Elektronická fakturácia/en

An electronic invoice is an invoice in machine-readable form – besides the PDF that a person reads, it carries the same data as a data file which the customer loads straight into their accounting system. Nothing has to be retyped and typos are gone.

The shape of this data is set by the European standard EN 16931. Individual countries and networks add their own rules on top of it, which is why there are several formats – ReFIS knows a number of them and chooses according to where the invoice is going.

Formats embedded in the PDF have the advantage that the customer receives a single file – whoever can read it by machine takes the data, whoever cannot opens the PDF as before.

In Document settings on the Invoices tab there is the option “Add a structured data format to documents sent by e-mail:”. Each format is set separately and has three possibilities:

• never – the format is not added;
• always – the format is added to every invoice being sent;
• by recipient's country – the format is added only for customers from countries where it is used.

By default Peppol BIS 3.0 is set to “always”, ISDOC and ZUGFeRD to “by recipient's country” and XRechnung to “never” – switch that one on if you invoice the German public sector.

Peppol is an international network for delivering electronic invoices. The invoice does not travel by e-mail but through access points straight into the customer's accounting system, which receives and acknowledges it.

Every participant in the network has a Peppol ID – an identifier in the form 0088:1234567890128, where the first number says what kind of identifier it is and the part after the colon is the number itself (for example a VAT number or a GLN). You enter the Peppol ID of your own company in Own company, the Peppol IDs of your customers in the address book with the person concerned; a person can have several of them.

Issued invoices go out via Peppol, always in the Peppol BIS 3.0 format, even if you do not add this format to e-mails. The network does not carry other document types; those go out by e-mail or by post.

ReFIS downloads received invoices from Peppol by itself and creates an unprocessed document from them, just as if they had arrived by e-mail.

Before the invoice goes out, ReFIS compares it with the electronic invoicing rules. Depending on who the document goes to and how, it uses one or more sets of rules:

• EN 16931 – the basic European standard, always applies;
• Peppol BIS Billing 3.0 – the rules of the Peppol network;
• eFaktúra – the requirements of the Slovak Financial Administration and the particulars of an invoice under the VAT Act;
• XRechnung – the rules of the German public sector.

Findings come in two severities. An error means that the recipient will reject the invoice – when sending via Peppol ReFIS will not send such a document, and with e-mail it asks before sending. A warning does not stop the invoice, it only says that something about it is not right.

You can see the result in two places:

• in the invoice form, in the e-invoice preview, which is recalculated as you type;
• in the Send documents operation, in the “E-invoice status” column at each document.

When an invoice with a data attachment arrives – by e-mail into the document inbox or via Peppol – ReFIS pre-fills a document from it: the supplier, the invoice number, the dates, the bank account, the lines and the VAT rates. It can read ISDOC, Peppol BIS 3.0 (UBL) as well as ZUGFeRD, Factur-X and XRechnung.

A document that does not meet the standard is not thrown away by ReFIS – it takes the data from it and lists what the invoice is missing in the e-invoice preview. It is the supplier's document and only they can correct it.

• Send documents
• Address book
• VAT rates