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, a few other settings are of course required (#eInvoice).

The settings here are for creating and transmitting the eInvoice per customer. When saving, the system checks whether all the required settings have been made. (See eInvoice settings)

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

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

Validation takes place at the end of the eInvoice creation process. However, the eInvoice is created in any case. The validation result can be found in the invoice details in the Info & eInvoice tab. If the validation is incorrect, UserLog entries are written on the invoice, the invoice run, the job for transmitting the eInvoice and in the syslog.

Creation

• Format
  You select a format for the eInvoice here. The following formats are available:
  - XRechnung / EN16931 (CII)
  - ZUGFeRD / EN 16931 (COMFORT)
  An additional license in CodX PostOffice is required for each format used. This license can be used for an unlimited number of customers.
  A version must be selected for the format.
  The following versions are available for XRechnung:
  V1.2.2 (from January 2020 / from PO version 2020.04.00)
  V2.0.0 / V2.0.1 (from July 2021 / from PO version 2020.04.07)
  V2.1.1 (from February 2022 / from PO version 2022.04.00)
  V2.2.0 (from August 2022 / from PO version 2022.04.00)
  The following versions are available for ZUGFeRD:
  V2.1 (from April 2020 / from PO version 2020.04.00)
  V2.2 (from August 2022 / from PO version 2023.03.00)

• RouteID
  The routing ID is transferred to the eInvoice.
  You will receive the routing ID from your customer.
  This is mandatory in order to create an eInvoice.

• Identification
  You can define which number is to be used as identification in the eInvoice. Make sure that the selected number also has a value.
  You can choose from the following:
  - Customer supplier number (from the billing address)
  - Customer number (master data)
  - Customer Ext. number (master data)
  - Customer debtor number (invoice definitions)

• Attachments in XRechnung
  There are general settings in the settings of the FA invoice mandates, eInvoice tab. However, the settings for the customer have priority.
  Here you define which PDFs are included in the XML file for each customer.

• ZUGFeRD invoice PDF contains detailed invoice
  There is a general setting in the settings of the FA invoice mandates, eInvoice tab. However, the settings for the customer have priority.
  Here you define for each customer whether the invoice PDF should contain the detailed invoice.

• Submit cancellation invoice as credit note
  There are general settings in the settings of the FA invoice mandates, eInvoice tab. However, the settings for the customer have priority.
  Here you define for each customer how a cancellation invoice should be submitted.
  
  

Transmission

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

- e-mail

- Export

Transmission by e-mail

Make the following setting for the e-mail transmission type:

• Recipient e-mail
  Enter the e-mail address of the invoice recipient here. Multiple e-mail addresses can be entered separated by semicolons (;) or commas (,) or spaces ( ).

• Cc
  Here you enter the e-mail addresses which are listed as CC. Multiple e-mail addresses can be entered separated by semicolons (;) or commas (,) or spaces ( ).

• Bcc
  Here you enter the e-mail addresses that are listed as Bcc. Multiple e-mail addresses can be entered separated by semicolons (;) or commas (,) or spaces ( ).

• Subject
  Subject line of the e-mail. If no subject line is specified, the subject according to the FA invoice client is used. < Standard - Subject > is then 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 e-mail text. If no e-mail text is specified, the e-mail text according to the FA invoice client is used. < Standard text > is then 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.

• File name (without extension)
  The file name of the eInvoice to be attached is defined here. Variables are available for this purpose, which are then replaced by the corresponding value. (customer name, customer UPOC, customer number, invoice UPOC, invoice number, invoice date) If none is specified, the file name according to the FA invoice client is used. < Standard file name > is then displayed.

• E-mail test
  If you click on this button, a dialog appears where you can define a recipient e-mail address and values for the variables. Click on Send to send an e-mail with an attachment (PDF and XML). This allows you to ensure that the e-mail with attachment reaches your customer before you send real eInvoices.

Transmission Export to directory

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

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

The settings are also available per FA invoice client, but the definitions on the customer have priority. If no target directory or file name is specified, these are used in accordance with the customer's FA invoice client.

Make the following setting 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. < Standard - UNC path> is then displayed. The target directory can be supplemented 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. < Default file name> is then displayed. The file name of the eInvoice file can be supplemented with variables, which are replaced by the actual value. (customer name, customer UPOC, customer number, invoice UPOC, invoice number, invoice date) The extension (.xml or .pdf) is added depending on the format when the file is created. 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 is used in accordance with the FA invoice client. The script can be used to perform specific tasks for the 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 an order-related basis.

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

Setting

The following settings apply to the eInvoice: see: (See settings for customer eInvoice)

These CF settings can be specifically changed in the CF settings on each individual invoice. These settings on the invoice then have priority for the e-invoice creation of this invoice.