Send and Archive Electronic Invoices

Overview

BE-terna Project integrates XRechnung and ZUGFeRD with the standard Business Central document sending features. The central entry point is the Send action in the project document editor. Depending on the sending profile, an invoice document can be output, for example,

• as a PDF,
• as an electronic invoice,
• as a PDF and an electronic invoice,
• by email, or
• as a file.

For posted project documents, the same format settings can be used for the document archive. Archived PDF and electronic invoice files are then available on the project card in the Job Sales Documents subpage.

Integration with Business Central

The feature does not use a separate sending system. Instead, it extends the following standard features:

Set up the prerequisites

Electronic document formats

Open Electronic Document Formats and review the entries for the Job Document usage. The selected format must point to the corresponding export:

• XRechnung for an XML invoice
• ZUGFeRD for a PDF invoice with embedded electronic invoice data

Document sending profile

Set up a Document Sending Profile and assign it to the invoice recipient. The following additional archive fields are available for project documents:

The Archive Document Format field is relevant only when the Archive Document Type includes an electronic document.

BE-terna Project Setup

In BE-terna Project Setup, Archive Document Format controls whether the archive formats are taken from the document sending profile. If the document sending profile is not used, the archived document is created as a PDF.

Send a project document

1. Open the invoice document in the Job Document Editor.
2. Review the invoice and reference data in the Invoicing section.
3. Select Send.
4. In Select Sending Options, review or change the sending profile, output type, and sending method.
5. Confirm the send operation or file export.

The Send action is available for invoices, partial invoices, credit memos, and partial credit memos. It uses the invoice recipient’s standard sending profile and the Job Document usage.

The Send Mail action is different. It creates a PDF using the report selection configured for the project document and opens an email. Use Send for XRechnung or ZUGFeRD.

Existing direct XRechnung action

Export as XRechnung is still available on the export menu. When you run it, the application informs you that XRechnung export is now integrated with Send. Use Send in normal operation. The direct export action remains only as a transitional route.

XRechnung

An XRechnung is created as an XML file. A complete export requires the following information in particular:

• Company address, VAT registration number, and IBAN
• Invoice recipient and their VAT registration number
• Salesperson with name, telephone number, and email address
• Start and end of the performance period
• References required by the customer, particularly the buyer reference BT-10
• Payment method and units of measure

The Invoicing section of the project document includes XRechnung Export Type, Leitweg-ID, purchase order, contract, project, tender, object, and assignment numbers, and the invoice note BT-22.

Payment method

The BT-81 XRechnung Payment Means field on the payment method specifies the code for the electronic invoice. Supported values include:

• Credit transfer, code 30
• SEPA credit transfer, code 58

Credit transfer is used if no other value is configured.

Units of measure

If no XRechnung code is configured for a unit, it is output as C62, and the original unit code is prefixed to the text. Alternatively, configure the appropriate XRechnung code on the unit or the ISO standard code that it uses.

Embed attachments

Open Attachments on the project document and enable Add to XRechnung for an attachment that should be embedded in the XML invoice. The automatically generated XRechnung file is not embedded again.

ZUGFeRD

ZUGFeRD is created as a PDF document that contains the electronic invoice data as a XRechnung. You can use Send to email the result, save it as a file, or process it according to the sending profile.

The generated ZUGFeRD PDF is also stored as a document attachment on the project document. This keeps the output file linked to the document.

Use archived documents

When creating an archived document, BE-terna Project evaluates the invoice recipient’s sending profile. Depending on Archive Document Type, a ZIP package containing

• the archived PDF,
• the electronic invoice, or
• both files

is stored with the posted project document.

When you later send a posted document, Select Sending Options shows Use Archived Document if an archived document is available. When this option is enabled, the archived document is used instead of generating a new output.

When an archived document is used, Electronic Document cannot also be selected as the email attachment type. The attachment is treated as a PDF in this case.

Archive on the project card

On the project card, select the required document in Job Sales Documents, and then open the Archive group. Depending on the stored archive, the following actions are available:

The download actions return the file that was already archived. They do not create a new electronic document afterward.

Retention

An electronic invoice that has been sent is part of the tax-relevant invoice records. Retain the file that was actually sent according to legal and company requirements. If an archive system is connected, make sure that the original file that was sent is stored there without modification.