Secure creation and transmission of invoices in XRechnung and ZUGFeRD format
Background and Introduction
Create SAP XRechnung – Germany has introduced a special invoice format for electronic communication with government agencies. From the end of November 2020, all companies working with the government will have to use this format. Using machines to process these invoices can save the government a lot of money.
However, for the government’s suppliers, a question arises: how should they create and send these invoices? Should they do this manually through a government website? Ask an external company for help? Or should they create the processes in their own SAP system and send them by e-mail?
With MailCenter, you can easily create electronic invoices in the system and send them directly to the appropriate office. All you have to do is add our extension to your SAP system and configure it briefly. If you want to use ZUGFeRD, you also need an invoice template in ADOBE Forms. If you are looking for an easy way to implement electronic invoicing in ECC or S4/HANA, our MailCenter software is the right solution for you. If you have any questions, please feel free to contact us. We are here for you!
Duisburger Versorgungs- und Verkehrsgesellschaft mbH
Decision criteria for SAP Add-in MailCenter – E-billing:
Integrated solution for all e-invoicing requirements
Perspective use also for documents from purchasing
Not a “consultant solution”, but a standard product
The XInvoice specifies a digital format for electronic invoicing. It was determined by the IT Planning Council for the Federal and State Governments.
In this way, Germany is creating a uniform format for electronic invoicing. This is in line with the requirements at European level under EU Directive 2014/55/EU. As an electronic invoice, only this format is accepted by all contracting authorities in the public sector.
Conventional invoicing by paper or simple PDF is no longer possible. Each country has its own peculiarities and formats.
E-RECHNUNG.GV.AT is the method of sending electronic invoices to the public administration. Companies in Austria.
Motivation – electronic invoice directly from SAP ERP
Due to the obligation to use XRechnung, we have developed an extension for XRechnungen and ZUGFeRD for our MailCenter customers. Our goal is the optimal exchange of electronic invoices between business partners and authorities.
This solution is fully integrated with SAP ERP. This allows you to create, validate and send invoices according to the German XInvoice format. The creation takes place directly in the course of invoicing with SAP. If you send electronic invoices directly from SAP to your customers, this has decisive advantages:
All data is processed in SAP. This means that you do not have duplicate data storage, media breaks or cumbersome communication channels.
Due to the simple configuration, you can make adjustments yourself in case of changes to the standard. As a result, you don’t need programming adjustments or expensive consultants.
Little configuration is required. This means that you are fully operational after a short time to send invoices.
Features – MailCenter Add-On E-Bill
We have developed a solution. This enables e-invoices to be sent via the MailCenter. The solution is suitable for SAP ERP ECC 6.0 and S/4HANA.
With our application, customers can easily generate and transfer XRechnungen and ZUGFeRD directly from the SAP system. This is because the add-on is seamlessly integrated into the system. In addition, it can be flexibly adapted to the respective business process.
We are certified Peppol Access Point
MailCenter’s E-Bill add-on is a powerful extension for SAP ERP ECC 6.0 and S/4HANA systems. It enables the easy creation of electronic invoices such as XRechnungen and ZUGFeRD. This integrated application streamlines the invoicing process and provides flexibility and adaptability to various business needs.
Certified Peppol Access Point
MailCenter is proud to be certified as a Peppol Access Point, which ensures secure and compliant electronic invoicing.
Preparation of invoices
Users can easily create invoices in XML file format directly from their SAP ERP system. The converted invoice files can be easily viewed in a viewer so that they can be found quickly.
Validation of XRechnations
Our solution includes a validation tool that ensures that invoices are in the correct file format and contain complete invoice data.
This validation process is a crucial step before sending the invoices to the public administration and prevents errors and delays.
Transmission of invoices
MailCenter offers different methods and channels for sending invoices that meet different preferences and requirements. Users can approve electronic invoices for dispatch either manually or through automated processes.
Multiple delivery channels are available, including email, online form uploads, and fully automated submission via web services (PEPPOL).
Outgoing invoice book
Users can access a comprehensive journal that summarizes both XRechnung and ZUGFeRD invoices in a single overview.
Electronic invoices can be viewed in a variety of formats, including PDF files or HTML pages, improving accessibility and ease of use.
Master data management and customization
The application allows users to maintain important data relevant to the invoicing process, such as route IDs, invoice formats, and recipient information.
Customization options are available to tailor the process and application to the specific needs of the business.
Route ID Management
To ensure the correct delivery of supplier invoices to the right recipients, our solution uses a route ID system.
Recipients must provide their Route ID to facilitate the smooth exchange of electronic invoices.
The MailCenter E-Invoice add-on generates invoices in the EU-wide standardized XML UBL format
UBL XML Invoices (UBL Invoice) and Credit Credits (UBL CreditNote)
Checking the UBL XML for schema conformity
Management and reporting of operations via central cockpit
The archiving of documents is possible via SAP ArchiveLink in the standard version.
SAP NETWEAVER 7.0 (SAP enhancement package 2 for SAP NetWeaver 7.0)
Software component versions from:
MailCenter from version 32.010 || 20-11 (11/2020)
– SAP Product Version from SAP NETWEAVER 7.31 SP26
– Adobe Server NW750 ADS SP-5
Also for SAP S/4HANA – from SAP S/4HANA ON-PREMISE 1511
MailCenter – Customizing Messages E-invoice
MailCenter – SAP E-Invoice Customizing
Do your customers include public authorities and contracting authorities? This means that you need new invoice formats. Take action now.
See the performance of the MailCenter extension for XIns and ZUGFeRD. We are happy to introduce you to the SAP add-on as part of a live demo (45 min.). Then it’s best to just get a picture of yourself.
You can also find out more about this topic here: XRechnung.
What is Peppol?
The Pan-European Public Procurement OnLine (PEPPOL) is an international project. It is used to standardise cross-border, electronically supported public procurement procedures within the European Union.
The aim is to speed up the electronically supported public tendering and procurement process and thus save costs.
PEPPOL supports E-invoicing Directive 2014/55/EU. HOWEVER, PEPPOL is not limited to the exchange of invoices (E-Invoicing) such as ZUGFeRD. It covers the entire electronic procurement process.
PEPPOL allows the exchange with all registered partners in the network via a connection. Access is via so-called access points.
Benefits of PEPPOL
PEPPOL brings benefits to public and private organizations. Some of the key benefits include:
Cost savings: PEPPOL’s streamlined processes lead to significant cost reductions in public procurement.
Greater efficiency: Electronic procurement via PEPPOL speeds up the tendering and procurement processes, resulting in faster results.
PEPPOL follows the EU Directive 2014/55/EU on electronic invoicing and complies with EU regulations.
Secure communication: Encrypted communication via AS4, SSL and TLS guarantees the security of sensitive information.
Reliability: PEPPOL provides shipping and technical confirmations that guarantee users a successful transaction.
Wide connectivity: PEPPOL allows exchanges with all partners registered in the network through a single connection.
Uniform standards: The use of defined standards such as UBL ensures uniform communication.
munich enterprise software: Your reliable partner
We are a certified access point provider for electronic invoicing to public authorities according to the PEPPOL standard. Since October 2020, munich enterprise software has been a member of the openPeppol community. Thanks to our direct connection to Peppol and as a certified access point provider, we can transmit e-bills.
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