Capturing invoices and e-invoices

In detail

Uploading

In the intake you upload files with "Hochladen" or by dragging them onto the page. These limits apply:

• A file may be at most 25 MiB, and you can choose up to 30 files at once. NOVEX refuses larger or empty files before anything is transferred.
• NOVEX recognizes from the content whether a file is a PDF, an XML file or an image. The file name and the stated type are display text only.
• Each file becomes an intake item of its own. With "Als einen Beleg erfassen" you make one item from several files: the first is the invoice, the others are attachments.
• Every uploaded file is read in the background. The result appears in the capture view.

The intake is a list of the open items with the time since receipt. Who may upload and capture files is decided by the role: "Upload, capture, file and discard incoming invoices".

E-invoices

NOVEX reads two kinds of e-invoice:

• XRechnung as an XML file, in the syntaxes CII and UBL.
• ZUGFeRD / Factur-X: a PDF with an embedded XML invoice.

NOVEX takes the header data from the file into the capture view. These details are read-only there, because NOVEX takes them over unchanged from the file. An e-invoice is never filed as a business letter.

The "Daten" view shows the read data record in a readable form: header data, seller and buyer, items, tax breakdown, totals and payment details, each figure as the file states it. For a ZUGFeRD file you switch between PDF, data and XML source. Files attached to the invoice, such as a measurement, open from the view.

What NOVEX does not do: The display is not an official visualization of the data record, and NOVEX performs no formal validation against the standards. It checks that the file is well-formed, that syntax and profile are recognized and that amounts, tax rates and dates are readable. What the check notices is shown at the field concerned.

Capturing the details

The capture view shows the file beside the form. The form contains, among others:

• the document type (Belegart): incoming invoice, invoice correction (incoming) or business letter,
• the invoice number, the supplier and the cost centre,
• invoice date, receipt date (value date) and the period of supply,
• the currency, the gross amount and the VAT lines,
• the payment method, your organization's additional fields and a remark.

For an e-invoice NOVEX proposes the supplier when exactly one supplier in your master data matches the name and VAT ID in the file. You create new suppliers right beside the file. If you capture a partial, interim or final invoice, you state its kind and deductions in the "Abrechnung" section.

For a PDF invoice without e-invoice data you enter the details yourself. On request OCR proposes them. A proposal only counts once a person has confirmed it.

When you click or tab to a field, NOVEX marks in the file the places where the value is printed. With "Notiz schreiben" you place a note on the paper.

Filing

"Ablegen" (filing) turns the intake item into a document in the incoming invoices. In doing so:

• NOVEX assigns the intake number in the format ER-year-five-digit number.
• For an invoice or an invoice correction, receipt date, invoice date, currency, gross amount and payment method are mandatory. The period of supply is mandatory if your settings ask for it, as is every additional field set as mandatory. The invoice number is not a mandatory field, so that NOVEX can also file documents without a number.
• If a mandatory field is empty, a click on "Ablegen" marks every missing field and nothing is sent.
• The original is stored in the archive as it was received. NOVEX does not change it and writes nothing into it.
• While the invoice is in the process, its document details can be edited. The original is not affected.

A document you filed by mistake you delete to "Gelöschte Belege", with the permission "Delete incoming documents filed by mistake and restore deleted ones". From there it can be restored.

What the plan says about this

Uploading, capturing and filing remain possible even without a running plan. Discarding, commenting on and re-reading an intake item, and reading by OCR, need the plan. The page What is possible without a plan holds the list.