Introduction document processing

Document Processing for Scanners, Folders, and Printers

You create and edit configurations for processing your documents in the Document Processing section. These can be set up for different sources: scanner, folder, and DocuWare Printer.

To store documents in a file cabinet, you need at least one processing configuration. In such a configuration, you set the target file cabinet for the documents, make settings for indexing, and define details such as adding a metadata file or electronic signature. Without a processing configuration, you can only store documents in your default document tray, but not in a file cabinet.

In order to store documents in DocuWare using a scanner, from a folder or with a printer, you need the DocuWare Desktop Apps.

If you have set up several connections while working in the document processing configuration area, the active connection changes to the system currently in use under certain vonditions. For example, a user has two connections in the Desktop Apps: one for system X and another for system Y. The connection for system X is the active one. If the user logs on to system Y and opens document processing, the connection automatically changes to system Y as soon as he opens an existing or new configuration that contains an example document.

Best Practices: Import electronic invoices

With DocuWare, you can import and process electronic invoices in a revision-proof manner. Invoice data is read out and documents are stored automatically.

This also works with certain electronic invoices that have metadata in XML format.

Supported standards

When importing an e-invoice, DocuWare reads the XML invoice data, displays it as metadata, and reads it out during import.

Among others, the following national standards for e-invoices are supported:

  • XRechnung (Germany)
    According to the German E-Invoicing Act and EU Directive 2014/55/EU, the standard applies to the exchange of invoices with German federal authorities.

  • ZUGFeRD (Germany)
    The standard provides the XML file embedded in a PDF that makes the XML data readable to the human eye.
    DocuWare supports Zugferd 1.0-2.3

  • FacturX (France)
    This standard is the French version of the ZUGFeRD standard with the same content.

Background: For e-bill exchange in the European Union, the EN 16931 standard regulates which contents an e-bill must include and which data model is permissible for electronic invoicing. According to this standard, electronic billing documents can be sent as structured data, for example as XML files or as PDF files with embedded XML data. DocuWare supports the two data models provided in these, the XML syntax UBL (Universal Business Language) and CII (UN/CEFACT/Cross Industry Invoice).

  • FatturaPA (Italy)
    In addition, DocuWare supports the Italian FatturaPA standard, which does not comply with the EN 16931 standard.
    In Italy, it is also a legal requirement to sign XML invoices with a Qualified Electronic Signature according to the PAdES, XAdES or CAdES standard.
    With DocuWare version 7.11, the viewer now supports with CAdES all three signature types for Italian e-invoices in Fattura PA when displaying documents.

DocuWare displays the invoice in the viewer in a reader-friendly version similar to a PDF invoice so that you don't have to deal with the coded representation of the invoice data for e-invoices in pure XML format.

  • DIAN (Colombia)
    This standard is prescribed by the Colombian tax and customs authority DIAN (Dirección de Impuestos y Aduanas Nacionales). The invoice usually consists of two files (XML and PDF). The PDF file can be stored separately from the XML file and, if necessary, stapled or linked to it so that it is also displayed in the viewer.

Create import configuration for e-invoicing

You create configurations for e-invoices in the DocuWare Configuration in the Document Processing area. Each configuration is based on an example document, either a PDF with embedded metadata (e.g. according to ZUGFeRD standard) or an XML file (e.g. according to standard XRechnung).

The structured XML data of your sample e-invoice is displayed in such a way that you can easily assign it to the desired DocuWare index fields. How you assign the data in detail depends on the respective use case.

Audit-proof archiving

DocuWare enables you to store your e-invoices in a revision-proof manner: It is guaranteed that the e-invoices are stored unchangeably, can be displayed legibly to the human eye for auditing purposes, and can be tracked and clearly indexed. This can be done, for example, by indexing the document/invoice number, customer/supplier name and total.

In any case, you should take into account the requirements of your national tax authority.