How does Finmatics process e-invoices?

Content

• What is an e-invoice?
• How can e-invoices be transferred to Finmatics?
• How is the data from the XML used for processing?
• Do the algorithms for predictions run analogue to PDF files and scanned invoices?
• Does anything change in the export?

• How does Finmatics process e-invoices that are transferred as a ZIP file?

  • ZIP file with exactly two files: XML and PDF
  • ZIP file with more than two files 

• Which formats are supported?

What is an e-invoice?

An e-invoice is an invoice that is issued, transmitted, and received in a structured electronic format. 

In principle, an e-invoice is a data record containing all invoice information that is sent from the supplier to the customer. How such an e-invoice should look like is defined by a European directive 204/55/EU.  E-invoices are either XML files or PDF files with embedded XML data. XML stands for "Extensible Markup Language". 

How can e-invoices be transferred to Finmatics?

E-invoices can be transferred to Finmatics via the following ways (out of the box):

1. Upload via REST API 
2. Upload in the web frontend
3. E-mail inbox
4. Integration through a third-party software
5. Upload via Finmatics Mobile App

Likewise, e-invoice transfers can be implemented via SFTP upon request. More information about transferring documents and data to Finmatics can be found here: 

• How can I transfer documents to Finmatics?

How is the data from the XML used for processing?

Once the e-invoice has been transferred to Finmatics, the file is converted and the e-invoice format is checked. The data contained in the e-invoice is then interpreted for further processing.

In the case of ZUGFeRD formats, the XML part of the e-invoice is used for automation and the PDF part is used for display in Finmatics. The XML part of the invoice can also be visualised. Finmatics also checks whether the IBAN and amount of the XML and PDF parts match. This enables manipulation of the e-invoice and any errors to be recognised at an early stage. 

Data synchronisation between ZUGFeRD-PDF and ZUGFeRD-XML is active for customers who use DATEV, Agenda or Business Central. 

For further information read:

Do the algorithms for predictions run analogue to PDF files and scanned invoices? 

Predictions such as for G/L accounts, tax code and checks carried out by Finmatics run analogue to the processing of documents that are transmitted in pdf, tiff, jpeg or png format. Automatic page separation is not necessary for e-invoices and is therefore deactivated. 

Does anything change in the export?

No, data and documents can be retrieved via the existing export channels.

How does Finmatics process e-invoices that are transferred as a ZIP file?

ZIP file with exactly two files: XML and PDF

If a ZIP file with exactly two files is transferred (XML and pdf), then it is assumed that it is an invoice document and PDF and XML are merged (PDF is displayed in the Accountant Cockpit, data for processing is extracted from the XML).

ZIP file with more than two files

For each XML file, Finmatics checks if there is a PDF file with the same name. If so, they are merged and processed as one invoice. If not, it will be treated as a separate invoice.

Which formats are supported?

All common European e-invoice formats are supported and the list of formats is continuously updated. In the following you can find all supported formats: 

• ZUGFeRD: from version 2.0.1 for the profile EN16931
• XRechnung: from version 2.3.
• ebInterface 4.1
• ebInterface 4.2
• ebInterface 4.3
• ebInterface 5.0
• ebInterface 6.0
• ebUtilities
• fatturaPA 1.2.1
• UBL Invoice 2.x
• UBL CreditNote 2.x
• SAP IDoc FI