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Setting up e-invoicing

E-invoicing is included in Bp Event as of version 12.1p25. Customised settings are possible within the scope of legal requirements.

E-invoicing in 4 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 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:

The e-invoice has been seamlessly integrated into Bp Event with all known legal requirements. If you want to use the e-invoice, your invoice templates must be adapted to the legal requirements. All contents of the XML file are also displayed in the PDF files based on the "E-invoice" sample template.

Decide whether you want to use the new template or have your existing invoice template customised. Please contact your account manager or the hotline.

Read more on Generating an einvoice.

* 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. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • 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.

    1. Go to the  Einrichtung Configurations tab in the function bar and click on  Position Mappings > ISO country code (Alpha-2).
    2.  New 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. save 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.

    1. Go to the  Configurations Configurations tab in the function bar and double-click on > Funktion Mappings > Sales unit to Code.
    2. New  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. save 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.