Presentation Jose Antonio Ondiviela Garcia introducing OffInvoice Microsoft Office eInvoicing free ribbon

CEN Workshop on eInvoicing phase 3 eINVIII_021

Secretariat: Nederlands Normalisatie-instituut (NEN) Mr. T. Kniep Telephone: +31 15 2 690 100 Vlinderweg 6 E-mail: [email protected] P.O. box 5059 2600 GB Delft The Netherlands

Title : Presentation Jose Antonio Ondiviela Garcia introducing OffInvoice Microsoft Office

eInvoicing free ribbon Source : Secretariat Date : 2010-07-07 Status : For information Note : -

OffInvoice OBA AppOffInvoice OBA App

Value for Office CustomersValue for Office CustomersJosé A. Ondiviela WE PS Gov Industry Lead

v4 31052010

BackgroundBackground

eInvoice for Spain (facturae) developed by Spanish sub6000 downloads from Codeplex till May2010

Award from Spanish Gov (Best Practice)

Word2007 Spanish only

UE Project for eInvoicing (PEPPOL) http://www.peppol.eu/About_PEPPOLNeed additional value for Office2010 customersAround 90% of EU Government PCs use Microsoft Office.

ObjectivesObjectivesDevelop an Office 2010 (Word & Excel) ribbon.

Flexibility: customizable, multi-language

Easy to translate / reuse (English, Spanish) then any other.

Ensuring interoperability with the current XML formats:UBL (Universal Business Language) (ww accepted)

CII (Cross Industry Invoice) (EU Proposed standard). UN/CEFACT

Cross-Industry Invoice (CII) v.2

Facturae V3.2 (last proposed by the Spanish Administration)

Reusable (Codeplex code). MS owns the development IP.

Office as critical business applications frontOffice as critical business applications front--end end REQUIREMENTSREQUIREMENTS

Fit in broadly used applications (core apps).Standards compliance.Fully integrated with existing core apps. Innovative. New way of performing tasks, by adding value, saving time/resources and reducing risks/errors.

OffInvoice Value for our customers (I)OffInvoice Value for our customers (I)

Security: Authenticity and integrity can be guaranteed through the use of certificates and digital signatures. Errors are reduced.

Flexibility: It saves time. Invoices are issued, sent and processed immediately. Much easier to locate and therefore the consulting and auditing procedures are much simpler. Faster payments. Easier to track invoices.

Productivity and efficiency are increased Thanks to the automation and integration of data. Minimizing of errors as human intervention is reduced.

With eInvoices orgs eliminate manual data entry.

OffInvoice Value for our customers (II)OffInvoice Value for our customers (II)

Cost savings: By eliminating paper, postage and invoice filing. Several studies estimate savings greater than 70% (labor force, paper, stamps, etc.)

It reduces environmental impact with the elimination of paper. Green IT.Legal Compliance. As an example, From 10/30/2010 companies will have to send invoice in facturae format to Spanish public administration. This means that if you sell something to administration, you should make a facturae if you want to collect the money.

CII as proposed standard for EU. UBL used as base for International.

OffInvoiceOffInvoice

DEMODEMO

OffInvoice OffInvoice AddAdd--inin SnapshotSnapshot

Offinvoice AddOffinvoice Add--in Snapshotin Snapshot

Offinvoice AddOffinvoice Add--in in Snapshots (II)Snapshots (II)

OffInvoice OffInvoice Results so farResults so farAvailable from http://offinvoice.codeplex.com/ since May, 29th 2010Two Installers : English, Spanish

Requirements Doc, Installation Doc, Translation Guidance.

English, Spanish, Word&Excel 2010Presented at eInvoicing Intl Congress – Madrid 29 Apr.Considered «Best Practice». Will be part of the official documentation (under the endorsement from EU CEN)

First ever CII Implementation product.

OffInvoice Platform Architecture OffInvoice Platform Architecture

ERP ERP IntegrationIntegration OffInvoice ProcessOffInvoice Process

Data CheckData Check

Digital SignatureDigital Signature

UsersUsers

ERPERP

Emitters and Emitters and ReceiversReceiversDirectoryDirectory

CustodyCustody

Advanced Services Advanced Services PKIPKI

Channel Channel formatformat

MOSS 2010MOSS 2010……..

ProvidersProviders

PortalPortal

eInvoices CreationeInvoices Creation

Adapter Transformation

OffInvoiceXML UBL 1.0XML CII

Digital Signature

XAdES

Distribution

Users

Customers

CustodyCustody HostHost

SMTP

HTTP

MSMQ

FTP

MQ

…

eInvoices ReceptioneInvoices Reception

AdapterTransformation into a business doc

EDIFACTXML UBLXML CII Facturae

Accounting and formal Validation Digital Signature

Reception

Users

Providers

XML UBL 1.0XML CIIFacturae

POP3

HTTP

MSMQ

SOAP

MQ

…

AdapterAdapter AdapterAdapter

ProcessesRules

DBDB

XMLXML

XML,SWIFTFlat File,EDIiDoc…

XML,SWIFT

Flat File,EDI

iDoc…

Reception Protocol Emision Protocol

Integration BaseIntegration Base

© 2010 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only.MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.

INSTALLATION REQUIREMENTS OFFINVOICE 

The requirements for successful installation are: 

Office 2010 

.NET Framework 4.0 RC or higher (http://www.microsoft.com/downloads/details.aspx?FamilyID=a9ef9a95‐58d2‐4e51‐a4b7‐bea3cc6962cb&displaylang=en)  

Visual Studio 2010 Tools for Office runtime x86_x64 (http://www.microsoft.com/downloads/details.aspx?FamilyID=06c32242‐2289‐4471‐93aa‐ce96aa5cbc36&displaylang=en) 

INSTALLATION 

Run OffInvoiceInstaller.msi and follow the installation wizard. It can be installed only in Excel, 

only in Word or both. Once installation is complete, open Word o Excel and you will see a new 

Ribbon called OffInvoice with options for management of invoices. 

OFFINVOICE TRANSLATION 

The application uses files that are installed by default in a folder called "Microsoft OffInvoice" in 

the % APPDATA%. It is recommended not to change the installation location. 

FILES TO TRANSLATE 

The  directory  "Microsoft  OffInvoice"  contains  various  folders  and  files.  For  the  correct 

translation only change the files shown here: 

InformationFiles 

‐In  this  folder,  create  a  new  folder  called  "cultural‐language"  of  the  country,  eg  "en‐CA" 

(Spanish‐Catalan), "es‐ES" (Spanish‐Spain),"en‐US" (English‐USA). 

‐Copy all files located in the folder "en‐US" and paste them into the new folder. 

‐Translate the content of files to the language you want while respecting the file structure. 

‐The files State.txt and RoadType.txt should contain information specific to the country. 

Languages 

‐In this folder, create a new file called "cultural‐language" of the country and extension ".xml", 

eg: "es‐CA.xml" (Spanish‐Catalan), "es‐ES.xml" (Spanish‐Spain), "en‐US.xml" (English‐USA). 

‐Copy  the  entire  contents  of  the  file  "en‐US.xml"  in  the  new  file  and  translate  all  the  text 

between each label to document to the language you want while respecting the structure of the 

file. (No translate names of the labels) 

Mesagges 

‐In this folder, create a new file called "cultural‐language" of the country and extension ".xml", 

e.g: "es‐CA.xml" (Spanish‐Catalan), "es‐ES.xml" (Spanish‐Spain), "en‐US.xml" (English‐USA). 

‐Copy  the  entire  contents  of  the  file  "en‐US.xml"  in  the  new  file  and  translate  all  the  text 

between each label to document to the language you want while respecting the structure of the 

file.(No translate names of the labels) 

Templates 

Excel 

‐In the folder "Templates", access to the folder "Excel" and create a new folder called "cultural‐

language" " of the country. 

‐ Copy the 4 templates that are in the folder "en‐US" and paste them into the new folder. 

‐IMPORTANT:  

‐The names of these files are specified  in the XML file of "Languages" as appropriate, 

on the labels: 

<BasicTemplate>……<BasicTemplate> 

<ThirdTemplate>……<ThirdTemplate> 

<CorrectiveTemplate>……<CorrectiveTemplate> 

<CorrectiveAndThirdTemplate>..….<CorrectiveAndThirdTemplate> 

The contents of  the  labels must match  the name of  the  files  for  that  the application 

can find them. 

‐Open the first template. 

‐The templates are protected, so must unprotect sheet and the book for you can modify them. 

For this, access the tab "Review”, click on "Unprotect Sheet" and enter the following password:  

"OffInvoiceExcelProtectionPassword",  press  on  "Unprotect  Workbook"  and  put  the  same 

password. 

‐ Although only a  sheet  is visible,  in  fact  the  template has  three, which contain  the  load data 

from ComboBox, internal operations of the templates. 

‐To get a full translation of the template, must show all sheets, for this   press the right mouse 

button on the name of the sheet located at the bottom‐left of the screen, click on "Show", will 

open a box with two sheets, select one and click "OK." Repeat  this process to show the other 

sheet. 

‐ When all sheets are visible, translate the text of all of them. 

‐ When  finished with  the  translation, hide  the  sheets  that were hidden at  first,  for  this,  right 

mouse click on the name of the sheet, "Hide." 

‐Finally, protect the sheet and the book. For this access to the  tab "Review", click on "Protect 

Sheet" and "Protect Workbook" and enter the same password of the beginning. 

‐IMPORTANT:  

‐The templates are not overwritten, always save a new. When saving a template, be 

sure that it is saved with the correct name and the correct file type Excel Template (*. 

xltx). 

Repeat this process for the three remaining templates. 

Word 

‐In the folder "Templates", access to the folder "Excel" and create a new folder called "cultural‐

language" of the country. 

‐ Copy the 4 templates that are in the folder "en‐US" and paste them into the new folder. 

‐ IMPORTANT:  

‐ The names of these files are specified in the XML file of "Languages" appropriate on 

the following labels: 

<BasicTemplate>……<BasicTemplate> 

<ThirdTemplate>……<ThirdTemplate> 

<CorrectiveTemplate>……<CorrectiveTemplate> 

<CorrectiveAndThirdTemplate>..….<CorrectiveAndThirdTemplate> 

The contents of the  labels must match the name of the  files,  for that the application 

can find them. 

‐Open the first template. 

‐The templates are protected, for you can modify them you must to enable the tab "Developer". 

For  this, click on  the  "Office Button",  "Word Options",  select  the  "Show Developer  tab  in  the 

Ribbon". 

‐Access to the tab "Developer", click in the button "Design Mode" 

‐The template shows all controls it has. No delete or rename any, only translate the text of the 

cells without control and the text of the following controls: 

(All templates) 

SP_PersonTypeCode  BP_PersonTypeCode  SP_ResidenceTypeCode 

BP_ResidenceTypeCode  SP_CountryCode  BP_CountryCode  IH_InvoiceClass  InvoiceIssuerType 

(Third templates) 

TH_PersonTypeCode  TH_ResidenceTypeCode  TH_CountryCode 

(Corretive templates) 

CORR_ReasonDescription  CORR_CorrectionMethodDescription 

‐ For translate the text of a control it is need select it, click on the button "Properties" and edit 

only the "Display Name". The part of "Value" should not change. 

‐IMPORTANT:  

‐When you enter the "Design Mode", you cannot return to the normal view. 

‐The templates are not overwritten, always save a new. When saving a template, be 

sure that it is saved with the correct name and the correct file type Word Template (*. 

dotx). 

‐Repeat this process for the three remaining templates.