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How to use ExFlow e-Invoicing​

The ExFlow e-Invoicing is a new product within the ExFlow family and will in this version handling incoming and outgoing e-invoices through different networks. More functionality within this new module will be added in the future.
The ExFlow e-Invoicing solution is included in the ExFlow Document Integration module. You subscribe to the solution via Microsoft Azure Marketplace and can choose the plan that best suits your needs. The cost is based per invoice (based on the package subscribed in Marketplace) and is not included in the annual ExFlow AP fee.

When an e-invoice is sent to the Access Point, it will subject to some validations, checking that the mandatory sender, customer and invoice data elements are present and match the selected format rules. While it depends on the format and the country, the below are strong recommendations on legal entity master data to make sure the e-invoice will be validated correctly:

  • Tax registration number or/and VAT registration number. Note that some e-invoice validation requires a specific pattern for these identifiers.
  • At least, one full address.
  • Contact information including phone number and email.
  • Units of measure must be setup to use UN/ECE Recommendation 20 with Rec 21 extension, either as main units or as External codes.

Using ExFlow e-Invoicing for Account Receivables​

Once the ExFlow Document Integration module is installed and setup, use of ExFlow e-Invoicing follows the principle of not changing any of the user actions to create and send an e-invoice.

  • User creates and posts the invoice (from a Sales Order, Free Text Invoice or a Project), selecting the printing options.
  • The e-invoice is created from the data available in the Invoice Journal and its customer related tables, and the format and network are automatically selected based on the customer setup.
  • e-Invoice is routed to the network and the user can get information about the status in the Document integration workspace. This steps can be triggered manually or automated using the provided batch jobs.

Customer master data and invoice data​

When an e-invoice is sent to the Access Point, it will subject to some validations, checking that the mandatory customer and invoice data elements are present and match the selected format rules. While it depends on the format and the country, the below are strong recommendations to make sure the e-invoice will be validated correctly:

  • Customer tax registration number or/and VAT registration number. Note that some e-invoice validation requires a specific pattern for these identifiers.
  • At least, one full address.
  • In Customer, Sales demographics, a Primary contact (with phone and email contact details)
  • In the invoice data, Sales Taker (or Recipient, if it is a FTI) must contain a contact name with name, phone and email.
  • In the invoice data, Customer requisition and/or reference must be completed. Note: this is highly dependent on the e-invoice format selected.

Using ExFlow e-Invoicing for Account Payables​

Once the ExFlow AP and ExFlow Document Integration module are installed and setup, the electronic invoices will be retrieved from the different networks access points and transferred to ExFlow AP Import History, where the standard ExFlow AP flows will automate the next steps.

The below steps are listed as reference. For end to end automation of the AP process, the steps can be performed by the provided batch jobs.

  • User retrieves the incoming e-invoices from the Access Points
  • Incoming e-invoices are stored as intermediate step in ExFlow Document Integration Incoming Documents.
  • Desired Import method is run.
  • Incoming e-invoices are transferred to ExFlow AP.