SAP ZUGFeRD Invoice

Innovative – Invoice exchange with ZUGFeRD

Simple Creation of e-invoices in SAP
Fully integrated solution
Fast Implementation
After a short time fully operational

Invoice processing ZUGFeRD with SAP

Why you should also rely on the ZUGFeRD format when exchanging invoices

SAP ZUGFeRD – The exchange and management of invoices eats up numerous resources in day-to-day business. With the ZUGFeRD format, there is an innovative solution for this. ZUGFeRD stands for “Central User Guide of the Forum for Electronic Invoicing in Germany”. It is a specification that enables automated exchange of invoices.

The standardized format makes it easy to send electronic invoices. The sender and receiver do not have to coordinate with each other. You also don’t have to worry about which software to use. This facilitates the exchange of electronic invoices. This makes it faster and easier for companies and authorities to exchange invoices.

ZUGFeRD – a format for man and machine

ZUGFeRD invoices always contain both a PDF and an XML file, so that the recipient can choose the most suitable format for him. The specific functions of these invoices depend on the selected profile.

Such an e-calculation consists of two components:

A PDF/A3 file for long-term storage and view for users
A file in XML format for machine processing

Recommended by SAP customers

★★★★★

XRechnung and ZUGFeRD – “With the MailCenter, we are advancing digitization in the company.”

Wolfgang Scheffler, SAP Senior Consultant (Project Management) | Duisburger Versorgungs- und Verkehrsgesellschaft mbH

More MailCenter References

Our SAP ZUGFeRD add-on

The MailCenter E-Invoice add-on is our user-friendly solution for all companies that want to integrate ZUGFeRD invoices into SAP processes.
You create your e-invoices directly in the SAP system. With this platform in SAP, you also secure the basis for useful tools that simplify your everyday business life enormously.

Make SAP compatible with the ZUGFeRD format.

Integrate outgoing invoice creation into your ERP workflow. While the documents are processed automatically, you can take care of more important things.

That sounds interesting? Then contact us. In a free live demo , we will answer all your questions about integration, the invoice transmission process, administration and how MailCenter works with ZUGFeRD.

Schedule a date for free live demo

Invoice processing in PDF/A-3 standard

PDF/A-3 is a special variant of the PDF/A file format, which was developed for the long-term archiving of electronic documents. In contrast to the other versions, the A-3 standard allows the embedding of file attachments in the PDF document. Here are some of the benefits of PDF/A-3:

Integration of different file formats: PDF/A-3 allows you to integrate different file formats into one PDF document.
Improved usability: Embedding file attachments in the PDF/A-3 document improves the user experience by containing all relevant information in a single document.
Better data integrity: Like other PDF/A formats, PDF/A-3 ensures that the file remains readable in the long term, without formatting problems or dependencies on external resources.
Legal compliance: PDF/A-3 meets the requirements for long-term electronic archiving and is therefore accepted in many countries and industries for the storage of legally relevant documents.

ZUGFeRD invoices – Invoicing also for B2B

ZUGFeRD is basically suitable for any B2B company that sends invoices and receives incoming invoices. In order to fully exploit the potential of the invoice format, it is recommended to connect SAP with ZUGFeRD.

In this way, documents can be processed, stored and integrated into the ERP workflow without human help. In addition, the format is also internationally compatible and suitable for cross-border shipping, because: it is based on the international standards UN-CEFACT and Cross Industry Invoice. In addition, it is subject to standard part 3 of the PDF/A ISO standard.

ZUGFeRD has a major advantage over other formats such as EDI: no contractual agreements between the two parties are necessary to use it. Of course, the invoice data in pdf format must match the data in the XML file to ensure lawful processing.

The use is completely free. However, an extension is necessary to process ZUGFeRD invoices with SAP, as the program is not able to do this by default.

For this reason, with the add-ons of our MailCenter digitization platform , we offer suitable plugins that make your SAP invoice ZUGFeRD-compatible. Take advantage of this opportunity to save time, material and costs.

Two e-invoice formats with small differences

SAP ZUGFeRD Invoice and X-Invoice

Currently, there are two important formats for electronic invoices: X-bill and ZUGFeRD. These formats must comply with EU standards and additional national rules for X-billing. It is based on the EN 16931 standard, a European standard for electronic invoicing that defines uniform structures and formats for electronic invoices in the European Union.

The same applies to ZUGFeRD; it must abide by these norms and rules. To ensure that the invoices are correct, you can use the validation tools on our website or the tools provided by KoSIT. If the documents do not comply with the established rules, they are usually not accepted by contracting authorities.

When ZUGFeRD invoices are sent, the most important information is stored in the embedded XML attachment. This annex is legally significant for the invoice and is used for automated processing at the recipient’s premises. The included PDF file is just a container for this information; Images or attached files in the PDF file are not used for processing.

To put it simply, both X-bill and ZUGFeRD e-bills must follow certain rules, and there are tools to check whether they meet these rules. With ZUGFeRD, the important invoice data is located in the embedded XML part, not in the PDF part.

Keywords: E-Invoices, ZUGFeRD (Central User Guide of the Forum for Electronic Invoicing Germany), E-Invoicing System, factur x, ZUGFeRD 1.0, ZUGFeRD 2.0, 2.1.1., E-Mail Solution, IT, pdf files, XML instead of paper

FAQ – Add-on ZUGFeRD

Why ZUGFeRD for invoices?

You too can rely on the ZUGFeRD format for invoice exchange.

The exchange and management of invoices eats up numerous resources in everyday business. With the ZUGFeRD format, there is an innovative solution for this. ZUGFeRD stands for “Central User Guide of the Forum Electronic Invoice Germany”. It is a specification that enables automated exchange of invoices.

History

Launched by the Forum for Electronic Invoicing Germany, ZUGFeRD meets the needs of large corporations, medium-sized companies and small companies, because: It creates a uniform standard and is also compatible with SAP.

With an appropriate connection, ZUGFeRD can greatly reduce the operational administrative effort. In order to achieve this, associations, municipalities and well-known companies from a wide range of industries were involved in the development.

The current version ZUGFeRD 2.3 (September 2023) is compliant with the EU directive on XRechnung.

History:

07/2020 – ZUGFeRD 2.1.1 version with XRechnung profile
03/2019 – ZUGFeRD 2.0
06/2014 – ZUGFeRD 1.0

Functionality

Workflow and automation

Seamlessly integrate invoicing into your ERP workflow to ensure a smooth and efficient process
Documents are processed automatically, so you can focus on more important tasks

Recipients and attachments

Easy management and organization of recipients within the system
Add attachments to invoices as needed, expanding your document management capabilities

Implementation

100 user-oriented solution
Easy installation and configuration

Highlights and benefits of the SAP add-on

Highlights

Benefit

Security

Improved quality of operation processing
Minimization of errors

Easy to use

Simple, user-friendly handling
User satisfaction

Easy implementation

Short introduction time, modification-free and releaseable
No additional hardware or software required

Solution Scope and Implementation

Scope of the solution

The application is available in German and English.

In addition to the provision of the programs, we take over the initial setup.

In any case, the program is easy and quick to implement.
You don’t need any other hardware or software.

Our services

Setup & Instruction
Installation of SAP component via the Transport Management System
Technical implementation in SAP ERP
Instruction on installation and configuration
Accompaniment Test & Production Documentation
Service & Support Hotline, Helpdesk and Portal

Implementation – Quick setup of the integration through standardized procedure

The SAP configuration is based on the standardized project roadmap. For this purpose, we determine your requirements at the start of the project with the help of a predefined list of questions. The transports are then imported and configured in the test system. In doing so, we adapt the product exactly to your needs. Finally, you will receive the briefing. This standardized approach speeds up implementation and conserve your resources.

You will also receive documentation of the technical settings and one regarding the application. Finally, selected key users check the correct setup of the application. At this stage, our consultants will provide you with advice and assistance. During the production start and operation phase, you will receive support from our support.

In addition, our service support ensures the smooth operation of the SAP expansion in your company. In addition, we provide you with regularly updated program versions via our customer portal. For this purpose, you as a customer will have access to the Download area MailCenter. There you will find all documents and documents as well as updates to the program.

Technology

System requirement ZUGFeRD SAP – electronic invoices –

Product versions from: