e-invoice settings

General

To create e-invoices, you need at least two licenses: one general license and one additional license for the relevant format. The license can be used for an unlimited number of customers. (#e-invoice)

CodX PostOffice Invoice eInvoice (general)

CodX PostOffice Invoice eInvoice XRechnung EN 16931

CodX PostOffice Invoice eInvoice ZUGFeRD / Facture-x

CodX PostOffice Invoice eInvoice OpenTrans

eInvoices ZUGFeRD

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

Settings

In order for e-invoices to be generated and transmitted correctly, a few settings must be configured. All mandatory settings are listed below.

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

You can check whether an e-invoice has been created by opening the invoice and viewing the contents of the e-invoice tab or by checking the values for e-invoices in the Info tab.

If the e-invoice cannot be created, take a look at the user log entries under the Invoicing e-invoice tab.

Different settings due to the selected e-invoice format

KV - Invoice definitions

For the customers affected, the Invoice type to automatically create and send e-invoices.

A customer number if it has been selected for identification purposes (in KV - e-invoice).

KV - e-invoice

Create format and the version for the e-invoice.

A routing ID . You will receive this from your customer. (Possible routing ID: 04011000-1234512345-06)

The identification determines which unique customer number 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 external number (master data)
- Customer debtor number (invoice definitions)

A transmission type .
Enter the necessary parameters for the selected transmission type:

Email

The following information is required for email:
Recipient email (multiple possible)
Subject (This can also be defined in the settings of the corresponding FA invoice client.)
Text (This can also be defined in the settings of the corresponding FA invoice client.)

Export

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

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

KV - Master data

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

The customer number if it has been selected for identification purposes (in KV - e-invoice)

The Ext. customer number if selected for identification purposes (in KV - e-invoice)

The Supplier number if it has been selected for identification purposes (in KV - e-invoice) and the customer address is the billing address.

ATTENTION: The above values are saved for each invoice. If an e-invoice 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 box in the customer's settings for e-invoices for120: Customer contact person for e-invoices, you must have entered a contact person under Addresses. But only one! IMPORTANT: The parameters Name 3, Phone 3, and Email are transferred to the e-invoice. (BT-56, BT-57, BT-58)
This CF setting in the e-invoice definitions can be changed specifically for each individual invoice in the CF settings. These settings then apply to the e-invoice creation for 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 XRechnungen. (BT-53/50/52/55)

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

Delivery address: If a delivery address is entered, it will be transferred to the e-invoice. 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 customer advisor type must match the settings made in the FA billing client (General).

If there is a general customer advisor, they are assigned to the FA billing client. This means that no one needs to be assigned here.

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

Addition for phone number For Xrechung from V3.0.2, at least 3 digits are required.

FA invoice client setting

General

For an e-invoice, you need information about the customer advisor. You can define a customer advisor type and assign an employee with this customer advisor type to the customer in customer management. However, you can also assign an employee directly as a general customer advisor. (The customer advisor who has been assigned the corresponding type in customer management takes precedence).
IMPORTANT: The name, telephone number (business or mobile), and email address of the relevant employee are required.

The billing address address must be entered correctly. IMPORTANT: The name, postal code, city, and country are mandatory for XRechnungen. (BT-38/35/37/40)

e-invoice

Correct currency code for e-invoices (ISO 4217 Alpha-3). E.g. CHF or EUR (BT-5)

e-invoice email

Email server settings: Enter the values 200...271

Sender email (only one email address)

Subject (if none is defined in the 'e-invoice' tab in customer management, this one will be used).
Text (if none is defined in the 'e-invoice' tab in customer management, this one will be used).

e-invoice export

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

(if no UNC path or file name is defined in the 'e-invoice' tab in customer management, these will be used).

General settings Report configuration

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

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

 For customers who are exempt from VAT, the following settings must be available:
Commercial register 2 (BT-30)
VAT number (BT-32)

VAT tariff model settings

For each VAT, UNTDID 5305 Code & UNTDID 5305 Code VAT-Exempt must be defined.

Valid values are described in the online help.

ForUNTDID 5305 Code E, a reason for VAT exemption must also be entered.

IMPORTANT: There can only be one entry per VAT rate. If there are several, this can lead to e-invoice validation problems! The reason for this is that there can only be one VAT per VAT rate in the e-invoice. If values are rounded, this can lead to differences.

FAConfig billing settings (units)

A valid UNECE code must be entered for each unit.

With the introduction of e-invoices, central management of units was also introduced. All existing units were transferred. These can now be edited under Settings / Management / Invoicing / FA Config. The Comment column shows where the unit was transferred from (item, order item, invoice item).

It is important that a UNECE code is entered for at least all article units.

Units that are no longer used can also be deleted (or transferred).

Invoice run settings

During the billing run, you can define whether completed invoices for customers with e-invoices are delivered directly.

Job 0002:0005 Invoice server: Job for transmitting e-invoices

For e-invoices to be transmitted, the job must be activated and a schedule defined.

Default settings for e-invoices

Invoicing settings (Custfield 2014)

The following settings apply to e-invoices: see: (See settings for FA - invoice grouping definition under Special features for e-invoices)

70: Number of decimal places for e-invoices (default 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,

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Optional settings

Customer e-invoice settings (Custfield 2744) & Invoice e-invoice setting (Custfield 2745)

The following settings apply to e-bills: see: (See settings for customer e-bills)

The CF setting in the e-invoice definitions can be changed specifically in the CF settings on each individual invoice. These settings then apply to the e-invoice creation for this invoice.

100: Project number (BT-11)

101: Contract number (BT12)

102: Order number (BT-13)

103: Sales order number (BT-14)

104: Document ID (BT-17)

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

106: Document ID schema (BT-17-1)

107: Document identifier (BT-18)

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

109: Document ID schema (BT-18-1)

120: Consider customer contact person for e-invoices (BT-56, BT-57, BT-58)

Other settings

The supplier number, global ID, and global ID type from the billing address are transferred to the e-invoice as the seller's identifier, if available. (BT-29 / BT29-0 / BT-29-1)

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