This document describe EHF Reminder (called "EHF Purring" in Norwegian)format to be used for the exchange of electronic reminder information between trading partners. This document is a part of Norwegian Agency for Public and Financial Management (DFØ) standardization work related to electronic commerce.

1. Definitions

Reminder

A document that remind the customer that a payment is delayed.

Invoice

A commercial document confirming a sale between a seller and a buyer. The invoice is issued by the seller and the buyer has to pay the claim.

Electronic Invoice

An invoice transferred electronically from the issuer to the receiver. The invoice is imported into and processed by the receiver’s computerized accounting system.

Credit note

A commercial document cancelling all or part of an invoice already issued. The Credit note must have a distinct reference to the originating invoice.

Electronic Credit note

A credit note transferred electronically from the issuer to the receiver. The credit note is imported into and processed by the receiver’s computerized accounting system.

Supplier

Person or company supplying goods or services on own or someone else’s behalf.

Customer

Person or organization acquiring the ownership of a product or a service against agreed price and payment terms.

Seller

Person or organization with the necessary authority to sign a contract and transfer the ownership of a product or service.

Buyer

Person or organization acquiring the ownership of a product or a service for an agreed price and payment terms.

Invoice Issuer

Person or organization that issues an invoice.

Invoice Receiver

Person or organization that receives an invoice.

Payment Receiver

Person or organization that receives the payment

2. Background

If contracting authority does not pay the invoice sent from supplier according to payment terms, supplier can send a reminder. Regulation describing terms that must be fulfilled before sending EHF reminder you can find here: https://lovdata.no/dokument/NL/lov/1988-05-13-26/

An electronic sent reminder is regulated through §3a: https://lovdata.no/NL/lov/1988-05-13-26/§3a

3. Process

3.1. The Reminder Process and Typical Use Case

A supplier has sent an EHF invoice to get paid for an assignment or products ordered from contracting authority (CA). Payment terms is agreed upon in the contract.

The supplier accounting system prepare an EHF reminder when deadline for payment is passed according to current regulation “Lov om inkassovirksomhet og annen inndriving av forfalte pengekrav (inkassoloven)”

EHF reminder is being sent to contracting authority through supplier access point. Contracting authority receives EHF reminder and pays the supplier the amount based on received invoice.

3.2. Reminder Process Diagram

The following diagram show the choreography of the EHF reminder process.

EHFReminder
Figure 1. EHF Reminder process.

3.3. Use case

A supplier has sent an EHF invoice to get paid for an assignment or products ordered from contracting authority (CA). Payment terms is agreed upon in the contract.

The supplier accounting system prepare an EHF reminder when deadline for payment is passed according to current regulation “Lov om inkassovirksomhet og annen inndriving av forfalte pengekrav (inkassoloven).”

EHF reminder is being sent to contracting authority through supplier access point. Contracting authority receives EHF reminder and pays the supplier the amount based on received invoice.

4. Implementation

EHF Reminder is based upon PEPPOL BIS Billing 3.0 and EHF Billing 3.0 where the datamodel is limited to the information needed to recognize and pay the original invoice.

4.1. Business terms

The following business terms are removed in EHF Reminder 3.0 compared to PEPPOL BIS Billing 3.0:

  • BT-3

  • BG-14 (Including BT-73, BT-74, BT-8)

  • BT-13

  • BT-14

  • BT-16

  • BT-15

  • BT-17

  • BT-18

  • BG-24 (Including BT-122, BT-123, BT-124, BT-125)

  • BT-11

  • BG-13 (Including BT-70, BT-71, BT-72, BG-15, BT-75, BT-76, BT-77, BT-78, BT-79, BT-80, BT-165)

  • BG-18 (Including BT-87, BT-88)

  • BG-19 (Including BT-89, BT-91)

  • BT-128

  • BT-154

  • BT-155

  • BT-156

  • BT-157

  • BT-158

  • BT-159

  • BG-32 (Including BT-160, BT-161)

4.2. Cardinalities

The following changes are made to cardinalities in EHF Reminder 3.0 compared to PEPPOL BIS Billing 3.0:

Business term New cardinality Original cardinality

BG-3

1..1

0..n

4.3. Code lists

A new code list is introduced as an addition to codes part of UNCL7161 named "Reminder charge reason code" used to indicate charges added as part of the reminder. The new code list contains only the code "REM", and is used in BT-105.

5. Description

This chapter describes selected parts of the information contents of the EHF reminder.

5.1. Reminder charge

To send a reminder with a charge (called "gebyr" in Norwegian) we use the element "AllowanceCharge" on document level.

Example: Reminder charge (reminder amount).
<cac:AllowanceCharge>
  <cbc:ChargeIndicator>true</cbc:ChargeIndicator> (1)
  <cbc:AllowanceChargeReasonCode>REM</cbc:AllowanceChargeReasonCode>
  <cbc:Amount currencyID="NOK">70</cbc:Amount> (2)
  <cac:TaxCategory>
    <cbc:ID>E</cbc:ID>
    <cbc:Percent>0</cbc:Percent>
    <cbc:TaxExemptionReason>Exempt</cbc:TaxExemptionReason>
    <cac:TaxScheme>
      <cbc:ID>VAT</cbc:ID>
    </cac:TaxScheme>
  </cac:TaxCategory>
</cac:AllowanceCharge>
1 Using fixed value "true" such that allowance charge describes a charge.
2 The amount of a charge.