Electronic invoices (XML)

ISP-Classification supports different types of electronic invoices.

Classifying the XML

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

• An XML-invoice + PDF-invoice (with the same name) and attachments 
• An XML-invoice with an embedded PDF
• An XML-invoice without a PDF. An associated PDF wil be generated

Convert the XML invoice to ISP-Invoice XML

The XML invoice is converted to an ISP-invoice XML format before it is imported into ISP-Invoice. When this has been done successfully, this can be seen in ISP-Classification in the e-mail details on a notification such as 'UBL2.1 converted to ISP-XML'.
If the XML invoice cannot be processed because it does not meet one of the above standards or the content is incorrect, ISP-Classification will return an error message. By default, ISP-Classification falls back to the PDF invoice. The PDF gets processed by Smartscan for recognition, the XML invoice is then ignored.
In addition, the XML invoice can also be explicitly ignored via the settings in ISP-Classification, using the function 'ignore XML', based on e-mail address. This can be enabled when the vendor does offer XML invoices, but the data is not correct. The vendor can be informed of this so that he can correct this.

Enrichment of the XML invoice (an adaptation of the ISP invoice XML)

• The company code is determined based on GLN or VAT number or the own company name (buyer) in the XML invoice. This is done with a BRE rule in ISP-Invoice.
• The vendor is determined based on the GLN or VAT number in the XML invoice, through configuration in ISP-Invoice.

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>Bedrijfsnaam</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>Bedrijfsnaam</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>Bedrijfsnaam</sh:Contact>
• The order number is in the tag: <invoiceLineItem><purchaseOrder><entityIdentification>ORDERNR123</entityIdentification>

Checking the electronic XML invoice

If ISP-Classification gives an error with regard to the XML invoice, it is possible to validate the XML via the websites below. The vendor can be asked to adjust his XML.

• UBL: https://www.itb.ec.europa.eu/invoice/upload
• INSBOU: https://validatie.ketenstandaard.nl/Home/Start (account needed)
• GS1: https://www.gs1.org/

Generate PDF invoice

If an electronic invoice does not contain an attached PFD 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 in ISP-Invoice, so these invoices do not go through Smartscan (no recognition). You can inquire directly with the vendor about any errors in the invoice. 
• If the vendor is not recognized, check whether the VAT number or the GLN number in the XML invoice corresponds with the creditors masterdata and have this adjusted if necessary.
• In ISP-Invoice, no Learning tool button is visible when processing XML invoices, because no Smartscan template is used.
• In the invoice screen can be found if and what kind of XML invoice it concerns.
• The order number must always appear without any additions in the XML invoice, equal to the order number in the ERP system.
• An e-mail can only contain 1 XML, when containing multiple XML-files, they won't be assimilated.