eSPap offers Finance Shared Services to Public Administration, aiming to provide quality services, helping to reduce costs, supported by integrated and standardized processes, enhancing best practices.
Finance Shared Services have three dimensions:
The Shared Financial Services, in conjunction with the General Directorate of the Budget (DGO), the Regional Directorate of Budget and Treasury of RAM (DROT) and the Implementation Unit of the Budgetary Framework Law (UniLEO), are operating the following transformational programs:
The Management of Financial Resources in Shared Mode - GeRFiP 3.1 - integrates the budgetary, financial, equity and logistics management, based on the Official Public Accounting Plan (POC-P) and also allows accounting according to the Standardization System Accounting for Public Administrations (SNC-AP), in the following areas:
The solution GeRFiP 3.1 - accounting in SNC-AP - went into production on January 1, 2018. This solution was released to comply with the Decree-Law no. 192/2015, of 09/09 (SNC-AP), the Decree-Law no. 85/2016 of 21/12 (amendment to SNC-AP) and Technical Standard No. 1/2017, of 20/06, of UniLEO (Instructions for the integration of budgetary and economic- in the Central System of Accounting and Public Accounts (S3CP)).
The GeRFiP 3.1 project was developed by eSPap, without adding costs to the entities, thus guaranteeing the rationalization of public investment in information technologies. This rationalization is possible by the use of a single system that allows economies of scale to be achieved, not only in their design, but also in the evolution and adaptation to the legislation in force.
The General Budget Directorate (DGO), the Regional Budget and Treasury Department (DROT) and eSPap, in articulation, update and support the Central State Budget (OE) and Budget of the Autonomous Region of Madeira (RAM).
Access to the budgetary systems of the State Budget is done through the following solutions:
Access to the budgetary systems of the RAM is done through the portal called the RAM Budget Management Information System (SIGORAM).
The Central Budget Systems of the State (OE) are destined to the General Direction of the Budget (DGO), the Assembly of the Republic (AR), the Court of Auditors (TdC), the National Statistics Institute (INE), the Entities Coordinators, Integrated Services (SI) and Autonomous Services and Funds (SFA). They allow the control and validation of the information registered by the DGO.
The SIGO portal allows access to the following systems:
The SIGO portal manages the access, authentication and security of users. It is a means of disseminating information to Central Administration entities.
The Regional Budget Management Systems of the Autonomous Region of Madeira (RAM) are intended for the Presidency of the Regional Government of Madeira, the Regional Office for Budget and Treasury (DROT), the Regional Secretariats, the Court of Auditors - Madeira Regional Section and to the Legislative Assembly of Madeira. They allow the control and validation of the information registered by the DROT.
The SIGORAM portal allows access to the following systems:
The SIGORAM portal manages access, authentication and security for users. It is a means of disseminating information to the entities of the Autonomous Region of Madeira.
Revenue systems are supported in the following solutions:
The implementation program for Electronic Invoicing in Public Administration was initiated following Directive 2014/55/ EU of the European Parliament and of the Council of 16 April 2014 on electronic invoicing in public procurement (issuing, transmitting, receiving and processing invoices in digital format according to formats and rules defined by the European Commission).
The Electronic Invoicing Portal for Public Administration - FE-AP - is the Gateway of the State because it allows to receive invoices and rectifying documents in electronic format, ensuring the control and monitoring of all stages of the process.
Public administration's suppliers (as co-contractors under Public Procurement Code) are obliged to issue electronic invoices, according to the rules defined in article 299-B of the Public Procurement Code, within the deadlines established in Decree-Law 123/2018, of 28/12, from:
• April 18, 2020, for large enterprises;• January 1, 2021, for micro, small and medium-sized enterprises and for public entities as co-contracting entities.
The implementation options in Portugal are in line with the strategies and decisions of the other member states, thus facilitating dialogue and cross-border trade within a framework of legal certainty.
eSPap, in 2015, on a policy basis, initiated the implementation of an electronic invoicing program in the Finance Shared Services. This pilot project with the suppliers was based on electronic invoices reception in a template based on the format and rules of the community directive (Technical Standard UBL2.1 eSPap). However, following the publication of the European Electronic Invoice Standard in 2017, and in accordance with European Commission guidelines, the above format has been adjusted to a new data model with the name CIUS-PT which will be based on UBL2 .1 and CEFACT.
This documentation (Technical Standard UBL2.1 eSPap) is already available in the horizontal tab Technical and Functional Standards and may be used to support suppliers accession, however, suppliers should consider future adaptation to the CIUS-PT Technical Standard (to be published soon, after the complementary legislation).
• April 18, 2019, State (direct administration and sovereign bodies) and public institutes;• April 18, 2020, other public contractors referred to in article 3 of the PPC: Autonomous Regions; local autarchies; independent administrative bodies; Bank of Portugal; public foundations; public associations; among others.
Direct Administration of the
State comprise all the organs, services and agents integrated in the collective person State, for example, Directorates-General organized by Ministries and Regional Directorates.
organs of sovereignty are the President of the Republic, the Assembly of the Republic, the Government and the Courts.
public institutes are part of the indirect State Administration.
• the portal of Electronic Invoicing in Public Administration - FE-AP - to be used by public entities in the reception and invoice verification, already in production;• the Business to AP - B2AP - to be used by suppliers of public administration, as co-contractors, in the monitoring of the electronic invoice delivery and its status evolution, in the pilot phase.
The technical architecture and process architecture of these two solutions were designed according to the principle of process interoperability between solutions, thus creating a unique view of the state of the electronic invoice. The principle of interoperability is also available with other public administration solutions.
Electronic Invoice in Public Administration (FE-AP) portal is the
Gateway of the State, since it allows to receive invoices and rectifying documents in electronic format, ensuring the control and monitoring of all stages of the process:• Receiving;• Validation;• Archive;• Verification;• Processing in accounting systems.
The solution is available to any public entity and allows direct integration with the GeRFiP solution or via web services with any other accounting or document management system. In addition to the exchange of electronic documents, the technological solution also dematerializes the dialogue with suppliers, transforming the verification process into a digital format.
The benefits achieved by joining the Electronic Invoice Solution in the Public Administration potentiate different types of savings for the PA and State agencies:
• Higher quality in the integration of the data contained into the electronic invoice, in the public entities' accounting systems;• Automated verification, inherent benefit of dematerialization and digital transformation;• Absence of individual investments by each body of the Public Administration;• Optimization of the management of the public treasury since the entities now have a new instrument that allows them to prepare a cash flow plan, based on invoices and rectification documents as well as payment deadlines;• Increased reliability of the treasury budget of the entities;• In the case of information that is dematerialized and properly structured, it can be made accessible by means of an integrated management of the central treasury (principle of the treasury unit, article 54 of the LEO).
phone: (+351) 214 723 390
519 public departments in GeRFiP
108 mM€ managed budgget in GeRFiP*
113.580 service requests/year*
55.971 requests/year for master data creation*
12.459 support requests/year*
16.927.299 registered documents/year*