E-Invoice Implementation Details

← Electronic Invoices in JustOn

JustOn Billing & Invoice Management acts as the "user interface" for managing e-invoices and controls the data management. However, significant parts of the business logic to produce e-invoices, including the validation, run on the Heroku-based platform.

To support the Peppol BIS Billing and the XRechnung formats and the distribution via the Peppol Network, JustOn Billing & Invoice Management adds a number of fields to the relevant objects Invoice and Invoice Line Item as well as to the custom settings Business Entity, Quantity Units and Tax Rules.

Data Model Extension

New fields on Invoice

Field	Description
Buyer Reference	A unique identification of the invoice recipient. When doing business with German public authorities (B2G scenarios), the buyer reference usually holds the Leitweg-ID (see ZFB | eRechnung).
Contract No.	Reference to the contract on which the invoice is based (see Purchase-Related Information). Is usually given by the buyer to track the contract in their system; retrieved from a source record ( contract) and set on the invoice on invoice creation.
E-Invoice Distribution Channel	The distribution channel for the e-invoice. Must be one of E-Mail,Peppol or Avalara.
E-Invoice Error	Holds details regarding errors during e-invoice generation.
E-Invoice Format	The target format for electronic invoices. Currently, Peppol BIS Billing UBL, XRechnung UBL and configured Avalara ELR country mandates are supported.
E-Invoice Provider Status	Tracks the lifecycle of the e-invoice with the distribution provider, see E-Invoice Provider Status.
E-Invoice Provider Messages	Holds details regarding the status in the provider queue, a JSON string including timestamp and message set by the provider.
E-Invoice Recipient Address	The recipient address for an issued electronic invoice. Addresses are subject to the Electronic Address Scheme. When creating e-invoices in the Peppol BIS Billing format or when distributing e-invoices via the Peppol network, only a limited set of address schemes is allowed.
E-Invoice Recipient Scheme Id	The identifier that indicates the type of the used e-invoice recipient address.
E-Invoice Recipient Legal Identifier	An identifier issued by an official registration authority that uniquely identifies the e-invoice recipient or buyer as a legal entity. Required in some jurisdictions, like France (SIREN, SIRET) or Norway (Organisasjonsnummer).
E-Invoice Recipient Legal ID Scheme	The codified scheme identifier that indicates the type of the used e-invoice recipient legal identifier, must correspond to the ISO/IEC 6523 identifier scheme code list, like 0002 for SIREN or 0192 for Organisasjonsnummer.
E-Invoice Status	Indicates the result of the e-invoice creation, see E-Invoice Status.
Purchase Order No.	Reference to the purchase order on which the invoice is based (see Purchase-Related Information). Is usually given by the buyer to track the purchase in their system; retrieved from a source record ( contract) and set on the invoice on invoice creation.
Seller ID	An identifier of the seller (see Purchase-Related Information). Is usually given by the buyer to track the vendor in their system; retrieved from a source record ( contract) and set on the invoice on invoice creation.
Supporting Document Types	Defines which file types will be embedded in the e-invoice XML (see Supporting Documents)
VAT Breakdown	The serialized contents (JSON) of the tax breakdown table. Is updated when invoice line items are modified.

New fields on Invoice Line Item

Field	Description
Unit Code	A code for the measurement unit applicable to the invoiced quantity, is copied from Code on the Quantity Units custom setting. The code is expected to be one of the codes listed in UNECE Recommendation No. 20 "Codes for Units of Measure Used in International Trade" or UNECE Recommendation No 21 "Codes for Passengers, Types of Cargo, Packages and Packaging Materials", see UNECE Code List Recommendations.
VAT Category Code	A code for categorizing VAT regulations, is copied from VAT Category Code on the Tax Rules custom setting. The code is expected to be one of the codes listed in the code list 5305 of the United Trade Data Interchange Directory (UNTDID), see UNTDID 5305 Duty or tax or fee category code.

New Fields on Business Entity

Field	Description
E-Invoice Format	The target format for electronic invoices. Currently, Peppol BIS Billing UBL and XRechnung UBL are supported.
E-Invoice Sender Address	The return address for replies to an issued electronic invoice. Addresses are subject to the Electronic Address Scheme. When creating e-invoices in the Peppol BIS Billing format or when distributing e-invoices via the Peppol network, only a limited set of address schemes is allowed.
E-Invoice Sender Scheme Id	The identifier that indicates the type of the used e-invoice sender address.
Supporting Document Types	Defines which file types will be embedded in the e-invoice XML (see Supporting Documents)

New field on Quantity Units

Field	Description
Code	A code for the measurement unit applicable to the invoiced quantity, is copied to Unit Code on the invoice line item. The code is expected to be one of the codes listed in UNECE Recommendation No. 20 "Codes for Units of Measure Used in International Trade" or UNECE Recommendation No 21 "Codes for Passengers, Types of Cargo, Packages and Packaging Materials", see UNECE Code List Recommendations.

New field on Tax Rules

Field	Description
VAT Category Code	A code for categorizing VAT regulations, is copied to VAT Category Code on the invoice line item. The code is expected to be one of the codes listed in the code list 5305 of the United Trade Data Interchange Directory (UNTDID), see UNTDID 5305 Duty or tax or fee category code.

E-Invoice Statuses

E-Invoice Status

The field E-Invoice Status on the invoice indicates the result of the e-invoice creation. Depending on the creation and distribution methods, the applicable statuses differ:

E-Invoice Provider Status

The field E-Invoice Provider Status on the invoice tracks the lifecycle of the e-invoice with the distribution provider. Depending on the distribution provider, the applicable statuses differ:

E-Invoice Provider Notifications

As Avalara ELR or Peppol transfer the e-invoices to the recipients, the sender will receive notifications about the distribution status. JustOn Billing & Invoice Management stores this information in dedicated notification records, which are related to the original invoice.

These provider messages include the following information:

Supporting Document Embedding

In addition to the actual invoice data, e-invoices allow for embedding supporting documents.

JustOn Billing & Invoice Management can embed the files that are attached to invoice records, such as the produced invoice PDF, files linked from source records or files uploaded manually by users. Any type of files that is possibly to be embedded in the e-invoice XML must be defined as a content version type.

To embed attached files, you specify their content version type in the Invoice field Supporting Document Types. This field can be populated on invoice creation from other records using the following fallback mechanism:

ON_SupportingDocumentTypes from the account or invoice source record
↳ Supporting Document Types from the template
     ↳ Supporting Document Types from the business entity

Users can change the content version types in Supporting Document Types as long as the invoice is not finalized, that is, has the status Draft.

On e-invoice generation (during the invoice finalization or manually after finalization), JustOn Billing & Invoice Management

• retrieves all eligible files (including those attached after invoice finalization),
• converts them to plain text using Base64 encoding, and
• incorporates the encoded content in the e-invoice XML.

For details on enabling the support for embedding additional documents, see Enabling Supporting Document Embedding.

Plain Text for Information Texts

The invoice includes a number of text fields that can hold explanatory information related to certain invoice data. For PDF output, the text can contain HTML markup. For e-invoice XML files, however, HTML is not allowed. This is why these fields exist in two versions: one for HTML/rich text and one for plain text.

JustOn Billing & Invoice Management retrieves the texts from the corresponding template fields on invoice finalization (or when users manually copy the template text). This fills the invoice fields accordingly: the complete information, including HTML markup, is inserted in the appropriate fields, and the same information without HTML is inserted in the plain text fields.

Consequently, JustOn Billing & Invoice Management uses

• the values in the HTML-capable fields for rendering the PDF files
• the values in the plain text fields for creating the e-invoice XML files.