Configure e-invoicing (purchase invoice)

This topic describes the configuration for receiving, reading and processing e-invoices. This allows you to automatically receive, read and process electronic purchase invoices in Profit Financial. Profit also reads the corresponding PDF invoices and links them to the e-invoice as an attachment. If set up, you can use the Purchase invoice workflow to process the purchase invoices further.

This saves you time and the chance of error is reduced because you do not have to copy this invoice data manually.

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Description

You can read the purchase invoice (PDF and e-invoice) in the following ways:

  • Manually
  • Using the Command Line Utility

    The Command Line Utility can perform certain tasks automatically. The commands (tasks) that you want to execute are in a file that is executed by the Command Line Utility.

  • Using the Communication Service (from an e-mail box or from a folder).

The Communication Service is the default AFAS software for the exchange of electronic messages with various agencies. You can also use this service to read e-mail messages with e-invoices from a POP e-mail box or from a physical folder on the hard drive. In the configuration, you authorise access to E-invoice. If you want to process e-invoices via e-mail or from a folder via the communication server, you also need to configure the communication profile.

PDF invoice without UBL

You can also import 'individual' PDF files from a mailbox or a folder via the e-invoices process. In this way you can also import PDF files of purchase invoices from a folder or from e-mail attachments as e-invoices without XML and/or UBL files.

Profit, however, cannot derive the creditor data from the PDF. The PDF is imported and linked as an attachment. However, you need to enter the creditor and invoice details yourself when entering the purchase invoice. Profit does not complete this data as is the case for an e-invoice (UBL or XML). On the first entry line, the PDF has been entered automatically as attachment in that case.

When entering, the workflow for the invoice starts automatically if you use the workflow. For this, you use the same configuration as for e-invoices. However, the creditor will be listed in the e-invoice view as an unknown creditor. Contrary to UBL, Profit cannot recognise data from the PDF in that case. You have to enter this yourself when entering the purchase invoice for the e-invoice.

E-invoice in the Dutch standard format UBL 2.1

The e-invoice in Profit is an electronic invoice in the Dutch standard XML format, UBL 2.1. UBL also is the standard used by the Dutch government. Other 'standards' are also in use. However, Profit only supports UBL.

The Dutch UBL standard is geared towards a typical financial invoice. The starting point is automatic processing of the invoice as a purchase invoice. All in all, this UBL invoice contains the following basic data: invoice data, creditor, debtor, purchaser, supplier, payment conditions (payment method and payment conditions), totals (gross amount, invoice total), invoice line totals (number of units, line amount excl., discount percentage, price per unit, VAT amount, goods amount, VAT percentage, calculated price (price factor x line amount / number of units).

Typical order management data which does not affect the financial administration is not included in the UBL. For example, lot and serial numbers are not included. This data can be viewed via the goods receipt. The lines, including price and article, are in fact included on the invoice. Credit restriction is not in the UBL. You can use credit restriction and still provide the invoice as a UBL invoice. The credit restriction is processed in the invoice total, but cannot be calculated via the lines. The recipient must manually copy the credit restriction from the provided PDF invoice. Fields from the custom configuration cannot be included in the Dutch UBL.

For more information on e-invoices, please refer to the Tax Authority's website: www.belastingdienst.nl/efactuur

Procedure

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