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Digital Public Administration

More Effective Management: "E-Invoice live!"

At the group pavilion "Digital Government" MACH, Materna, and Bundesdruckerei (German Federal Printing Office) demonstrate efficient digital processes for public administration.

06 Mar. 2017

At the Digital Government trade exhibition stand MACH, Materna, and the German Federal Printing Office demonstrate efficient digital processes for public administration.

Declining budgets and an abundance of new tasks – these are the current challenges to public administration. This results in a lot of pressure to save on labor and costs. Digitized and automated processes for procurement and handling invoices offer great potential.

As a result of the EU Directive on electronic invoicing in the case of public contracts and the national e-invoice law of the German federal government from December 1, 2016, public clients are required to receive and process e-invoices already as of November 27, 2018. In doing so, a universal, consistent, and seamless process – from requisition to payment – must be ensured. This is to provide for simplification, standardization, and expedition in the case of industry and administrative authorities.

"In particular, authorities that are subject to federal law are well advised to adapt their processes at this point," explains the solution provider MACH AG in Lübeck, one of the showcase partners involved.

At the Digital Government group trade exhibition stand in CeBIT Hall 7 (A28/6) the e-government partners MACH, Materna, and the German Federal Printing Office jointly present their vision of a completely electronic purchase order and accounting process that is in part already possible on the basis of existing components. Using the example of a public authority, the three public sector specialists present an entire, fully electronic invoice handling process. A requirement is determined in the joint showcase, the stored item selected via a central portal and the purchase order process is initiated with the supplier.

If the merchandise is delivered, then the authority also accepts the delivery slip and invoice electronically as well. Automatic recording along with examination of the data transfer (validation) then takes place, followed by the co-signature. Finally, the payment instruction is carried out in the ERP system. With additional digital steps, for example authentication, this fully automated process can be seamlessly implemented through various workflows.

The showcase combines widely established solutions into a new overall solution. Thus the portal employs the "Government Site Builder" content management system. Materna has already realized approximately 300 projects with this basic government service. The established authentication process and the automated conversion of various invoice formats between the German Federal Printing Office and MACH are already proved to be productive in several projects. The MACH e-invoice solution is being introduced to more than 33 projects. All in all the partners have experience in more than 1,000 projects in the public sector.