Webinar | Sage 100 face à la facture électronique 2026 : la solution TEDD & Esker 💡

Web Conference on Apsis Siborg and TDS Care

Introduction to the Web Conference

• Welcome message from the hosts, Claude Fabier and Emmanuel Matéhi, introducing the session focused on compliance facilitated by TDS Care connected to SideJocen.

• Participants are encouraged to ask questions via chat throughout the session, with responses provided in writing during and after the conference.

Overview of Apsis Siborg

• Apsis Siborg is a service company specializing in management solutions integration, boasting over 35 years of experience and a revenue of €95 million in 2024 with 600 employees.

• The company operates across all French territories with 13 agencies domestically and two internationally, emphasizing their commitment to quality service and comprehensive project support.

Focus on Electronic Invoicing Reform

• Emmanuel introduces Ted Esker as a solution for electronic invoicing reform, highlighting its importance in combating VAT fraud. The presentation will cover principles and benefits of this solution.

• Key situations will be illustrated regarding general expense invoices, merchandise invoices, and issuing invoices directed at clients. Questions will be addressed throughout the presentation.

Key Aspects of Electronic Invoicing

• The electronic invoice reform affects all VAT-subject companies with specific timelines for implementation concerning both issuance and reception of invoices using new file formats rather than traditional PDF emails.

• There are over a hundred approved platforms available for compliance; notable partners include Sage and Escar working alongside Apsis Siborg. Two main aspects: e-invoicing (issuance/receipt) and reporting obligations are highlighted.

Implementation Timeline for Companies

• Important deadlines include September 2026 for large enterprises regarding receipt of invoices in new formats; smaller businesses (TPE/PME) have until September 2027 for issuance compliance. Preparation ahead of these dates is advised due to potential delays or complications during summer months leading up to deadlines.

• Companies must ensure readiness by selecting an approved platform compatible with their information systems while continuing to process existing invoice formats until full compliance is achieved by respective deadlines. This includes reviewing validation processes for incoming invoices as well as planning tools needed for future requirements post-deadline adjustments.

Key Steps for Compliance Before September 2026

Obligatory Actions Required

• It is essential to choose an approved platform as a mandatory step before September 2026. This decision is crucial for compliance with new regulations.

• Identifying and mapping your information system is necessary, including understanding the various flows between different tools you use.

• Updating your systems will be required based on the choices made regarding software versions and configurations.

Facilitating Actions for Simplification

• Consider implementing a supplier invoice processing portal to centralize all invoice handling, which can streamline operations significantly.

• Utilizing solutions like Data Clean & Control within Sage can help in cleaning up third-party invoices, making processes more efficient.

Introduction to Ted Esquare Solution

Partnership Overview

• The Ted Esquare solution results from collaboration between Floa, which has 20 years of experience in creating connectors, and Esquare, a leader in dematerialization with 40 years of expertise.

Functionality of TDSK

• TDSK allows bidirectional communication with C2SAN and integrates seamlessly with Esker on Demand for managing supplier invoices across various formats (PDF and RFE).

User Experience Enhancements

• Users can manage both PDF and RFE invoices through a single tool while also facilitating international invoicing without needing full compliance from their commercial management systems.

Demonstration of Invoice Processing

Overview of S-KER Application

• The demonstration showcases the S-KER application dashboard used by accountants to manage invoice processing effectively.

Types of Invoices Processed

• The session will cover two types of invoices: those associated with orders and those that are not (e.g., utility bills), highlighting the need for accurate data entry.

Technology Utilized

• S-KER employs advanced deep learning technology beyond basic OCR capabilities to recognize document formats efficiently.

Understanding Multi-Company Invoice Management

Overview of Invoice Data Management

• The upper section of invoice thumbnails discusses multi-page invoices, emphasizing the importance of company codes for managing multiple entities within a single interface.

• Confidentiality issues are highlighted, particularly regarding invoices without orders, which are directed towards accounting. Journal codes facilitate the transfer of entries directly into accounting systems.

Data Extraction and User Interaction

• TED application synchronizes data extraction from invoices using Esker's embedded intelligence, identifying key elements like invoice number and total amount.

• User intervention is necessary as machine recognition isn't infallible; suppliers must be linked to existing databases (e.g., SAGE), with identification facilitated by VAT numbers.

Supplier Database Management

• If supplier data is missing in the database, manual association is required, which can be time-consuming. SDSC helps prepare data for efficient processing.

• Users can create new suppliers in SAGE if they do not exist in the system, ensuring immediate accessibility to relevant data.

Invoice Processing Efficiency

• The discussion transitions to processing the top part of an invoice, focusing on free information fields and payment conditions that dictate how invoices will be settled.

• Importance is placed on accurately filling out supplier records to ensure smooth transaction processes.

Accounting Entries and Automation

• The next section covers counterpart accounts related to expenses or assets that may also be recorded through this process.

• Esker learns from user interactions; increased invoice processing leads to more automated future handling due to its AI capabilities.

Enhancing Time Efficiency Through Learning

• The goal is time-saving through intelligent recognition and learning mechanisms known as auto-learning. General accounts are accessible via the accounting plan.

• Analytical ventilation options allow users to categorize expenses effectively based on defined analytical plans.

Real-Time Data Entry Features

• Accessing analytical axes enables detailed categorization during entry processes.

• Auto-learning features streamline real-time entry while allowing for adjustments based on periods defined by users.

Workflow Integration in Invoice Processing

• Concludes with a focus on workflows associated with invoice management at the lower part of the screen, indicating a transition into workflow discussions.

Transitioning to Electronic Signatures and Workflows

Introduction to Workflows

• The goal is to replace paper document circulation with electronic signatures and digital workflows, allowing for streamlined processes within the company.

• Workflows are customizable based on organizational needs; they can involve multiple individuals or groups depending on the context of a task, such as invoice processing.

Customization of Workflows

• Users can define workflows based on specific criteria like invoice amounts or supplier categories, ensuring that the process aligns with their operational structure.

• The concept of an approver is introduced, responsible for validating whether an invoice is ready for payment, enhancing organization in financial transactions.

Document Interaction and Processing

• Users can annotate documents digitally, similar to using sticky notes on paper, allowing for clear communication regarding specific details related to services rendered.

• Accountants have various options when handling invoices—such as approving or rejecting them—which leads directly into accounting entries without manual data entry.

Automation in Accounting Entries

• Throughout the workflow process, users can access lists of invoices being processed, facilitating better management of high volumes of transactions.

• Once an invoice is processed by the accountant, it automatically generates a corresponding accounting entry in the purchase journal without additional input required from users.

Accessing Archived Documents

• The system allows users to view linked documents associated with each transaction. PDFs are archived securely while maintaining easy accessibility through links.

Understanding Facture X and Future Changes

Introduction to Facture X

• Discussion shifts towards a specific type of invoice format known as Facture X which will become more prevalent due to upcoming regulations regarding electronic invoicing.

Features of Facture X

• Facture X includes both visual PDF representations and technical XML data formats that enhance clarity and usability for end-users.

Implementation Timeline

• This new format will be implemented starting September 2026. Esker has already developed capabilities to handle these formats efficiently.

User Experience Enhancements

• Esker aims to simplify user interactions by transforming complex XML data into readable formats while also supporting traditional PDF invoices from suppliers.

Invoice Processing with Orders

Understanding Invoice Matching with Orders

• The process of handling an invoice associated with an order is introduced, emphasizing the familiar layout of the document and the key difference being the presence of a purchase order number.

• The supplier's invoice includes the purchase order number (FBC triple zero), which Esker identifies to facilitate matching between the invoice and corresponding orders.

• The transition from general accounts to item references is highlighted, indicating that details are automatically retrieved from the original order for effective matching.

Addressing Discrepancies in Invoices

• A discrepancy is noted where there is a €180 difference between what was invoiced and what was recorded in commercial management, attributed to unrequested shipping fees.

• Several options for addressing discrepancies are discussed: setting aside the invoice for further review or outright rejecting it if deemed incorrect.

Customizing Workflow Solutions

• Users can customize rejection reasons for invoices, allowing flexibility in managing discrepancies according to their specific needs.

• Emphasis on creating tailored solutions rather than imposed workflows; users have control over how they set up their processes within Esker’s system.

Handling Additional Charges

• If additional charges arise (e.g., shipping costs), users can directly input these into Esker instead of navigating back to commercial management systems.

• Users can select items from their commercial management reference list when entering new charges, ensuring accurate data entry related to shipping fees.

Finalizing Invoice Processing

• Once all discrepancies are resolved and additional charges entered, users can confirm that no discrepancies remain between supplier invoices and internal records.

• The option to initiate exception workflows allows accountants who may not be fully aware of all processes to seek approval from relevant stakeholders before proceeding with payment.

• Exception workflows help identify quantity or price discrepancies by involving appropriate personnel based on context, enhancing accuracy in financial operations.

Transitioning Documents During Accounting

• The transformation process from delivery notes to invoices is explained as part of accounting practices within Esker’s framework.

• Upon initiating accounting procedures, delivery documents will be replaced by supplier invoices once transactions are finalized.

Invoice Processing and Error Management in Esker

Overview of Invoice Generation

• The process of generating supplier invoices from delivery notes is streamlined through a single interface provided by Esker.

• A control system ensures secure communication and processing, highlighting the importance of error management during invoice handling.

Error Handling Mechanism

• Errors encountered during invoice processing are flagged for review; they do not halt the workflow but require correction before resubmission.

• Invoices that fail to process due to errors return to the accountant's queue and contribute to an error count displayed on the dashboard.

Dashboard Features for Invoice Tracking

• Accountants can consult error logs to understand issues with invoice processing, ensuring transparency in financial operations.

• Esker's solution tracks payment statuses daily, providing updates on whether suppliers have been paid, enhancing operational efficiency.

Client Invoice Emission Process

Transitioning to Client Invoicing

• The presentation shifts focus from supplier invoices to client invoicing, introducing a new user interface for issuing client invoices managed by Elise.

Visual Changes in Dashboard

• The dashboard design changes from histograms to donut charts while maintaining color themes, reflecting a shift towards client invoicing metrics.

Tailored Dashboards for Different Invoice Types

• Specific dashboards are available based on how invoices are processed (e.g., via Corus Pro), allowing tailored tracking of invoice lifecycles.

• Esker categorizes invoices by destination (e.g., Belgium or France), ensuring compliance with regional requirements during processing.

Compliance and Future Readiness

Dedicated Dashboards for Compliance

• A dedicated dashboard exists for managing invoices submitted through Corus Pro, mirroring its lifecycle within that platform.

Upcoming Regulatory Changes

• As regulations evolve (e.g., RFE compliance starting September 2026), Esker prepares dashboards specifically designed for electronic invoicing in France.

Ensuring Invoice Conformity

• Esker provides tools to verify invoice conformity ahead of regulatory changes, demonstrating proactive compliance measures within their system.

Questions About Invoice Arrival

Anticipating User Queries

• There is an acknowledgment that users may have questions regarding how invoices arrive at the Esker platform, indicating ongoing engagement with user needs.

Understanding Invoice Processing in Sage

Daily Invoice Extraction Process

• Invoices are validated in Sage and arrive through a daily process, either semi-automatically or via scheduled tasks that extract invoices for end clients.

Types of Invoice Delivery

• Extracted invoices can be sent via email, EDI, or deposited on a portal. Specific examples include invoices directed to hospitals in Paris.

Compliance Issues with Invoices

• An error may arise indicating non-compliance with CorusPro due to missing engagement numbers, which is crucial for those familiar with the system.

Correcting Non-Compliant Invoices

• Users can modify the invoice directly within Sage to ensure compliance before resending it through the appropriate channel.

Data Management and Compliance Preparation

• The system provides extensive information about invoice data management, emphasizing the importance of preparing for upcoming regulations in Belgium by 2026.

The Role of Pivot Files in Invoice Processing

Importance of Pivot Files

• The pivot file serves as a central point for data collection from various sources, ensuring compliance across different channels and countries.

Modes of Sending Invoices

• Esker facilitates multiple delivery methods including mail, portals, and EDI systems tailored to specific countries like Italy and Belgium.

Adapting to International Standards

• Esker ensures compliance with international invoicing standards by adapting its processes based on regional requirements such as ES1669 for Belgium.

Navigating Electronic Invoicing Challenges

Historical Context and Expertise

• Esker has over 20 years of experience managing electronic invoicing solutions, providing significant expertise in meeting diverse regulatory demands.

Automatic Data Population

• The system automatically fills out invoice details while maintaining checks against destination-specific compliance requirements.

Preemptive Quality Testing

• Users can request preemptive testing of invoice data quality before sending them out via email; however, non-compliance issues may still occur.

Error Identification and Learning

• A list of common errors related to new standards is available for users to learn from; understanding these errors is essential for future compliance efforts.

Approval Process Tracking

• Once an invoice is corrected and approved, it can be sent to clients while tracking its status throughout the approval process.

Understanding Invoice Management Solutions

Overview of Data Compliance and Invoice Processing

• The ability to verify data compliance is now available, allowing invoices to be sent via email while ensuring accuracy before the upcoming regulations in September 2026.

• Invoices can be dispatched to specific recipients, including duplicates for other stakeholders involved. This process enhances anticipation and preparation for future requirements.

Supplier Invoice Handling

• The first topic discussed involves processing supplier invoices, which include general expense suppliers. The TEDSCR solution facilitates automatic accounting entries linked dynamically between systems.

• For merchandise invoices, there is a reconciliation process with commercial management elements such as purchase orders or delivery notes that were generated from previous orders. This ensures accurate tracking of received goods against ordered items.

Client Invoice Issuance

• The same tool also supports the construction and issuance of client invoices, addressing various contexts such as electronic invoice reforms or specific processes like Chorus Pro for compliant invoicing practices.

• Different international standards may apply depending on the destination of the invoice, highlighting the need for flexibility in invoice formatting and submission methods.

Benefits of Centralized Invoice Management

• TEDSCR provides comprehensive management capabilities for both incoming supplier invoices and outgoing client invoices, streamlining operations through a single portal interface. Additionally, it can handle purchase requests as part of an integrated purchasing process.

• Utilizing a SaaS solution means no installation is required on user machines; access is provided through web browsers, enhancing user convenience and scalability without limitations on user numbers across different departments (accounting vs commercial management).

Mobile Validation and Document Archiving

• Users can validate invoices using a mobile application, allowing managers to approve documents remotely via their smartphones—this adds efficiency to the approval workflow.

• Document archiving features include simplified searches and legal compliance storage options, ensuring that all necessary documentation is easily retrievable when needed. This capability was emphasized during discussions about document handling within the portal system shown by Claude.

Integration with Existing Systems

• There are considerations regarding existing solutions like ACS; while they may overlap in functionality concerning supplier processing, integrating TEDSCR could enhance client invoicing capabilities based on specific organizational needs. Understanding these overlaps helps tailor solutions effectively based on operational requirements.

• For managing small expense reports efficiently (e.g., commercial expenses), alternative solutions like those offered by Luca are recommended due to their ease of use compared to traditional methods like Excel spreadsheets—highlighting advancements in expense reporting technology that simplify workflows significantly for users today.

Customizing Validation Processes in Accounting Tools

Collaboration and Customization

• Claude emphasized the importance of personalizing validation processes, indicating a collaborative effort to understand and implement specific workflows within the tool.

• The focus is on transferring skills to users, enabling them to handle various invoice situations autonomously, including user creation and workflow customization.

Iterative Work Process

• The team will engage in an iterative process over several days or weeks to address different topics related to the implementation.

• Users can continue working in Sage accounting while background processes like invoice transformations occur seamlessly without requiring data exports or imports.

User Experience Enhancements

• Current import processes are single-user, necessitating all users to exit for updates; however, the new system allows for uninterrupted work during these updates.

Future Features and Use Cases

• There is ongoing consideration for direct invoice payment capabilities, although this feature is not yet available but remains under review by Esker.

• Complex scenarios such as real estate promotion require careful examination of electronic invoicing reforms; users should identify specific use cases for further discussion with support teams.

Pricing Structure Insights

• Engagement terms typically do not involve long-term subscriptions; instead, they are based on usage metrics.

• The pricing model includes a monthly subscription alongside charges based on transaction volumes consumed.

Closing Remarks

• Acknowledgment of participants' engagement was made, along with an invitation to explore future webinars via absiceblog.com and follow updates on LinkedIn.