E-invoices

To generate electronic invoices (X-Invoice or Factur-X-Basic) in PlentyONE, you need a corresponding template. You create this in DocumentBuilder.

PlentyONE does not validate invoice contents.

PlentyONE facilitates the generation of invoice documents in a structured electronic format that complies with the legal requirements for e-invoices. The user is responsible for ensuring that the invoice content, too, complies with the applicable legal requirements for e-invoices.

1. Creating a standard e-invoice template

To create a template via which to generate e-invoices, first create a template of the document type Invoice. Follow the corresponding instructions on the manual page Creating a new template*.

Use the output settings to turn the template into an e-invoice template. Refer to the information on selecting the File format / XML format for e-invoices in the table Output settings, which is also on the manual page Creating a new template.

Note: You can also convert existing invoice templates into e-invoice templates by adjusting the setting for File format / XML format mentioned above.

Preview of the information on selecting the File format / XML format on the page “Creating a new template”.

File format / XML format

Select the format in which the documents are to be generated.

PDF is selected as File format by default. This setting causes the documents to be generated as PDF files only.

The following options are available for creating templates that generate invoices in an electronic format:

  • Generating e-invoices in both PDF and XML format

    • For the File format setting, select PDF/A3.

    • For the XML format setting, select the appropriate e-invoice format (X-Rechnung or Factur-X-Basic).

  • Generating *e-invoices *in XML format only

    • For the File format setting, select XML.

    • For the XML format setting, select the appropriate e-invoice format (X-Rechnung or Factur-X-Basic).

Note: The X-Invoice and Factur-X-Basic formats are both compliant with the Directive EN 16931. The user is responsible for deciding which format is most suitable for their company.

2. Creating an e-invoice template with additional optional information

If you create a standard e-invoice template, the XML e-invoices generated from it will include all mandatory information as per the EN-16931 standard. If you want the XML e-invoices to include additional data beyond the mandatory information, follow the instructions below:

Including additional optional information in XML e-invoices

  1. First, follow the instructions in the section Creating a standard e-invoice template to create and set up the template.

  2. In the template view of the e-invoice template, click the XML icon in the top-right corner.
    → The Edit XML data window opens.

  3. Open the section Optional fields.
    Note: A Currently available optional fields: GLN (Global Location Number)

  4. Activate the desired optional field.

  5. Click Confirm in the window to include the additional information in the template.
    → XML e-invoices generated using the template will now include the corresponding additional information.

3. Creating an e-invoice template for clients with different master data

For clients (webshops) whose company and/or bank data differs from the master data stored in the Setup » Settings menu, you need to perform an additional step to generate XML e-invoices. This step involves overwriting the existing XML data.

3.1. The reasons for the additional step

To generate an XML e-invoice for an order, DocumentBuilder pulls the required master, bank, and order data directly from the system, and transfers it into the XML document. The texts, widgets, and variables used to create the content of a PDF invoice in DocumentBuilder are not relevant to XML e-invoices.

In PlentyONE, only one set of master company data and/or bank data can be configured per system. When DocumentBuilder generates XML e-invoices, it automatically pulls this data.

To generate XML e-invoices for a client (webshop) that has different master company data and/or bank data, the data automatically pulled needs to be overwritten.

3.2. Instructions for overwriting XML data

To automatically overwrite the XML data for a client (webshop) whose company and/or bank data is different from the master data in the system, proceed as follows:

Instructions for overwriting XML data

  1. First, follow the instructions in the section Creating a standard e-invoice template to create and set up the template.

  2. In the template view of the e-invoice template, click the XML icon in the top-right corner.
    → The Edit XML data window opens. Here, the editable fields are grouped into the following sections:

  3. Open the appropriate section.

  4. Enter the data that you want to replace the master data with.

  5. Click on Confirm to replace the existing XML data with the newly entered information.

Note regarding changes to company master data and bank master data.

If you have used the function to overwrite XML data for a template, note the following when making changes to the company or bank master data:

  • Changes to the data in the Setup » Settings menu will not be taken into account for the template if they affect the fields containing data in the Edit XML data window.

  • Changes to the company or bank master data entered in the Edit XML data window also must be made in the Edit XML data window. See the section Instructions for overwriting XML data for more information.