Electronic invoices

According to EU Directive 2014/55/EU, it is an invoice "issued, transmitted and received in a structured electronic format that enables it to be processed automatically and electronically". All data required by the European standard EN 16931 must be included in the file.

An electronic invoice has data in a structured (hierarchically organized) format and is therefore easily machine-readable. XML is used as the markup language for this,
e-invoice files therefore often have the file extension .xml.

Scopevisio offers the XRechnung format and the ZUGFeRD format as permitted formats for sending electronic invoices (in Germany).

You can find more information in the article The e-invoice in Scopevisio.

The XRechnung

Since 27 November 2020, outgoing invoices to authorities and the entire public administration must be issued in the purely electronically readable and standardized XRechnung format. In future, XRechnung will be permitted as a digital format for the exchange of invoices in the b2b environment.

Customer settings

To use the XRechnung format, first create the customer role for your customer. The "CpD" indicator must not be set in the customer role.

First make the basic settings in the customer's contact. Once you have entered the data correctly, there is hardly any difference between a normal invoice and an XRechnung.

• The customer contact's name and full address must be stored in the "General" tab. Check the format in which the country is specified - no abbreviations are allowed here, the name must be written out in full.

• In the "Customer" tab, enter the routing ID in the corresponding field in the "Customer" business object. Each public client has a routing ID which is used to address them uniquely. Your customer can provide you with this number. If there is more than one, note it as a comment, for example, and enter the corresponding routing ID manually in the invoice to be created.

• In the "Customer payment terms" business object, select "Bank transfer" as the payment type.

• Very important: Set the invoice format to "XRechnung (XML)" so that you can save or email the invoice directly from the system.

As soon as you have saved your entries, invoices created for this customer are automatically issued in XRechnung format.

Create an XRechnung

Create a new invoice under Projects > Invoices by clicking on Add .

A telephone number and e-mail address must be stored for your own company.

1. Enter the invoice recipient.

2. The price must be net. You can preset this in the billing settings .

3. Fill in the routing ID (XRechnung) field if this has not been pre-assigned from the customer master data.

4. In the Payment tab, "Bank transfer" must be selected as the payment method if this has not been preset from the customer master data.

5. You enter your items (products) as usual without any special features.

6. If you store additional documents, these can be embedded in the XRechnung if you activate this in the Export XRechnung column.

7. Here you can enter further information, such as the service recipient.

8. If you have entered "XRechnung" in the invoice format field in the customer master in the GO Customer payment terms, you can generate and save the XML file via Print.
   If "XRechnung" is not entered as the default, you can select the line in the invoice overview and select "Export as XRechnung (UBL)" below the table.

9. You can send your XRechnung directly from Scopevisio as an e-mail. By clicking on the button of the same name, the xml file is generated, attached to the email and also saved in the customer's contact file.

You can now treat an XRechnung generated in this way like any other invoice, post it or create a correction invoice for it.