Enabling E-Invoice Creation

When operating certain markets, your business may require to distribute electronic invoices – structured invoice data that is exchanged electronically between trading partners in order to automate accounts payable processing.

In particular, public institutions in the EU are required to accept and process electronic invoices. A set of common specifications and standards (Peppol) provides for interoperability between issuers and recipients across Europe.

To support public e-invoicing, JustOn Billing & Invoice Management can create electronic invoices and credits in the XRechnung format (UBL syntax). These documents are to be distributed to their recipients via email.

To prepare your JustOn Billing & Invoice Management instance to generate valid XRechnung files:

  1. Enable access to the connected app JustOn Platform for all relevant user profiles.

    For details, see Enabling App Access for JustOn Platform.

  2. Prepare the e-invoice source data.

    The following conditions must be met for JustOn Billing & Invoice Management to successfully create XRechnung files.

    1. Prepare your business entity as required.

      The fields that hold XRechnung-specific data include Company, Tax ID, City, Postal Code, Country Code, Phone, Email Sender, IBAN.

    2. Prepare quantity units as required.

      The quantity unit must define a code for the measurement unit applicable to the quantity. The value from the Code field is copied to the Invoice Line Item field Unit Code. 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.

      Typical unit codes include, for example:

      Measurement Unit Unit Code
      Piece C62
      Hour HUR
      Kilowatt Hour KWH
      (Page) Impression IM
      Persons IE
    3. Prepare tax rules as required.

      The fields that hold XRechnung-specific data include Tax Rate, Business Entity and VAT Category Code.

      The VAT category code is a code for categorizing VAT regulations. The value 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.

      Typical VAT category codes for businesses in Europe include:

      Name VAT Category Code
      Standard rate S
      Lower rate AA
      Higher rate H
      VAT reverse charge AE
      Free export, no tax G
      Zero rated goods Z
      Services outside scope of tax O
      Margin scheme (second-hand goods) F
      Margin scheme (travel agents) D
    4. Prepare the invoice data as required.

      The fields that hold XRechnung-specific data include Invoice No., Date, Business Entity, Buyer Reference, Account Name, Billing City, Billing Postal Code, Billing Street, Billing Country Code.

      To avoid typos, use the button Set Business Entity, see Setting Business Entity.

      The buyer reference is a unique identification of the invoice recipient.

      • When doing business with German public authorities (B2G scenarios), the buyer reference must hold the Leitweg-ID (a unique identification of the invoice recipient, see ZFB | eRechnung).
      • In B2B scenarios, you need to agree on a buyer reference with your business partner.
    5. Prepare the invoice line item data as required.

      The fields that hold XRechnung-specific data include Sequence, Quantity, Unit, Unit Code, Unit Price, Tax Rate.

      The available values for Unit must be defined as quantity units, which, if prepared accordingly, also set Unit Code.

      The available values for Tax Rate must be defined using tax rules.

  3. Optionally, disable e-invoice validation warnings.

    Select the global settings option Ignore EInvoice Validation Warnings.

    This way, JustOn Billing & Invoice Management will ignore e-invoice validation warnings and set the e-invoice status to Created, even if the validation has produced warnings.