The standard formats XRechnung and ZUGFeRD were created for the exchange of electronic invoices in Germany. The invoice formats are based on European Union (EU) directives and are used for secure and standardized data exchange. The XML format is used for machine readability. In ZUGFeRD invoices, invoice data is also displayed in a human-readable PDF document.
The edoc document reader service checks which invoice format is available.
With pure XML formats such as XRechnung, the XML file is read and the corresponding invoice data is extracted.
An invoice as a PDF file is automatically checked to see whether an XRechnung XML file is embedded in the PDF file. If a corresponding XML file is contained in the PDF file, the XML file is used for the rest of the process. The file is validated using a schema to check the format of the XML file.
For more information about the supported formats and versions, see: Supported e-invoice formats in edoc document reader
The invoice data is read from the e-invoice XML file and made available for further processing.
You can open the XML file as an additional document to the invoice in edoc invoice and edoc documents.
Once the document properties have been extracted, edoc master data matching service compares certain recognized values with existing master data. Based on the master data, properties can be added and updated, such as the company ID and the company name. Further information on how master data matching works can be found at: Master data matching mechanisms (edoc master data matching service)
Distinction between invoice and credit memo
Invoices and credit notes are automatically differentiated when processing e-invoices.
The corresponding BT codes in field BT-3 of an e-invoice are used to differentiate between invoices and credit memos. BT fields (BT=Business Terms) are standardized fields of an e-invoice. The BT codes in the BT-3 field indicate the invoice type. By default, a document is processed as an invoice. If the document meets the specifications for a credit memo, i.e. the corresponding BT codes are filled in, the document is processed as a credit memo.
There are two types of credit notes:
-
Negative invoice: This is an invoice with a negative total amount.
-
Credit note: A credit note has a positive total amount.
A negative invoice can contain one of the following BT codes:
-
380 (commercial invoice)
-
384 (corrected invoice)
-
389 (credit note)
-
386 (prepayment invoice)
-
751 (invoice information for accounting purposes)
A credit note is identified by the following BT codes:
-
381 (credit note)
-
261 (self billed credit note)
Extraction of data from e-invoices
When reading out the XML data, data blocks and the data they contain are searched for specifically during processing.
The table contains the information that can be read from the XML file in e-invoices. The table also shows the corresponding BT fields.
|
Name |
Description |
BT field number |
|---|---|---|
|
Mandant-Name |
Specifies the full name of the company. |
BT-44 |
|
Mandant | Adresse | Stadt |
Specifies the city in the company's address. |
BT-52 |
|
Mandant | Adresse | Straße |
Specifies the street and house number in the company's address or the PO Box. |
BT-50, possibly BT-51, BT-163 |
|
Mandant | Adresse | Land/Region |
Specifies the country in the company's address. |
BT-55 |
|
Mandant | Adresse | Postleitzahl |
Specifies the zip code in the company's address. |
BT-53 |
|
Lieferanten-ID |
Specifies the unique ID of the vendor. |
BT-29 |
|
Lieferanten-Name |
Specifies the full name of the vendor. |
BT-27 |
|
Lieferanten | Bank | Iban |
Specifies an IBAN of an account of the vendor. |
BT-84 |
|
Lieferanten | Bank | IBANs |
Specifies the IBANs of the vendor's accounts. |
BT-84 |
|
Lieferanten | Bank | Bic |
Specifies a BIC (Bank Identifier Code) of an account of the vendor. |
BT-86 |
|
Lieferanten | Bank | BICs |
Specifies the BICs of the vendor's accounts. |
BT-86 |
|
Lieferanten | Adresse | Street |
Specifies the street and house number in the vendor's address. |
BT-35, possibly BT-36, BT-162 |
|
Lieferanten | Adresse | Postcode |
Specifies the zip code in the vendor's address. |
BT-38 |
|
Lieferanten | Adresse | City |
Specifies the city in the vendor's address. |
BT-37 |
|
Lieferanten | Adresse | Country |
Specifies the country in the vendor's address. |
BT-40 |
|
Currency ID |
Specifies the ID of the currency. |
BT-5 |
|
Währungs-Text |
Specifies the currency in which the invoice amounts were entered. |
BT-5 |
|
Brutto-Betrag |
Specifies the gross amount of the invoice. |
BT-115 |
|
Netto gesamt |
Specifies the invoice total as the net amount of all invoice items. |
BT-116, BT-109 |
|
Bestellnummern |
Specifies the purchase order numbers indicated on the invoice. |
BT-13 |
|
Rechnungsnummer extern |
Specifies the invoice number indicated on the invoice. |
BT-1 |
|
Rechnungsdatum |
Specifies the date on which the invoice was issued. |
BT-2 |
|
Leistungsdatum |
Specifies the service date of the invoice. |
BT-7 |
|
Zahlungsbedingung Text |
Specifies the description of the payment term. |
BT-20 |
|
Skonto-Fälligkeit |
Specifies the date up to which a cash discount is granted on the invoice amount. |
BT-9 |
|
Fälligkeit |
Specifies the date by which the invoice must be paid. |
BT-9 |
|
Position | Netto |
Indicates the net amount per invoice line. |
BT-131 |
|
Position | Code |
Specifies the tax category for each invoice line. |
BT-151 |
|
Position | MwSt. in % |
Specifies the tax rate per invoice line. |
BT-152 |
|
Position | Bestellposition |
Specifies the line item number for each invoice line. |
BT-132 |
|
Position | Buchungstext |
Specifies the name of the article for each invoice line. |
BT-153 |
|
Umsatzsteuer-Prozent 1 |
Specifies the tax rate 1 as a percentage. |
BT-119 |
|
Umsatzsteuer-Prozent 2 |
Specifies the tax rate 2 as a percentage. |
BT-119 |
|
Umsatzsteuer-Prozent 3 |
Specifies the tax rate 3 as a percentage. |
BT-119 |
|
Umsatzsteuer-Prozent 4 |
Specifies the tax rate 4 as a percentage. |
BT-119 |
|
Umsatzsteuer-Betrag 1 |
Specifies the VAT amount for tax rate 1. |
BT-117 |
|
Umsatzsteuer-Betrag 2 |
Specifies the VAT amount for tax rate 2. |
BT-117 |
|
Umsatzsteuer-Betrag 3 |
Specifies the VAT amount for tax rate 3. |
BT-117 |
|
Umsatzsteuer-Betrag 4 |
Specifies the VAT amount for tax rate 4. |
BT-117 |
|
Netto 1 |
Specifies the net amount for tax rate 1. |
BT-116 |
|
Netto 2 |
Specifies the net amount for tax rate 2. |
BT-116 |
|
Netto 3 |
Specifies the net amount for tax rate 3. |
BT-116 |
|
Netto 4 |
Specifies the net amount for tax rate 4. |
BT-116 |