Configuring and Creating E-Invoices

Overview

This document explains the configuration options for e-invoices and shows the process for creating e-invoices. It assumes you already know how to create invoices.

Configuration

Billing Agreement

If you don't have one yet, you need to create at least one billing agreement for e-invoicing in the Billing Agreements view. The following settings are required:

• E-invoice active must be enabled.
• Save e-invoice in DMS must be enabled. Only then can invoices be sent directly.
• Firm tax ID should be set to VAT ID.
• Write flat-rate invoices with case activities to file should not be enabled.
• Version should always be set to the latest version.
• Export path should be filled in with a valid path. This setting is needed for backward compatibility and is only used if saving in DMS is not active.
• In the Service catalog, all service types must be available for use via e-invoice.
  • To add all service types, click the Service Catalog button.
  • In the Service Catalog dialog, click the + button to open the selection of service types, then select and add all necessary entries.

General Settings

In the Documents tab, for the ZUGFeRD view component option, select Create from invoice document to use your customized invoice document as the visible part when creating invoices.

In the Display invoice items for e-invoice section, you should define which fields from a service record are shown, so that multiple fields from the service record can be included in the invoice item description.

Example

The item text should display the file number for batch invoices, the staff member's name, and the activity description. To do this, select file number, staff name, and description, separated by spaces. The following result will be shown:

<filenumber> <staff.name> <invoiceline.description>

The staff member's name is displayed using the “Display staff name in placeholders” option.

In the General tab, the Firm VAT ID must be entered.

In the Email Templates view, you should set up a template for sending invoices. The content can be changed before sending, depending on your configuration and workflow.

Email Sending

To send via email, the ComCenter must be configured in the cloud.

For email sending, central sender addresses are assumed for each location or for the entire firm. This also allows you to centrally monitor outgoing mail. To do this, enter the email address for each location in the Locations view.

Exporting Bookings to the Tax Advisor

In the Export Formats view, at least one configuration with the Export format DATEV is required. The Include documents in export option should be active.

Getting Started with Billing

Contact Settings

If contacts are to receive e-invoices as invoice recipients, you need to select the Billing Agreement for e-invoicing in the billing configuration. This enables validation and availability for selection in the case and invoice. In the Email Template (Invoice) field, select a template. If no VAT ID is used, Tax number and Customer/supplier number must be filled in. For email sending, the invoice recipient must have a valid email address.

Case Settings

In the Billing Configuration, the Recipient Billing Configuration field refers to the contact's billing configuration to use that data. For authorities, the routing ID can be entered and validated here. Additionally, the optional reference numbers of the invoice recipient for this transaction are stored here. The routing ID can also be defined here, as well as whether the output should be as XRechnung or ZUGFeRD.

Create Invoice

Invoices are created in the Invoice Drafts view or in the Invoice Runs view. All data and settings for e-invoicing are applied. E-invoice active is set, and the output format is preset to XRechnung or ZUGFeRD. During the invoice creation process, Word documents with draft numbers are available.

When you Finalize the invoice, a validation is performed for the values set in the invoice. A readable invoice document is created and saved. For e-invoices, an e-invoice document is also created and saved in the defined format.

The same functions apply for credit notes and cancellations.

Send Invoice

In the Invoice Sending view, invoices are ready to be sent or can be added by clicking the New button. In the Communication Partners tab, the sender and recipient of the email are displayed and can be edited. In the Documents tab, the email attachments are shown and can be changed. For e-invoices, a validated e-invoice must be attached. In the Invoice Documents tab, you can add documents that will be embedded in the e-invoice when it is created. These documents will then be part of the invoice.

After making any necessary changes to the e-invoice and validating them, click the Release button to approve it.

To send, click the Send Email button. All selected emails will be displayed, and the assigned channel for outgoing mail will be shown. If no channel is defined for the sender, you can change the channel. By clicking the Send Directly button, the e-invoice will be sent immediately. The result will be shown in the sender's outbox.

Storing Invoice Documents with the Tax Advisor

The bookings and documents should be made available to the tax advisor for storage. In the Export Runs view, all booking periods with bookings to be exported are displayed. Select the row to be exported and click the Create runs for bookings button. The booking data, customer master data, and documents as a zip archive will be output to the configured directory and can then be imported into DATEV.

HowTo

• If you have separate VAT units, e.g., branches with different VAT IDs or tax numbers, these can be entered in the Locations view. These override the Firm settings.