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Setting up e-invoicing

E-invoicing is included in Bp Event as of version 12.2f04. Customised settings are possible within the scope of legal requirements.

E-invoicing in 5 steps:
Step 1 Update* to the latest version (no earlier than 12.1p25)
Step 2 Load scenario
Step 3 Activate e-invoice and enter payment account
step 4 Show the VAT category in a custom segment view
Step 5 Check and make the necessary adjustments to the invoice text template

As soon as the e-invoice has been enabled in the administration and an e-invoice payment account has been entered, further fields are available on the customer account Added Fields tab.

Important:

E-invoicing has been seamlessly integrated into Bp Event in accordance with all applicable legal requirements. In the “Invoice (E-Invoice)” template, all content from the XML file is also displayed in the PDF file. Decide for yourself whether to use the new template (recommended) or have your existing e-invoice template customized. Please contact your account manager for assistance.

Read more on Generating an e-invoice.

* Read more on Automatic Updates.

  • Load the scenario

    Once your database has been updated to a current version (at least 12.1p25), you can load the integrated e-invoice scenario automatically.

    1. Log in to the database as Administrator.
    2. Go to the Administration  Administration tab in the function bar and select Administrationexpand Settings > Administration  General settings > Lizenzen Licences.
    3. Tick the box for E-invoice.
    4. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
    5. Click on Actions > Load Bp scenarios now > Load without enforcing.
    6. speichern schliessen Save and close to close the input window.
  • Enable e-invoicing and set up an e-invoice payment account

    A user with administrative authorisations can enable the e-invoice.

    1. Go to the Administration Administration tab in the function bar and select Administrationexpand Settings > Rechenblatt Invoicing.
      Note: In the case of a multi-company database, you will find invoice management in the respective company profile.
    2. Tick the box for E-invoice.
    3. Select the E-invoice payment account intended for the incoming payments from the list.
      Note: Select a bank account with IBAN from the list of available payment accounts.
  • Insert the VAT category in a custom segment view

    Add the VAT category to a custom view of booked items for easy changes per booked item. Administrative permissions are needed to edit custom views for booked items.

    1. Go to the Administration Administration tab in the function bar and select Administrationexpand  Settings > VA  Events > Vorgang Artikel Booked items.
      Note: In the case of a multi-company database, the setting for the individual booked item views are included in the respective company profile.
    2. Decide which of the Custom views (1-5) is suitable for showing the VAT category and enter a unique and self-explanatory name for the view.
    3. neu Add the VAT category and drag-and-drop it to the position you want.
    4. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
      Note: The VAT category column is displayed in the event segment if:
      - the booked items view contains the VAT code
      - the event segment is an invoice
      - the invoice recipient is qualified for e-invoicing
  • Add nationality codes in accordance with the standard

    The country codes entered in the address picklist do not always correspond to the mandatory "ISO 3166-1 Alpha-2" standard for the e-invoice (XML file).
    Example: For Germany, the ISO code is DE (not D, D- or DE-).
    The "ISO country code (Alpha-2)" mapping ensures that the different notations of the country codes in the address are translated into the correct standard.

    Check the country codes in advance using an Info Centre list in your database. Click on  infocenterexpandInfo Centre < open E-invoice Einrichtung > Adresse Verwendete Länderkürzel  to see the codes already in use.

    1. Go to the  Einrichtung Configurations tab in the function bar and click on  Funktion Mappings > ISO country code (Alpha-2).
    2.  neu Add more country codes as needed.
    3. Enter the various notations of your country codes in the column From .
    4. Enter the appropriate "ISO 3166-1 Alpha-2 Code" in the column To .
      Examples:
      From        To
      FR-        FR
      F-           FR
      IT-          IT
      I-            IT
      Note: You can find the codes at https://www.laenderdaten.info/laendercodes.php
    5. Speichern Save and close the mapping

    Important: The line with the asterisk (*) as a placeholder for missing values must always remain the last line. Insert new entries above this line.

  • Add codes for units of measure

    The unit of measure must be specified in the e-invoice. This is output as a code in the electronic invoice (XML file). The "Sales unit to code" mapping ensures that the sales unit of the item is translated into the correct codes without having to process all items individually.
    If there is no sales unit, the mapping can use the sales content unit instead, provided the sales content is 0 or 1.

    Check the units of measure in advance using an Info Centre list in your database. Click on  infocenterexpandInfo Centre < open E-invoice Einrichtung > Adresse Verwendete VK- Gebinde und-Einheiten  to see the units already in use.

    1. Go to the  Einrichtung Configurations tab in the function bar and double-click on > Funktion Mappings > Sales unit to Code.
    2. neu  Add more units as neded.
    3. In the column From, enter the various notations of the sales units.
    4. Enter the appropriate "Code" in the column To .
      Examples:
      From        To
      Bottle   XBO
      Glass      XCU
      Litre      LTR
      Metre    MTR
      Note: The codes are defined in UN/ECE Recommendation No. 20 "Codes for Units of Measure Used in International Trade". LINK https://unece.org/trade/documents/session-documents/codes-units-measure-used-international-trade-recommendation
    5. Speichern Save and close the mapping

    Important: The line with the asterisk (*) as a placeholder for missing values must always remain the last line. Insert new entries above this line.

  • Change terms in the e-invoice

    A mapping allows you to customise the labelling and formatting of the fields listed below in the e-invoice. The ‘From’ column shows the standard label. The ‘To’ column is where you enter your own label and formatting. This must be written in the following format:

    <Label>;<Separator between label and value>;<Paragraph mark after value>;<Label style>;<Value style>;<Original language>;<Target language>

    Example: Department;tab;cr;body text in bold;body text
    Tab = Tabulator
    cr = line break

    Use the copy guide in the table below and customise the terms and style as required.

    1. Go to the  Einrichtung Configurations tab in the function bar and select Funktion Mappings > E-invoice terminology ("E-Rechnung Begrifflichkeiten").
    2. Click on neuNew to insert the field you wish to rename or format.
    3. In the column ‘To’, enter the new term/style following the example provided.
    4. SaveSave and close the mapping
    Term "From" Term ‘To" (copying aid)
    Department Department;tab;cr;body text in bold;body text
    Attachment Attachment;tab;cr;body text in bold;body text
    Occasion Purpose;tab;cr;body text in bold;body text small *
    Contact CON;tab;cr;body text in bold;body text small *
    Amount Amount;tab;cr;body text in bold;body text
    On-account invoice no. On-account invoice No.;tab;cr;body text in bold;body text
    Item Item;tab;cr;body text in bold;body text
    Bank Bank;tab;cr;body text in bold;body text
    Order number Order number;tab;cr;body text in bold;body text
    BIC BIC;tab;cr;body text in bold;body text
    Booking reference Booking reference.;tab;cr;body text in bold;body text
    Unit price Unit price;tab;cr;body text in bold;body text
    Email Email;tab;cr;body text in bold;body text
    contains contains;tab;cr;body text in bold;body text
    Container Container;tab;cr;body text in bold;body text
    Total Total;tab;cr;body text in bold;body text
    Business process Business process;tab;cr;body text in bold;body text
    Creditor ID Creditor ID;tab;cr;body text in bold;body text
    Global ID (schema) Global ID (schema);tab;cr;body text in bold;body text
    IBAN IBAN;tab;cr;body text in bold;body text
    ID ID;tab;cr;body text in bold;body text
    Account Account;tab;cr;body text in bold;body text
    Corrected invoice No. Corrected invoice No.;tab;cr;body text in bold;body text
    Customer number Customer number;tab;cr;body text in bold;body text
    Route ID Route ID;tab;cr;body text in bold;body text
    Delivery address Delivery address.tab;cr;body text in bold;body text
    Supplier ID Supplier ID;tab;cr;body text in bold;body text
    Client reference Client reference.;tab;cr;body text in bold;body text
    VAT-exempt on net amount VAT exempt on net amount;tab;cr;body text in bold;body text
    VAT on-account VAT;tab;cr;body text in bold;body text
    VAT VAT;tab;cr;body text in bold;body text
    VAT on net amount VAT on net amount;tab;cr;body text in bold;body text
    Number Number;tab;cr;body text in bold;body text
    Outstanding gross invoice amount Outstanding invoice amount;tab;cr;body text in bold;body text
    Pos. Pos.;tab;cr;body text in bold;body text
    Invoice No. Invoice No.;tab;cr;body text in bold;body text
    Gross invoice amount Gross invoice amount;tab;cr;body text in bold;body text
    Invoice number Invoice No.;tab;cr;body text in bold;body text
    Reference doc. info Reference documents info.;tab;cr;body text in bold;body text
    Reference doc. no. Reference documents no.;tab;cr;body text in bold;body text
    Reference doc. URL Reference documents URL;tab;cr;body text in bold;body text
    Reference documents Reference documents;tab;cr;body text in bold;body text
    SEPA Direct Debit SEPA Direct Debit;tab;cr;body text in bold;body text
    Gross total Gross total;tab;cr;body text in bold;body text
    Net total Net total;tab;cr;body text in bold;body text
    Phone Phone;tab;cr;body text in bold;body text
    VAT exemption reason Reason for VAT exemption;tab;cr;body text in bold;body text
    VAT IN VAT IN;tab;cr;body text in bold;body text
    VAT category VAT category;tab;cr;body text in bold;body text
    VAT IN/Tax invoice issuer VAT IN/Tax number of the invoice issuer;tab;cr;body text in bold;body text
    Organiser Organiser;Tab;cr;body text in bold;body text
    Event date Event date;tab;cr;body text in bold;body text
    Purpose Purpose;tab;cr;body text in bold;body text
    Linked on-account invoice Linked on-account invoice;tab;cr;body text in bold;body text
    Linked on-account invoices Linked on-account invoices;tab;cr;body text in bold;Body text
    for Invoice No.

    Invoice No.;Tab;cr;Body text in bold;Body text

    * Two examples of rewording and formatting