eInvoice settings

General

At least two licenses are required to create eInvoices, one general and one additional for the corresponding format. The license can be used for an unlimited number of customers. (#eInvoice)

CodX PostOffice Faktura eRechnung (general)

CodX PostOffice Faktura eRechnung XRechnung EN 16931

CodX PostOffice Faktura eRechnung ZUGFeRD / Facture-x

CodX PostOffice Faktura eRechnung OpenTrans

eInvoices ZUGFeRD

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

Settings

Some settings must be made so that eInvoices can be generated and transmitted correctly. All mandatory settings are listed below.

IMPORTANT: The eInvoice is generated automatically after an invoice has been completed.

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

If it does not work with the creation of the eInvoice, 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 customers concerned, 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 routing ID: 04011000-1234512345-06)

The identification determines which unique number of the customer is used. Make sure that this is also available.
The following options are available: (These values are copied to the invoice)
- Customer supplier number (from the billing address)
- Customer number (master data)
- Customer Ext. number (master data)
- Customer debtor number (invoice definitions)

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

e-mail

The following information is required for e-mail:
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

The following information is required for the export:
UNC path and file name

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

KV - Master data

If the customer address is used as the billing address, the customer address must be entered correctly. Otherwise, this applies to the billing address. The billing address is copied to the invoice and must also be corrected on the invoice if there are problems. IMPORTANT: Name, zip code, city and country are mandatory for XInvoices. (BT-53/50/52/55)

The customer number if selected for identification (in KV - eRechnung)

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

The supplier number if it has been selected for identification (in KV - eRechnung) and the customer address is the billing address.

ATTENTION: The above values are saved for each invoice. If no eInvoice can 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 box in the customer's settings for eInvoice for120: Include customer's contact person for eInvoices, you must have entered a contact person under Addresses. But only one! . IMPORTANT: The parameters name 3, telephone 3 and e-mail are transferred to the eInvoice. (BT-56,BT-57,BT-58)
This CF setting in the eInvoice definitions can be specifically changed in the CF setting on each individual invoice. These settings then apply to the eInvoice creation of this invoice.

Billing address: If the customer has their own billing address, this address must be entered correctly. IMPORTANT: Name, zip code, city and country are mandatory for XInvoices. (BT-53/50/52/55)

The supplier number if it has been selected for identification (in KV - eRechnung) and the customer has their own billing address.

Delivery address: If a delivery address has been entered, this is transferred to the eInvoice. The address must be entered correctly. The address values are transferred to the fields (BT-70/78/75/77/80).

KV - Customer advisor

Assign an employee to the customer as a customer advisor. Please note that the account manager type must match the settings made in the FA invoice clients (General).

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

IMPORTANT: The name, telephone number (business or mobile) and e-mail address of the relevant employee are required.

Addition for telephone no. For Xrechung from V2.2.0 at least 3 digits are required.

Setting FA invoice client

General

Information on the account manager is required for an eInvoice. You can define a customer advisor type and assign an employee with this customer advisor type to the customer in the customer administration. However, you can also assign an employee directly as a general account manager. (The customer advisor assigned with the corresponding type in the CT has priority)
IMPORTANT: The name, telephone number (business or mobile) and e-mail address of the relevant employee are required.

The biller address must be entered correctly. IMPORTANT: Name, zip code, city and country are mandatory for XInvoices. (BT-38/35/37/40)

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 e-mail address)

Subject (if none is defined in the 'e-Invoice' tab of the customer administration, this will be adopted).
Text (if none is defined in the 'e-Invoice' tab of the customer administration, this is adopted).

eInvoice export

The following information is required for the export:
UNC path and file name

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

Settings General Report configuration

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

The VAT number must be recorded. The VAT number usually consists of the country code followed by a sequence of digits. In some countries there are also letters in the number. In Germany, the VAT ID consists of the country code DE and 9 digits. (BT-31)

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

VAT rate model settings

UNTDID 5305 Code & UNTDID 5305 Code VAT-exempt must be defined for each VAT.

Valid values are described there in the Online Help.

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

Invoicing settings FAConfig (units)

A valid UNECE code must be recorded for each unit.

With the introduction of eInvoices, a centralized 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 transferred from. (Article, order item, invoice item).

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

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

Invoice run settings

The invoice run defines whether completed invoices for customers with eInvoices are sent directly.

Job 0002:0005 Invoice server: Job for transmitting eInvoices

The job must be activated and a schedule defined for eInvoices to be transmitted.

Standard eInvoice settings

Invoicing settings (Custfield 2014)

The following settings apply to the 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 Settings (Custfield 2745)

The following settings apply to the 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. These settings 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 identification 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 the customer's contact person for eInvoices (BT-56, BT-57, BT-58)

Other settings

The value Supplier No., Global ID and Global ID Type from the invoice address, if available, are transferred to the eInvoice as the seller's identifier. (BT-29 / BT29-0 / BT-29-1)

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