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Electronic invoices (XML)

Updated

The following article relates to Procure to Pay (P2P) for the following applications and/or module(s):

AP Automation

 

AP Automation supports various types of electronic invoices. 

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Classifying the XML

The electronic invoices are classified in ISP-Classification. If it concerns an XML invoice, no Smartscan recognition is applied, but the XML invoice is imported into AP Automation.
The PDF invoice is added as an image for reference; no data is extracted from it. From the email, we support the following options:

  • An XML invoice + PDF invoice (with the same name) and optionally attachments
  • An XML invoice with embedded PDF
  • An XML invoice without PDF. An accompanying PDF is generated 

Converting the XML invoice to ISP-invoice-XML

The XML invoice is converted to an ISP-invoice-XML format before it is imported into AP Automation. When this has been successful, it can be seen in ISP-Classification under the email details as a message stating 'UBL2.1 converted to ISP-XML'.
If the XML invoice cannot be processed because it does not comply with one of the above standards or the content is incorrect, ISP-Classification gives an error message. By default, ISP-Classification then falls back on the PDF invoice and it still goes through Smartscan for recognition; the XML invoice is then ignored.
Additionally, the XML invoice can also be explicitly ignored via the settings in ISP-Classification, using the 'ignore XML' function, based on email address. This can be enabled when the supplier does provide XML invoices, but the data is not correct. The supplier can be informed of this so that they can correct it.

Enriching the XML invoice (modifying the ISP-invoice-XML)

  • The company code is determined based on either the GLN or VAT number, or the own company name (buyer) in the XML invoice. This is done via a BRE rule in AP Automation.
  • The supplier is determined based on the GLN or VAT number in the XML invoice, via configuration in AP Automation.

Rules per XML format

UBL

  • The GLN number is in the tag: <cac:AccountingSupplierParty><cac:Party><cac:PartyIdentification><cbc:ID schemeID="GLN">1231412341324</cbc:ID>
  • The VAT number is in the tag: <cac:AccountingSupplierParty><cac:Party><cac:PartyTaxScheme><cbc:CompanyID>NL123456789B01</cbc:CompanyID>
  • The own company name is in the tag: <cac:AccountingCustomerParty><cac:Party></cac:PartyIdentification><cac:PartyName><cbc:Name>CompanyName</cbc:Name>
  • The order number is in the tag: <cac:OrderReference><cbc:ID>ORDERNR123</cbc:ID></cac:OrderReference>

INSBOU

  • The GLN number is in the tag: <Supplier><GLN>1231412341324</GLN>
  • The VAT number is in the tag: <Supplier><VATRegistrationNumber>NL123456789B01</VATRegistrationNumber>
  • The own company name is in the tag: <Buyer><Name>CompanyName</Name>
  • The order number is in the tag: <Invoice><BuyersOrderNumber>ORDERNR123</BuyersOrderNumber>

GS1

  • The GLN number is in the tag: <seller><gln>1231412341324</gln>
  • The VAT number is in the tag: <seller><dutyFeeTaxRegistration><dutyFeeTaxRegistrationID>NL123456789B01</dutyFeeTaxRegistrationID>
  • The own company name is in the tag: <sh:Receiver><sh:ContactInformation><sh:Contact>CompanyName</sh:Contact>
  • The order number is in the tag <invoiceLineItem><purchaseOrder><entityIdentification>ORDERNR123</entityIdentification>

Checking the electronic XML invoice


When ISP-Classification gives an error regarding the XML invoice, it is possible to validate the XML via the websites below and based on that instruct the supplier. The validators do not always detect all errors. Therefore, use multiple validators to confirm that the XML meets the requirements.

Generating PDF invoice

When an electronic invoice does not contain an attached PDF in the email, a PDF will be generated based on the data from the electronic invoice. 

Tips

  • The XML invoices are imported one-to-one into AP Automation, so these invoices do not go through Smartscan (no recognition). Any errors in the invoice can be directly queried with the supplier.
  • If the supplier is not recognised, check whether the VAT number or GLN number in the XML invoice matches the creditor master data and have it adjusted if necessary.
  • In AP Automation, no Learn button is visible when processing XML invoices, as no Smartscan template is used.
  • The invoice screen indicates whether it concerns an XML invoice, and possibly which type.
  • The order number must always be in the XML invoice without additions, identical to the order number in the ERP system.  

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