EDI

Import of e-invoices

Via the desktop button EDI purchasing On the home desktop, sales-relevant supplier documents in XRechnungs format and ZUGFeRD format can be digitally imported into the program and converted into documents there.

This is how X-ERP works in the process

• Start with that Newbutton to start a new process.
• Select an e-invoice file and import the file.

Overview tab - supplier information

• If the supplier cannot be clearly identified from the imported XML file, a manual assignment is made. With XRechnung, the clear assignment is made via the route ID. The supplier transmits a route ID in the XML file. This route ID must be in the supplier master data in X-ERP (see Suppliers > Billing address > E-bill route ID) be recorded for comparison.
• To make the mapping easier, the seller information from the XML file is displayed.

Overview tab - file information

• File info: Name of the file
• Syntax info: The syntax of the XML file
• Code info:The code provides information about which document it is, for example: 380 (Commercial invoice) Corresponds to the supplier invoice in X-ERP. 381 (Credit note) Corresponds to the supplier credit in X-ERP.
• Doc date: The invoice date transmitted by the supplier in the e-invoice. When the document is posted, this date is used as the document date. The data is for informational purposes only and cannot be edited.
• Doc Category: By default, the field is preset with “Purchase”.
• E-doc type: The shipping format with which the supplier issued the e-invoice is displayed (e.g. XRechnung or ZUGFeRD).
• Doc type: An automatic assignment to the X-ERP doc type is made based on the type code transmitted in the XML file. This doc type is created when the new document is created.
• posting period: By default, the current period is specified as the posting period. (see Finance > Settings > Posting periods) If the sales are to be shown when posting in a different posting period, the period can be adjusted using the selection list.
• Your receipt: The number is adopted into the document created in X-ERP (see Purchasing > Purchasing Docs > Purchasing tab > Your receipt).
• Your receipt from: The invoice date transmitted by the supplier in the e-invoice. The date is adopted into the document created in X-ERP (s. Purchasing > Purchasing Docs > Purchasing Register > Your receipt from). When the document is posted, this date is used as the document date.
• Internal note: The internal comment is adopted into the document created in X-ERP (see Purchasing > Purchasing Docs > Purchasing tab > Internal comments).
• Subject: Free text field. A maximum of 100 characters are available. The subject is included in the document created in X-ERP (see Purchasing > Purchasing Docs > Purchasing tab > Subject).
• Payment conditions info: The payment information that the supplier submitted in the e-invoice is displayed.
• Payment conditions: The payment conditions that are stored in the supplier master data are listed (see Suppliers > Supplier details > Payment conditions). You can use the selection list to select a different payment condition or create a new one. The payment condition entered here will be adopted into the new document.
• Project: If necessary, assign a project to the document.

Positions tab

• The item positions transmitted in the XML file are broken down in the Positions tab.
• Pos: Position number
• item: The matchcode of the item. If the item is identified using the supplier's catalog number, the program automatically inserts it. If no item with this catalog number has yet been recorded for this supplier, the item must be assigned manually or created again. This field is only filled after the matchcode has been assigned.
• Catalog number: The catalog number is the name of the item that the supplier sends with the XML file. This catalog number is assigned to an existing item in X-ERP. Only through this assignment can the item be automatically recognized in future invoices from the supplier. The catalog number can be entered manually in the item master data (see item > catalog numbers) or in the supplier (see Suppliers > Catalog numbers).
• Confirm the assignments with the button Assign and save catalog numbers.
• Name: Name of the item in the file
• XML unit of measure: The field contains the unit of measure of the item transmitted by the supplier in the XML file. Compare the unit of measure with the unit of measure of the target item. It is possible that the units of measure differ from each other. The unit of measure from the item master data in X-ERP is always adopted into the document to be created.
• ME: The unit of measure stored in the item master data.
• Quantity: Quantity of the item. The quantity is part of the XML file and cannot be changed.
• Price: The item's unit purchase price submitted with the XML file. The price is part of the XML file and cannot be changed.
• Discount %: The discount granted by the supplier in percent. The discount is part of the XML file and cannot be changed.
• Tax %: The item's tax rate. The tax rate is part of the XML file and cannot be changed.
• Total: The net total price of the document, which is calculated from the quantity, the purchase price and the discount. The total price is part of the XML file and cannot be changed.
• Pos type: Indicates the type of position. A distinction is made between the position types text and item.

Totals tab

• The Totals tab contains the document totals transmitted and itemized in the XML file.
• X-ERP checks the logic of the listed amounts based on the amounts and percentages mentioned in the XML file. Only if the numerical structure can be mapped in X-ERP can a document be created from the file.

Register file

• The register visualizes the original file.

Register buyer

• The buyer data read from the XML file is made available for control and information purposes.

XML Code tab

• The code of the XML file.

Overview tab - Create and link a new document

• By pressing the button, the transfer to a supplier document is started.
• If there are previous documents with the items they contain, they will be displayed and can be assigned. This makes it possible to insert the generated e-invoice into an existing document chain.
• The original file is archived in the generated supplier document.
• The document is only posted in the generated document.

Further information / source

Related topics

1. For country specialists – National requirements and special features › XRechnung
2. For country specialists – National requirements and special features › DATEV interface

Frequently asked questions