KV - eInvoice

In order for eInvoices to be created at all, the invoice type must be set to eInvoice in the invoice definitions.
In addition to this, there are of course a few other settings that need to be made.

The settings here are for the creation and transmission of the e-bill per customer. When saving, it is checked in each case whether all required settings have been made. (See eInvoice settings)

Depending on which format you choose, a corresponding file is created for the eInvoice.
With XInvoice, the recipient receives an XML.
With ZUGFeRD, the recipient receives a PDF in which the XML is included as an attachment.

Attachments (invoice PDF or invoice detail PDF) are included in the XML file as an attachment.

Creation

• Format
  You select a format for the eInvoice here. The following formats are available:
  - XInvoice / EN16931 (CII)
  - ZUGFeRD / EN 16931 (COMFORT)
  For each format used, an additional license in CodX PostOffice is required. This license can be used for an unlimited number of customers.
  A version must be selected for the format.
  For XInvoice, the following versions are available:
  V1.2.2 (From January 2020 / From PO version 2020.04.00)
  V2.0.0 (from January 2021 / from PO version 2020.04.07)
  The following versions are available for ZUGFeRD:
  V2.1 (From April 2020 / From PO version 2020.04.00)

• Routing ID
  The routing ID is transferred to the e-bill.
  You receive the routing ID from your customer.
  This is absolutely necessary in order to create an e-bill.

• Identification
  You can define which number should be used as identification in the eInvoice. Make sure that the selected number also has a value.
  You can choose between
  - Customer Vendor Number (Master Data)
  - Customer Number (Master Data)
  - Customer Ext. number (Master data)
  - Customer Customer Number (Invoice Definitions)

• Attachments in eInvoices
  There are general settings in the FA Invoice Mandate settings, eInvoice tab. However, the settings on the customer have priority.
  Here you define per customer which PDF will be included in the XML file.

• Submit cancellation invoice as credit note
  There are general settings in the FA Invoice Mandate settings, eInvoice tab. However, the settings on the customer have priority.
  Here you define per customer how a cancellation invoice should be submitted.
  
  

Transmission

You select a transfer type. The following transmission types are available:

- email

- exportation

Transmission by e-mail

For the transmission type e-mail, make the following setting:

• Recipient e-mail
  Here you enter the e-mail address of the invoice recipient. Several e-mail addresses can be entered separated by semicolons (;).

• Cc
  Here you enter the e-mail addresses which are listed as CC. Multiple e-mail addresses can be separated with semicolons (;).

• Bcc
  Here you enter the e-mail addresses that are listed as Bcc. Multiple e-mail addresses can be separated with semicolons (;).

• Subject
  Subject line of the e-mail. If no subject line is specified, the subject according to the FA invoice client is used. Then < default - subject > is displayed.
  The subject line can contain variables. (See E-mail Variables)
  You enter the subject in the eInvoice E-Mail Template dialog, where you can select variables. To do this, click the button to the right of the subject field.
  

• Text
  HTML fragment of the eMail text. If no eMail text is specified, the eMail text according to the FA Invoice Client will be used. < Default - Text > will then be displayed.
  The e-mail text can contain variables (see e-mail variables).
  You enter the text in the eInvoice E-Mail Template dialog, where you can select variables. To do this, click the button to the right of the text field.

• E-mail test
  If you click this button, a dialog appears where you can define a recipient e-mail address and values for the variables. With Send an e-mail with attachment (PDF and XML) will be sent. This way you can make sure that the email with attachment reaches your customer before you send real eInvoices.

Transmission Export to directory

The e-bill is automatically stored in a defined directory. These files can then be further processed by a third-party system.

Important: The export is executed by the service on the application server. This must be taken into account when specifying the UNC path.

The settings also exist per FA invoice client, but the definitions on the customer have priority. If no target directory or file name is specified, these are used according to the FA invoice client of the customer.

Make the following settings for the export transfer type:

• UNC Path (See UNC Path)
  If no UNC path is specified, the UNC path according to the FA invoice client is used. Then < Default - UNC Path> is displayed. The target directory can be completed with variables. (customer name, number and ext. number). Subdirectories are created if they do not exist.

• File name (without extension)
  If no file name is specified, the file name according to the FA invoice client is used. The file name of the eInvoice file can be supplemented with variables which are replaced by the actual value. (Invoice number and invoice date) The extension (.xml or .pdf) is added depending on the format. If a file with the specified file name already exists in the corresponding target directory, it will be overwritten.

• Script (optional) Script (optional)
  If no script is specified, the script will be used according to the FA Invoice Client. The script can be used to perform specific tasks for further processing of the target file (e.g. filing in DMS, transfer to workflow system, etc.). These scripts are specific and are usually developed by CodX on a job-by-job basis.

An invoice advice is an e-mail that can also be sent to a specific distribution list. To do this, make the following settings.