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EDI in public sector
Modernity and Efficiency in Governance

In today's digital era, public administration must prioritize streamlined processes and enhanced transparency. Electronic Data Interchange (EDI) automates communication between government institutions and the private sector, cutting costs while enabling accurate and efficient document exchange. Explore how EDI is transforming the modernization of the public sector.

EDI – the trusted tool for efficient public administration

Modern public administration faces increasing demands for speed, accuracy, and transparency. From central government agencies to local municipalities, institutions need seamless and secure exchange of documents and information with both public sector counterparts and private entities. At the same time, they must adhere to strict legal regulations and data security standards, where mistakes are not an option. Electronic Data Interchange (EDI) offers a proven solution, driving process automation, boosting administrative efficiency, and ensuring compliance with all legal and security requirements.

Numerous benefits of EDI in public administration

Secured Data Integrity

Public administration handles sensitive data, such as citizen records and official documents, making secure data transmission essential. EDI enables encrypted and secure exchanges, safeguarding the integrity of information across administrative systems.

Reliable Data Transmission

EDI guarantees the secure and error-free transfer of critical documents and information within public administration. This minimizes the risk of data errors or breaches of data protection standards, contributing to the efficient functioning of government institutions.

Integrated Processes

EDI fosters seamless integration between public administration units and private sector partners. This enhances collaboration by ensuring all parties have access to up-to-date information, streamlining workflows and removing potential bottlenecks in administrative processes.

Compliance with Legal Requirements

In a highly regulated environment, EDI ensures adherence to legal requirements, including data protection regulations. Documents exchanged electronically follow strict security protocols, guaranteeing full compliance with applicable laws.

Global Process Alignment

For administrations operating internationally, EDI is indispensable for managing cross-border processes efficiently and consistently. Standardized formats ensure smooth global operations and compliance with local regulations.

Ensuring Service Availability

Real-time information exchange and automated processes facilitated by EDI ensure the uninterrupted availability of essential services. This reduces delays and enhances the quality of services provided to citizens.

EDI solutions for the public sector

PEPPOL – the universal platform for B2G communication across Europe

Peppol serves as the EU’s standardized platform for Business-to-Government (B2G) communication, enabling the seamless electronic exchange of documents.

With a single Peppol connection, public offices and institutions across the EU become accessible. Uniform standards for electronic communication and document formats streamline and enhance international collaboration.

EDITEL Polska S.A. is a certified Peppol service provider. As an authenticated Peppol Access Point, EDITEL Polska holds an Open Peppol certificate, ensuring services are secure and continuously delivered in compliance with the requirements and standards of the Peppol network.

Who is Peppol for?

Peppol is a platform tailored for:

  • suppliers of goods and services to public authorities and institutions across the European Union
     
  • offices and public administration units involved in public procurement processes.

Our EDI services – your key to success

Mapping and EDI Validation

Thanks to our extensive experience in mapping various formats, we ensure that different systems communicate effectively and smoothly.

Partner Onboarding

We facilitate the integration of new business partners and offer customized training to optimally introduce your customers to the EDI world.

Business Monitoring

Our solutions enable continuous monitoring and analysis of your electronic business processes, which many ERP systems do not offer.

Digital Archiving

We provide a comprehensive archiving solution for all important digital documents, helping you effortlessly meet legal requirements.

Are you looking to achieve maximum efficiency in your supply chain?

A directly integrated EDI solution into your business information systems makes it happen! In the process, your data is seamlessly translated between your systems and those of your business partners, enabling automatic processing of business documents such as orders, despatch advices or invoices. Manual intervention is completely eliminated. This frees up capacities that are especially valuable for growing companies and can be used for core business in the future.

Learn more about EDI Integration

Do you want to exchange electronic business documents as simply and cost-effectively as possible?

Web EDI for easy application: all you need as a user is Internet access. With that, you can efficiently handle the entire order-to-cash process - from order to invoice - via EDI. No technical effort is required. You can get started right away.
Web EDI for supplier integration: with a web-based supplier portal tailored to your needs, you can seamlessly integrate suppliers without their own EDI infrastructure into your digital processes. This closes the last gap towards full digitization of your supply chain.

Explore Web EDI solutions

Do you want to digitize your invoicing while being future-proof and prepared for ViDA requirements?

Our EDI experts provide comprehensive assistance for the digitization of your financial processes. Our e-invoicing solutions and audit-proof archiving meet all current requirements and make sure you are perfectly prepared for any future regulations. Our approach aims to simplify complex processes and ensure compliance with legal requirements, allowing you to focus on your core tasks—while we take care of efficiency and compliance.

Explore e-Invoicing

FAQ

Public institutions intending to use PEPPOL for document exchange must meet specific technical requirements:

  • Authorized Access Point provider: institutions must partner with a certified Access Point provider to establish connectivity with the PEPPOL network.
  • Compliance with BIS Profiles: institutions need to implement the Business Interoperability Specification (BIS) profile for different document types, such as e-invoices and purchase orders, to ensure seamless exchange.
  • Secure infrastructure: a robust infrastructure is essential, including encrypted data transmission and user authentication, all aligned with PEPPOL's stringent security standards.

While PEPPOL is widely adopted and supported across many European countries, it is not the sole standard in public administration. Certain countries, such as Italy (with the SDI system) and Poland (with KSeF), have implemented their own national solutions. These local systems often complement PEPPOL but may require additional tools or adaptations to meet specific local regulations and requirements.

To ensure compliance with local regulations while utilizing international EDI standards, public institutions must configure their EDI systems to align with the specific legal and tax requirements of their country. For example, institutions in Poland must support e-invoices that comply with the KSeF system, while in Italy, the SDI system is mandatory for document exchange. Organizations using PEPPOL may need to implement additional modules or adapt document formats to meet local legal requirements, such as VAT regulations, electronic signatures, or document archiving standards. By tailoring their EDI systems to these country-specific needs, institutions can ensure both regulatory compliance and smooth operation.

Access Point providers play a crucial role in the EDI ecosystem of public administration. They facilitate the secure and compliant exchange of documents between public institutions and private entities via the PEPPOL network. Beyond data transmission, Access Point providers often deliver additional services, such as document format conversion, management of PEPPOL IDs, compliance monitoring with local regulations, and ensuring the necessary security certifications are in place.

EDITEL is a certified Peppol access point. Contact us to explore how we can help integrate your systems with B2G e-invoicing platforms in specific countries.

An EDI system designed for public administration should support a comprehensive range of electronic documents, including orders, invoices, and dispatch notifications, while accommodating various document formats compliant with international standards, such as UBL and CII. It must ensure interoperability with both national and international systems, provide robust security measures, and comply with data protection regulations like GDPR. Additionally, the system should integrate seamlessly with digital platforms such as KSeF in Poland or PEF across Europe to ensure smooth and compliant operations.

Still not quite sure? We give you 6 more reasons that speak in our favour

1

Seamless integration

We guarantee seamless integration into your existing systems and smooth data exchange with your business partners, suppliers and internal systems.

2

Expert support

With our expert support and training, you will be ready for EDI communication in no time at all. Our dedicated team will guide you through all phases of the implementation process - from initial setup to ongoing maintenance and support.

3

Scalable and expandable

As your business grows and flourishes, so do your EDI requirements. Our solutions are designed to grow seamlessly with your business, whether you're expanding into new markets, adding new business partners or expanding your product offering.

4

Safe is safe

Advanced encryption techniques, secure data transfer protocols and reliable authentication mechanisms ensure maximum security for our EDI services. Your sensitive business information is protected to the maximum.

5

Flexible and customisable

To fulfil your specific business requirements, we tailor our solution perfectly to your business processes. No matter whether you need customised document formats, special communication protocols or mapping requirements.

6

Industry expertise

Every industry has its own particularities and therefore requires special expertise. With our many years of experience in a wide range of industries, we therefore cater precisely to the challenges and needs of your particular business environment.

Any questions left unanswered? We’re happy to help!

If you are not yet sure which EDI solution is right for you or if you have any other questions about a successful EDI start, please contact our experienced EDI experts. 

E-Mail
EDI consultation +43 1 505 86 02 850

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