Define how incoming e-invoices and credit notes are processed in DocuWare. The DocuWare E-Invoicing Service > Receiving tab always displays the Invoices section. A separate Credit Notes section is displayed only when Use a different configuration for Credit Notes is enabled. Configure both sections separately, as the XML structure of invoices and credit notes may differ depending on the format.
Information: Document processing configuration
If your document processing configuration is not listed in the dropdown, ensure it has been created first. See also the prerequisites.
The following fields are available in both the Invoices and, when enabled, in the Credit Notes sections:
Document processing configuration (mandatory): Select the document processing configuration that extracts data from the incoming e-invoice, maps it to DocuWare index fields, and imports the document into the target file cabinet. This configuration must be created beforehand. See also the prerequisites.
E-Invoice Format (mandatory): Select the format to which incoming e-invoices will be transformed for internal processing and stored in DocuWare. DocuWare can transform e-invoices received in different formats into a single standardized format, allowing you to apply a uniform internal processing and approval workflow regardless of the sender's original format.
Formats of clipped document(s): Select additional document representations to attach to the transformed e-invoice:
Original: Attaches the e-invoice in its original delivered format as provided by the sender, for example UBL, CII, XRechnung, or other network-specific formats.
PDF Invoice: Attaches a human-readable PDF representation of the e-invoice for review purposes. This PDF is not legally binding.
PDF Invoice (Signed): This option is currently not supported.
Information: Store the original e-invoice
Storing the original e-invoice is a legal requirement. Always select Original under Formats of clipped document(s). If the original is not stored, it will no longer be accessible and legal compliance cannot be ensured.
Network ID Field: Select the file cabinet index field in which the network reference ID of the invoice (for example the Peppol transaction ID) will be stored. This allows you to track and reference the invoice across systems.
The Network ID Field and Tax Report Status Field dropdowns suggest index fields based on the configuration defined in the assigned Document Processing configuration.
Tax Report Status Field: Select the index field in which the tax report status of the invoice is stored. This field is only visible when Enable Tax Reporting is activated on the General Configuration tab.
Use a different configuration for Credit Notes: Enable this option to configure a separate Document processing configuration and E-Invoice Format for credit notes. When enabled, a Credit Notes section appears below the Invoices section with the same fields available for separate configuration. If this option is not enabled, credit notes are processed using the same configuration as invoices.
Information: Peppol activation required for French legal entities
For French legal entities, Peppol must be activated before the configuration can be saved. Peppol activation for France is triggered automatically when the e-Reporting France configuration is completed and activated on the Sending tab.
If the e-Reporting France configuration has not been activated yet when saving, an error message is shown. In this case, go to the Sending tab and complete the e-Reporting France configuration first.
After an e-invoice is received via DocuWare E-Invoicing Service, it is stored in the configured file cabinet and the internal approval process can start. If supported by the applicable network and local regulations, status updates for received e-invoices are exchanged automatically between the sender and the network.
Next step in configuration: Sending tab