service provider then sends the invoice data to the customer in a usable form.
  • the third party service provider satisfies the legal requirement of providing and archiving an electronically signed and certified invoice from the supplier to the customer, and the supplier and the customer are relieved of the requirement to obtain their own electronic signatures and certificates or to archive the electronically signed invoice.
  • This protocol is the verification that the certificate was valid and no data have been
  • FIG. 1 shows four supplier computers including law firm computers 102A,
  • Supplier computers 102A-102D include corresponding data memories, designated as memory 104A to 104D. Similarly, each supplier computer 102A to 102D includes a corresponding processor 106A to 106D. Supplier computers 102A to 102D also includes communications hardware and software 108A-108D for communication securely over the Internet. Each supplier computer 102A to 102D may be executing a different software packages residing in memory for generating invoices.
  • law firm computer 102A includes in its memory 104A, and its processor 106A is executing, Elite ® software 116; law firm computer 102C includes in its memory 104C, and its processor 106C is executing, Juris R software 120; and law firm computer 102D includes in its memory 104D. and its processor 106D is executing, ProLaw R software 122.
  • Suppliers are not limited to law firms using legal software.
  • vendor computer 102B includes in its memory 104B, and its processor 106B is executing, CMS® Open software 118.
  • Each of supplier computers 102A-102D communicates in a secure manner over the internet 130 to a third party service provider computer 132, operated by a third party service provider, such as DataCert, Inc., the assignee of the present invention.
  • Third party service provider computer 132 includes a processor 133, communications hardware and software 136, and memory 134, that includes archival memory 140 and a program memory containing an VAT invoice processing program 138 that functions as described below to process VAT invoices for both the customer and supplier.
  • An example of invoice processing program 138 is the ShareDoc® program of DataCert, Inc.
  • VAT invoice processing program 138 also provides for secure communications of invoices between suppliers and customers, such as corporate legal departments, and can perform additional functions, such as analyzing invoices for conformance with rules established by the customer.
  • a customer computer such as corporate legal department computer 150, includes a processor 152, a memory 154, and communications hardware and software 156.
  • Computer 150 is preferably executing invoice analysis software 160, such as the AIMS® software from DataCert, Inc..
  • the invoice processing program 138 executing on third party service computer 132 converts all the invoices received from supplier computers into a single format 162 that is usable by the invoice analysis software 160 operating on corporate legal department computer 150.
  • the same third party service provider generates and processes the VAT invoices for both the customer and supplier.
  • the servicer In order for a servicer to generate and process VAT invoices, the servicer preferably provides a complete invoice that complies with regulatory requirement, provides certification for the invoicing process, and provides storage and accessibility for the completed invoices in accordance with application regulations. These requirements are described in more detail below. Certification
  • An electronic signature expresses the intent of the signing party to represent his identity and his endorsement of the contents of the document for the purposes indicated in the document.
  • the signature may be: [1026] • Basic Electronic Signature such as a series of characters chosen by the author to express his or her identity and the intent to sign that document or [1027] • Enhanced Electronic Signature associated with the document. In this case, the intention to use the Enhanced Electronic Signature is added to the text of the document. [1028] Integrity
  • Integrity means ensuring consistency of data; in particular, preventing
  • Taxing authorities such as the EU, typically have specific requirements about the data elements required for a VAT invoice. If a VAT invoice sent to a corporation does not contain the complete set of elements, the VAT invoice will not be accepted as a valid VAT invoice - neither from the receiver of the invoice nor from the taxing authorities. [1035] Under EU regulations, to be considered a complete VAT invoice that is liable for payment, the invoice must include: [1036] • The date of issue;
  • Every taxable person shall ensure that copies of VAT invoices issued by himself, by his customer or, in his name and on his behalf by a third party, and all the VAT invoices which he has received, are stored.
  • the Member States determine the period for which taxable persons must store VAT invoices relating to goods or services supplied in their territory and VAT invoices received by taxable persons established in their territory. In many cases, the required storage time is 10 years. In addition, Member States may require online access to these archived VAT invoices.
  • a preferred embodiment meets all the criteria for VAT invoice described above and complies with EU directives on VAT invoices. The steps of a preferred process are described below. The process preferably is performed in order to ensure that each requirement is met prior to the customer receiving the VAT invoice.
  • the supplier is a law firm that provides legal services and the customer is a corporation that purchases the legal services of the law firm.
  • a third party service provider processes the invoice as agent for the law firm and as agent for the corporation.
  • Steps 1-9 of FIG. 2 show conceptually a preferred embodiment of a VAT invoice process in accordance with the invention.
  • the steps are described at a conceptual level to facilitate understanding, and persons of skill on the art will be able to implement the steps in specification described.
  • the embodiment described in FIG. 2 shows the steps performed by a supplier, such as law firm 202, a customer, such as corporate client 204, a third party service provider 206, and a Certificate Authority or Trust Authority 208.
  • Step 1 Establish third party service provider 206 as service provider for both parties [1054]
  • the supplier, law firm 202 establishes in block 212 a legal relationship with the third party service provider allowing the third party service provider to assemble invoice data, create the VAT invoice, transmit the VAT invoice to the customer, and archive VAT invoices on its behalf.
  • the customer, that is, corporate client 204 also establishes in block 214 a legal relationship with the third party service provider to receive VAT invoices from the supplier 202 and to archive the VAT invoices on its behalf.
  • Step 2 Upload data elements by law firms onto third party service provider 206 server [1055]
  • Law firm 202 uploads in block 216 data elements relevant to the creation of the VAT invoice onto the third party service provider 206 server 132, and the data is stored in memory 134.
  • a unique reference ID is assigned by the third party service provider 206 to uniquely identify the uploaded data.
  • the information uploaded by the law firm typically includes detailed narrative describing the work performed, the attorney or other timekeeper who performed the work, the billing rate of the timekeeper, the date the work was performed, and the matter to which the work is related.
  • the data elements are typically uploaded in a recognized industry standard format for electronic invoices, such as one of the Ledes standards, such as Ledes 98, Ledes 98Bi (international format) or Ledes 2000 (XML based).
  • the VAT invoice processing program 138 running on the third party service provider 206 server 132 optionally runs a verification program that reviews the data elements for compliance with formatting requirements and with rules established by the client. If the data elements fail to comply with the rules, the law firm 202 is notified of the non-compliance, and can resend the data elements.
  • the rules may specify, for example, maximum billing rates for specific timekeepers, which timekeepers authorized to work on specific matters, the use of a specific set of billing codes, the presence of an invoice number, invoice date etc.
  • the VAT invoice processing program 138 converts the required data elements into XML format of a draft invoice, in accordance with LEDES 2000 ("L2k"), which is a legal industry standard for electronic invoicing.
  • the draft invoice is forwarded to the client for review.
  • the review can be automatic, such as by using the AIMS program and the GUIDE program, both available from third party service provider 206.
  • the review can also be semi-automatic or manual. If any portion of the invoice is disputed by the corporation, it and the law firm can negotiate a mutually agreeable payment amount before the official VAT invoice is created. The draft invoice does not initiate liability for the VAT. After the formal VAT invoice is created, the obligation to pay the VAT is incurred, and altering the invoice would then require filing an amended reporting. By negotiating before the VAT invoice is created, the requirements to file a first invoice and then an amended invoice is eliminated.
  • Step 3 Assemble data elements by third party service provider 206 to create VAT invoice
  • a VAT invoice gets created in step 220 from the draft invoice, in a manner that ensures compliance with the requirements of the relevant tax regulations with regards to the content.
  • the data from the source file may be combined with information from a database at third party service provider 206.
  • Such information may include, for example, the VAT identifiers of the law firm and client and the billing entity code where the work is considered to be performed.
  • the invoice created in this step is preferably a superset that satisfies all the Member States.
  • FIG. 4 shows the content of a typical VAT invoice.
  • Step 4 Sign and archive VAT invoice on behalf of the sender by third party service provider 206 or its agent
  • third party service provider 206 relieves the law firm and the client from having to deal with obtaining and verifying electronic signatures.
  • third party service provider 206 creates in block 224 a "VAT
  • Invoice File which is preferably comprised of three distinct data elements: [1061] 1.
  • Hash of source file The source file originates at the sender law firm. The file is most often submitted in the LEDES 1998 B standard format or the international version LEDES 1998 BI.
  • the hash file is typically a "one way,” hash, that is, a hash that cannot be used to recovery the source file, but that can be used to verify a copy of the source file. This is used for non-repudiation purposes to uniquely link the VAT invoice to the submitted data elements in the source file.
  • Hash of L2k document - The document is a translation of the source file that is sent to the corporate client for processing and payment. This is used for non- repudiation purposes to uniquely link the VAT invoice to the transformed data elements in the translated file.
  • An alternate embodiment is to have the draft invoice be electronically signed by third party service provider 206 or its agent on behalf of the sender to represent the VAT Invoice file.
  • third party service provider 206 securely transmits in block 226 the unsigned VAT Invoice File to a recognized certification authority to electronically sign and verify; the signed document is retrieved by third party service provider 206, archived on behalf of the law firm and the client, and made available to either parties upon request.
  • either signing, verifying, or both, can be performed by third party service provider 206.
  • GUIDs globally unique identifiers
  • third party service provider 206 Before sending an invoice for certification, third party service provider 206 generates a GUID and informs the certifying authority of the GUID. The certifying authority uses the GUID to verify that the party communicating is third party service provider 206. After a handshake is complete, the VAT invoice is transmitted. Every file has a unique GUID and each GUID is used only once to prevent sending duplicate files.
  • FIG. 3 shows the process of communicating between the third party service provider 206 and the trust authority 208 in accordance with one embodiment.
  • the VAT invoice processing program 138 sends a global unique identifier (GUID) to the Trust Authority 208.
  • GUID global unique identifier
  • the Trust Authority sends the trust authority the necessary VAT Invoice file, preferably in an XML format.
  • the Trust Authority returns a second GUID verifying the connection and receipt of the VAT Invoice file.
  • the Trust Authority places the VAT elements in a queue to be electronically signed.
  • the Trust Authority electronically signs the VAT invoice.
  • the Trust Authority verifies the signature and validates the certification used for signing.
  • third party service provider 206 authenticates at the Trust
  • third party service provider 206 picks up the signed VAT invoices from the outgoing queue, and in block 344, third party service provider 206 deletes the VAT invoice, GUID, and signature from the outgoing queue.
  • Step 5 VAT invoice virtually transmitted and received on behalf of the sender and recipient, respectively, by third party service provider 206
  • the electronically signed VAT Invoice File is sent and received by third party service provider 206 in block 230 on behalf of the sender and the recipient, respectively, of the VAT invoice. Without a third party service provider acting as agent for both the law firm and the client, the law firm would transmit the certified invoice to the client over transmission lines, for example, by a web download or by e-mail. Because third party service provider 206 is the agent for both, the file does not need to be physically transmitted and received, but can be legally considered to have sent and received. When third party service provider 206 receives the signed VAT Invoice file back from the signing authority, the file can be considered to be received by the client.
  • Step 6 Verification of electronic signature on behalf of recipient of VAT Invoice by third party service provider 206 or its agent
  • VAT Invoice File is verified in block 232 by third party service provider 206 or its agent and a verification protocol is issued and attached to the signed VAT Invoice File.
  • a verification protocol is the verification that the certificate was valid and that no data have been altered when invoice was received. If there were not a common agent, the electronic signature would be verified by the client by confirming with the certifying authority that the signature is genuine. In a preferred embodiment, the verification of the electronic signature is performed for third party service provider 206 by the certifying authority, and the authentification protocol is transmitted to third party service provider 206 for archiving, along with the signed file.
  • Step 7 Archiving VAT invoice and verification protocol by third party service provider 206
  • VAT invoice elements (VAT Invoice File, electronic signature and verification protocol of electronic signature) are stored and archived in block 234 by third party service provider 206 on behalf the recipient of the VAT invoice. References to the archived files are associated with both the law firm and the client in the third party service provider 206 database, so that the invoice can be referenced from the client records or from the law firm records. At any time, a client or firm may request a copy of their archived data. Third party service provider 206 will provide the data for a specific date range in an online or removable media (CD/DVD) form upon request. Alternatively, the VAT invoice elements can be stored on behalf of the third party service provider by the Trust Authority, as shown in optional block 235. Step 8: VAT Invoice data elements are transmitted by third party service provider 206 to corporate clients
  • the data elements of the issued VAT invoices are transmitted in block 236 by third party service provider 206 to the corporate clients for purposes of review, approval and payment (i.e., the invoice validation).
  • the information sent to the corporation is usually in L2k format and is normally processed at the corporation using the Automated Invoice Management System (AIMS) system from DataCert, Inc. or it may be processed manually or using a different system.
  • AIMS Automated Invoice Management System
  • Step 9 retrieve VAT invoice data
  • third party service provider 206 does not itself electronically sign the VAT Invoice File; third party service provider 206 sends the unsigned VAT Invoice File to the Certifying Authority, which provides the electronic signature and also the certification. Also, third party service provider 206 does not verify the electronic signature on the VAT Invoice File; the verification is performed by the Trust Authority, and third party service provider 206 downloads and archives the verification protocol along with the signed VAT Invoice File.
  • FIG. 4 shows a typical VAT invoice. The data elements making up the signed
  • VAT invoice are assembled from the following: [1079] Name and address of supplier
  • Delivery date - This will be the invoice end date provided in the header information of the invoice OR the max date for all of the line items
  • the entire L2K file with all the line item details may represent the
  • VAT Invoice that gets signed, certified, and archived.
  • elements at the line item such as timekeeper data, charge description, charge codes, rate, units, discount, tax rate and net amount are also included.
  • the transformed invoice file in embodiments in which the VAT Invoice file is different from the transformed invoice file, for non-repudiation purposes.
  • the files received from the certifying authority as part of the digital signature including:
  • a single servicer represents both the customer and the supplier. This reduces the time to certify the invoices and ensure the adherence to the complex compliance requirements for the numerous of local tax authorities.
  • a law firm would send an invoice to the certifying authority to obtain a signature, check a queue to retrieve the signed invoice when issued, and send the invoice to the corporation. The corporation would then send the invoice to the certifying authority to verify the signature, and wait for confirmation.
  • third party service provider 206 is the entity that receives the verification of the signature thereby reducing the complexity of interaction for its client.
  • Embodiments of the invention provide a complete solution to both the corporations and the vendor law firms sending VAT invoices. Using embodiments of the invention, corporate clients and their law firm vendors can be assured all of the general VAT compliance such as EU Directive on VAT Invoices requirements, as well as the legal requirements of Member States, are met. A preferred system integrates with all of the existing DataCert, Inc. tools and services for processing invoices.
  • a third party service provider can be established as the agent for any two parties.
  • the third party service provider receives an electronic document from a first party, the electronic document relating to a transaction between the parties.
  • the transaction may be, for example, a sale or a contract to provide a service.
  • the third party service provider obtains an electronic signature and certification for the document, either providing the signature and certification itself or through its agent, such as a trust authority.
  • the third party service provider or its agent then archives the document, and provides it, along with the certification, to either party upon request.

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  • Engineering & Computer Science (AREA)
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Abstract

La présente invention concerne un procédé de traitement de documents électroniques tels que des factures, des spécifications ou des contrats électroniques, qui permet de garantir l'authenticité, l'intégrité, la confidentialité et la non-répudiation du document. Selon ledit procédé, un fournisseur de service tiers fait fonction d'agent pour deux parties interagissant l'une avec l'autre. Le fournisseur de service tiers reçoit, d'une première partie, un document électronique relatif à une transaction entre les parties, par exemple une vente ou un contrat. Le fournisseur de service tiers fournit une signature électronique et une certification pour le document, archive ce dernier et le fournit, conjointement avec la certification, à la seconde partie ou autre. L'invention permet en particulier de traiter des factures électroniques en conformité avec la réglementation relative à la taxe sur la valeur ajoutée.
PCT/US2007/071046 2006-06-12 2007-06-12 Traitement de documents électroniques WO2008108861A1 (fr)

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US81277506P 2006-06-12 2006-06-12
US60/812,775 2006-06-12

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WO2008108861A1 true WO2008108861A1 (fr) 2008-09-12

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Cited By (8)

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WO2014075862A1 (fr) * 2012-11-14 2014-05-22 Heinz Giesen Procédé de réalisation de transactions
EP3379440A1 (fr) 2017-03-24 2018-09-26 Telefonica Digital España, S.L.U. Procédé mis en uvre par ordinateur pour effectuer automatiquement la certification de documents avec garanties d'intégrité et d'authenticité et programmes informatiques associés
CN109272284A (zh) * 2018-08-01 2019-01-25 国网浙江省电力有限公司物资分公司 一种在线电子凭证签署及流转方法
EP3543891A1 (fr) 2018-03-23 2019-09-25 Telefonica Digital España, S.L.U. Procédé mis en uvre par ordinateur et système de suivi du cycle de vie de documents certifiés et ses programmes informatiques
CN111144960A (zh) * 2019-12-24 2020-05-12 航天信息股份有限公司 增值税专用发票开具方法、装置、电子设备及存储介质
CN111178993A (zh) * 2019-12-26 2020-05-19 航天信息股份有限公司企业服务分公司 一种基于发票容器自动调取发票电子档案的方法及系统
US20220215447A1 (en) * 2021-01-07 2022-07-07 Stripe, Inc. Invoice Numbering
CN116228265A (zh) * 2023-03-24 2023-06-06 北京中诺链捷数字科技有限公司 发票风险识别方法、装置和设备

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Cited By (14)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US10977627B2 (en) 2012-11-14 2021-04-13 Heinz Giesen Process for performing transactions
EP3244362A1 (fr) * 2012-11-14 2017-11-15 Heinz Giesen Procédé destiné à l'exécution de transactions
WO2014075862A1 (fr) * 2012-11-14 2014-05-22 Heinz Giesen Procédé de réalisation de transactions
US10185939B2 (en) 2012-11-14 2019-01-22 Heinz Giesen Process for performing transactions
US11121879B2 (en) 2017-03-24 2021-09-14 Telefonica Cybersecurity & Cloud Tech S.L. Computer implemented method for automatically certifying documents with integrity and authenticity guarantees and computer programs thereof
EP3379440A1 (fr) 2017-03-24 2018-09-26 Telefonica Digital España, S.L.U. Procédé mis en uvre par ordinateur pour effectuer automatiquement la certification de documents avec garanties d'intégrité et d'authenticité et programmes informatiques associés
EP3543891A1 (fr) 2018-03-23 2019-09-25 Telefonica Digital España, S.L.U. Procédé mis en uvre par ordinateur et système de suivi du cycle de vie de documents certifiés et ses programmes informatiques
CN109272284A (zh) * 2018-08-01 2019-01-25 国网浙江省电力有限公司物资分公司 一种在线电子凭证签署及流转方法
CN111144960A (zh) * 2019-12-24 2020-05-12 航天信息股份有限公司 增值税专用发票开具方法、装置、电子设备及存储介质
CN111144960B (zh) * 2019-12-24 2024-03-15 航天信息股份有限公司 增值税专用发票开具方法、装置、电子设备及存储介质
CN111178993A (zh) * 2019-12-26 2020-05-19 航天信息股份有限公司企业服务分公司 一种基于发票容器自动调取发票电子档案的方法及系统
US20220215447A1 (en) * 2021-01-07 2022-07-07 Stripe, Inc. Invoice Numbering
US11763359B2 (en) * 2021-01-07 2023-09-19 Stripe, Inc. Invoice numbering
CN116228265A (zh) * 2023-03-24 2023-06-06 北京中诺链捷数字科技有限公司 发票风险识别方法、装置和设备

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