SAP invoice by e-mail
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In common parlance, both e-mails with attachments and purely pictorial representations as well as exclusively structured data formats are referred to as e-invoices. European Directive 204/55/EU of 16 April 2014 describes the framework conditions for electronic invoicing (e-invoicing) for public contracts. The Directive defines the term electronic invoice in § 4a as follows: “An invoice is electronic if it is issued, transmitted and received in a structured electronic format and the format allows the automatic and electronic processing of the invoice.”
Various conditions are important when using it. These include the consent of the invoice recipient, human readability, authenticity of origin, mandatory information (see also paper invoice).
Read also => E-invoice
In order to help the acceptance and spread of electronic mail in everyday business to achieve a breakthrough, the legislator has reduced the requirements. This applies specifically to e-invoices. Transmission can be done in edi procedure. The qualified electronic signature is no longer required. This digital signature has not been necessary since 1 July 2011. Invoices can be sent electronically without the need to use a digital signature. The abolition of electronic signaturehas have simplified the creation and use of e-invoicing for the biller and the recipient. Since then, the mailing of invoices has been steadily increasing. Of course, there are still customers who only accept invoices by paper. Nevertheless, electronically sent invoices are on the rise and legally valid.
E Invoice SAP
XRechnung specifies a digital format for digital invoicing. It was determined by the IT Planning Council for the Federal and State Governments. In this way, Germany is creating a uniform format for electronic invoicing. This provision is in line with the requirements at European level under EU Directive 2014/55/EU. According to the EU Directive, suppliers of contracting authorities must be able to produce correct e-invoices to authorities in Germany from the end of November 2020. This is because in the future, only XRechnung will be accepted as an electronic invoice by all public sector clients.
That’s why we have developed an extension for XRechnungen and ZUGFeRD for our MailCenter customers and fully integrated it into SAP. This allows you to create, validate and send invoices according to the German format of the XInvoice. The generation takes place directly in the course of invoicing with SAP.
You can also read more about XRechnung here: XRechnung .
Various formats can be used for invoices by e-mail.
PDF/A is a file format that originated from the desire for long-term archiving of digital documents. The format is standardized by the International Organization for Standardization (ISO) as a subset of the Portable Document Format (PDF).
SAP Mail Invoice PDF/A-3
The German Electronic Invoice Forum (FeRD) has developed a common overarching format for e-invoices. The format can be used for the exchange of accounts between businesses, public authorities and consumers. This allows the exchange of structured data between the biller and the recipient (“ZUGFeRD” format). The ZUGFeRD invoice format makes it possible to transmit invoice data in a structured manner in a PDF file. These are read out and processed without further steps. The FeRD invoice format was developed by companies from the automotive, retail, banking, software, public sector. It meets the requirements of international standardization. It can also be included and applied in cross-border European and global accounting. Whether and to what extent the ZUGFeRD initiative can establish itself on the market is currently questionable. So far, the format is only available for invoices. An extension to other processes is discussed. Read also => ZUGFeRD.
E-RECHNUNG.GV.AT is the data transfer procedure for the submission of electronic structured invoices (e-invoices) to public administration or companies in Austria. For information on this, as well as the topics “SAP billing by e-mail”, “Emails with PDF invoices”, “Creating electronic invoices” and “Send invoices electronically”, please contact us. We will be happy to help you.
From 2005 PDF/A-1 PDF/A-1b PDF/A-1a (based on PDF 1.4) From 2011 PDF/A-2 PDF/A-2b – (based on PDF 1.7) guarantees the correct appearance of the document for long-term archiving PDF/A-2u – all text is displayed in Unicode PDF/A-2a – structural and semantic properties From 2012 PDF/A-3 PDF/A-3 – Opens up possibilities for electronic invoices, as this standard allows both machine-readable data in XML format and archive-grade data to be used in one file. PDF output of the invoice.
From 2014 ZUGFeRD ZUGFeRD Version 1.0 – Initiated by the Federal Ministry for Economic Affairs and Energy (BMWi) 2 parts: PDF/A-3 + structured data in XML format will be attached to PDF/A-3 As of 2018 XRechnung XRechnung – mandatory from 2019 and 2020 for all public contracting authorities.
Contractors must switch to sending electronic invoices by November 27, 2020 at the latest. From 2019 ZUGFeRD Version 2.0 ZUGFeRD Version 2.0 – This format plays a subordinate role next to XRechnung . Public institutions uniformly use the XRechnung standard adopted by the IT Planning Council.
The following PDF/A versions are supported as of SAP NetWeaver AS for Java 7.5 SP05 (ADS version 1160.2016+):
| Supported PDF/A formats | |
| Format | Standard |
| PDF/A-1 | ISO 19005-1 |
| PDF/A-1b | ISO 19005-1 |
| PDF/A-2b | ISO 19005-2 |
| PDF/A-3b | ISO 19005-3 |
You define the desired PDF / A format in the print program. For the “Archive” and “Printing and Archiving” scenarios, it is still possible to activate the PDF/A output via a BAdI (Business Add-in).
Starting with NW Release 7.50 SP05, ADS offers the possibility to convert PDF files to PDF/A or ZUGFeRD-PDF/A. The converting PDFs must meet the following requirements: All non-native Adobe fonts must be ’embedded’ PDF version is 1.3 or higher PDF is not interactive PDF is not dynamic Use the following feature test to check whether the ADS version you are using supports this function: ABAP class CL_FP_FEATURE_TEST.
The international project Pan-European Public Procurement OnLine (PEPPOL) serves to standardise cross-border, electronically supported public procurement procedures within the European Union. The aim is to speed up the electronically supported public tendering and procurement process, thereby saving costs. PEPPOL supports E-invoicing Directive 2014/55/EU. PEPPOL is not limited to the exchange of invoices (E-Invoicing) such as ZUGFerd. It covers the entire electronic procurement process. PEPPOL allows the exchange with all registered partners in the network via a connection. Access is via so-called access points.
Different message types, such as the invoice, are exchanged via the defined standards. These principles include the Universal Business Language (UBL Standard ISO/IEC) format. The PEPPOL network is used for the exchange of UBL documents.
SAP is one of the first providers to create the basis for electronic invoicing to authorities according to the secure PEPPOL standard. The Walldorf-based company provides a cloud-based solution for this purpose.
Further links:XRechnungE-Invoice – Electronic Invoice
Although we have now arrived in 2020, the majority of invoices are still sent by post. In other areas, a large part of the communication in business is exchanged via e-mail. In Germany alone, according to The BMI, we send more than 30 billion invoices by post each year. Companies have various potential savings from sending electronic invoices. After all, electronic invoices do not only save paper and postage. By sending invoices from SAP by e-mail, you can replace labor-intensive and error-prone processes.
With the MailCenter, it’s an easy exercise. The add-on is seamlessly integrated into the system and can be flexibly adapted to the respective business process. You create, edit and send emails directly in the ERP backend. This solution makes an important contribution to the digitization of your company.
In addition to the basic topics, there are always questions about the ERP standard. What are the options for mail titles and texts, body, corporate design and (mandatory) standard information with transaction SODIS. This is precisely where the standard has shortcomings. Other problem areas include recipient discovery (only one address), mail processing, file creation, and file attachment management. Companies that use ERP and want to send documents quickly and efficiently need an additional IT solution in most cases.
When you send invoices to your customers, there are numerous advantages
Easy to use
Easy implementation
Scope of the solution
The application is available in German and English. In addition to the provision of the programs, we take over the initial setup. In any case, the program is easy and quick to implement. You don’t need any other hardware or software. Turn your SAP ERP into a digital mailroom. Our services
Implementation – Quick setup of the integration through standardized procedure
The SAP configuration is based on the standardized project roadmap. For this purpose, we determine your requirements at the start of the project with the help of a predefined list of questions. This is followed by the import of the transports and the configuration of the test system. You will also receive documentation of the technical settings and one regarding the application. Finally, selected key users check the correct setup of the application. At this stage, our consultants will provide you with advice and assistance. During the production start and operation phase, you will receive support from our support. In addition, our service support ensures the smooth operation of the SAP expansion in your company. In addition, we provide you with regularly updated program versions via our customer portal. For this purpose, you as a customer will have access to the Download area MailCenter. There you will find all documents and documents as well as updates to the program.
Technology
System requirement Product versions from:
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Technical Data
