📄 E-INVOICING

E-INVOICING

This documentation contains information on how to send e-invoices from within ePack.

Setup of Entity

Users can't activate e-invoicing themself, therefore IT needs to be contacted.

Setup of Customer Sheets

An e-invoice will only be sent to a customer if (1) the entity has e-invoice activated, see above, (2) the customer has on delivery address level a valid e-invoice identifier configured.

⚠️

You shouldn't enter any e-invoice IDs here manually! When an invoice is created in the night processing or manually, the system will always check whether the customer has an active e-invoice ID and will update the data.

However, if the customer asks to receive to a specific e-invoice ID (so not that default 0208 one), the user can overwrite this and the system will NOT overwrite when creating invoices.

References

We have implemented a new referencing system in ePack. We use 3 types of references.

  1. Purchase Order Reference = an identifier of a referenced purchase order, issued by the Buyer

    1. Line Number Reference = an identifier for a referenced line within a purchase order, issued by the Buyer.
  2. Buyer Reference = an identifier assigned by the Buyer used for internal routing purposes

The new references can be mainly found in the screens.

  1. Input Sales Order
  2. Dispatch
  3. Input Invoicing Orders
  4. Display Invoices

Input Sales Order

Here below, you have a snippet of the Input Sales Order screen (reachable via the menu of Sales). When we enter a sales order, the orders team must enter the correct references in the correct field. On the snippet below, we have marked the references like we have mentioned them here above.

Dispatch screen

The 3 references are also available in the dispatch screen and are directly connected to the order screen.

💡

If the subcontractor of your order is intercompany and syncs the orders to the other ePack. The references also sync to the subcontractor's ePack.

In the screenshot below, you can see the dispatch of the subcontractor's ePack. The sales reference (also known as the Purchase Order Reference is the PO of the parent entity. Let's say you enter an order in RDB with subcontractor Rodanar, in RDB, we have a PO to Rodanar; that PO is synced to that field in the subcontractor's ePack and is set as read-only as this shouldn't be changed because this is always correct by the system.

You can see all other references of the parent entity are synced to a separate field Synched Buyer Ref. Like this, they are visible for the user in the subcontractor's ePack.

Input Invoicing Orders

In the invoicing screen, you have the references like in the others screens. However, here we have 2 types of references.

  1. Header Level = applicable for the complete invoice
  2. Line Level = applicable for 1 line of the invoice

⚠️

(1) Header level reference is used as a Buyer Reference, PO reference is not available on header level due to the underlying e-invoicing format.

(2) In case of an e-invoice customer and a customer which has been setup as combined invoice, the header level reference will be greyed out as this is not possible due to the underlying e-invoicing format.

Display Invoices

When an invoice has been pushed to night processing or invoiced, it will be visible in the Display Invoices screen. The highlighted references are line level references, header level references are not visualized here.

This screen also contains a "send by" status. For example, through e-invoicing or via mail (top left). If it's an e-invoice, you can also see if the e-invoice was successfully sent (top middle).

At the bottom right, you can click on the reprint button. This will give you the option to print/send on

  1. Window
  2. Printer
  3. Mail
  4. E-invoice

Synchronization of fields

  • Input Contracts = all 3 types of references can be set in this screen
  • Default PO Reference in Input Sales Order = maps to PO reference field
  • References are displayed in multiple screens as a read-only field, we always use concatenate the 3 references in the following format <PO Reference>/<Line Number> - <Buyer Reference>
  • References are displayed in multiple prints, like above, we use the same concatenation.

Reference Purchase to Sales

In Support Services, we have a setup, where you can make from a purchase a sales order from within the purchase screen. However, the reference you can type in the purchase order will be synced to the buyer reference field.

The references are added on line level in the Buyer Reference field, not in the Purchase Order field as this is not the PO of the customer.

Vendor Portal / RPA-nr References

Flow of VP (or QWIX with RPA number:

  1. ROD > PO > RDB BALTIC
  2. RDB BALTIC delivers and an RPA-nr is interfaced into the PO of ROD.
  3. As a consequence, a sales order is created in RDB PALLETS towards ROD and the RPA-nr becomes available as an external Delivery Note in Invoicing. We then choose to set the external delivery note in the e-invoice so if the invoice arrives from RDB Baltic a smooth approval can be made.

On the invoice we both show the internal delivery note and external delivery note, however, only the external delivery note is really necessary for easy approval.