eInvoice settings

General

To create eInvoices you need at least two licenses, one General and one Additional for the corresponding format. The license can be used for an unlimited number of customers. (#eInvoice)

CodX PostOffice Invoice eInvoice (general)

CodX PostOffice Invoice eInvoice XInvoice EN 16931

CodX PostOffice Invoice eInvoice ZUGFeRD / Facture-x

CodX PostOffice Invoice eInvoice OpenTrans

eInvoices ZUGFeRD

IMPORTANT: For these eInvoices, the customer's invoice layout must be ported to DevEx.

Settings

In order for eREchnung korrket to be generated and transmitted, some settings must be made. All mandatory settings are listed below.

IMPORTANT: The eInvoice is generated automatically after an invoice is closed.

You can check whether an eInvoice has been created by opening the invoice and viewing the contents of the eInvoice tab or by looking up the values for eInvoice in the Info tab.

If the creation of the eInvoice does not work, take a look at the user log entries under the Invoicing tab eInvoice.

Different settings due to the selected eInvoice format

KV - Invoice definitions

For the affected customers, set the invoice type to Create eInvoice automatically and Send.

Enter a customer number if it has been selected for identification (in KV - eInvoice).

KV - eInvoice

Select a format and version for the eInvoice.

Enter a routing ID . You will receive this from your customer. (possible route ID: 04011000-1234512345-06)

The identification determines which unique number of the customer is used. Make sure that it is present.
The following are available for selection: (These values will be copied to the invoice)
- Customer supplier number (master data)
- Customer number (master data)
- Customer Ext. number (master data)
- Customers Customer number (Invoice definitions)

Select a transmission type.
Enter the necessary parameters for the selected transmission type:

E-mail

For EMail the following information is needed:
Recipient e-mail (several possible)
Subject (This can also be defined under the settings of the corresponding FA invoice client.)
Text (This can also be defined under the settings of the corresponding FA invoice client).

Export

For the export the following information is needed:
UNC path and file name

(These can also be defined under the settings of the corresponding FA invoice client).

KV - Master data

The customer address must be entered correctly. IMPORTANT: Name, postal code, city and country are mandatory for XInvoices.

The customer number if it was selected for identification (in KV - eInvoice).

The Ext. customer number if selected for identification (in KV - eInvoice).

The supplier number if it was selected for identification (in KV - eInvoice).

ATTENTION: The above values are saved to each invoice. If an eInvoice cannot be created, the values on the invoice must be corrected.

The order number can be defined for the customer in the settings: Custfield 200: Order number

KV - Addresses

If you have checked the checkbox in the customer's settings for eInvoicefor 120: Consider customer's contact person for eInvoices, you must have entered a contact person under addresses. But only one! . IMPORTANT: In the eInvoice the parameters Name 3, Phone 3 and E-Mail are taken over. (BT-56,BT-57,BT-58)
This CF setting in the eInvoice definitions can be changed specifically in the CF- setting on each individual invoice. This setting will then apply to the eInvoice creation of this invoice.

KV - Account Manager

Assign an employee to the customer as an account manager. Note that the account manager type must match the settings made in FA Invoice Clients (General).

If there is a general account manager, this will be assigned to the FA invoice client. Thus, none needs to be assigned here.

IMPORTANT: Required is the name, phone number (business or mobile) and email of the corresponding employee.

Addition for phone no. For Xrechung from V2.2.0 it needs at least 3 digits.

Setting FA Invoice Client

General

An eInvoice requires information about the account manager. You can define an account manager type and assign an employee with this account manager type to the customer in the customer administration. You can also directly assign an employee as a general account manager. (The account manager assigned with the corresponding type in the CT has priority).
IMPORTANT: The name, phone number (business or mobile) and e-mail of the corresponding employee are required.

The invoicing party address must be entered correctly. IMPORTANT: Name, postal code, city and country are mandatory for XInvoices.

eInvoice

Correct currency code for eInvoices (ISO 4217 alpha-3). e.g. CHF or EUR (BT-5)

eInvoice eMail

E-mail server settings: Enter the values 200...271

Sender e-mail (Only one mail address)

Subject (if none is defined in the 'e-Invoice' tab of the customer management, it will be taken over).
Text (if none is defined in the 'e-Invoice' tab of the customer management, it will be taken over).

eInvoice export

For the export the following information is needed:
UNC path and file name

(if no UNC path or file name is defined in the customer administration tab 'e-Invoice', these are taken over).

Settings General Report Configuration

At least one IBAN of a bank account must be entered.

The VAT no. must be recorded. The VAT number usually consists of the country code followed by a sequence of digits. In some countries there are additional letters in the number. In Germany the UST ID consists of the country code DE and 9 digits. (BT-31)

For a VAT-exempt customer, the following settings must be available:
Commercial register 2 (BT-30)
VAT number (BT-32)

Settings tariff model VAT

For each VAT, UNTDID 5305 code & UNTDID 5305 code VAT exempt must be defined.

Valid values are described there in the Online Help.

For UNTDID 5305 code E, a reason for VAT exemption must still be recorded.

Settings Invoicing FAConfig (Units)

A valid UNECE code must be recorded for each unit.

With the introduction of eInvoices, a central management of units was also introduced. All existing units were taken over. These can now be edited under Settings / Administration / Invoicing / FA Config. The Remark column shows where the unit was taken from. (Article, order item, invoice item).

It is important that a UNECE code is recorded at least for all units of articles.

Units that are no longer used can also be deleted. (Respectively be rebooked).

Settings invoice run

Invoice run defines whether completed invoices for customers with eInvoices, will be delivered directly.

Job 0002:0005 Invoice server: Job to submit the eInvoices

In order for eInvoices to be sent, the job must be activated and a schedule must be defined.

Default settings eInvoice

Billing Settings (Custfield 2014)

The following settings apply to eInvoice: see: (See Settings for FA - Invoice Grouping Definition under Special Features for eInvoice).

70: Number of decimal places for eInvoices (standard 2)

The following fields are affected: BT-106, BT-109, BT-110, BT-112, BT-115, BT-116, BT-117, BT-119, BT-131, BT-152,

Optional settings

Customer eInvoice Settings (Custfield 2744) & Invoice eInvoice Setting (Custfield 2745)

The following settings apply to eInvoice: see: (See Settings for Customer eInvoice)

The CF setting in the eInvoice definitions can be specifically changed in the CF setting on each individual invoice. This setting will then apply to the eInvoice creation of this invoice.

100: Project number (BT-11)

101: Contract number (BT12)

102: Order number (BT-13)

103: Sales order number (BT-14)

104: Document identifier (BT-17)

105: Document identifier type (BT-17-0)

106: Document identifier scheme(BT-17-1)

107: Document identifier (BT-18)

108: Document identifier type (BT-18-0)

109: Document identifier scheme(BT-18-1)

120: Consider customer's contact for eInvoices (BT-56, BT-57,BT-58).

Other settings

The value Vendor No., Global ID and Global ID Type from the invoice address are taken over as identifier of the vendor in the eInvoice, if available. (BT-29 / BT29-0 / BT-29-1)

The delivery address will be transferred to the eInvoice. (BT-70 / BT-78/ BT-75 / BT-77 / BT-80)