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Convert an incoming UBL or purchase invoice csv/xls into Scope

Automatically convert and import a purchase invoice (Accounts Payable) into Scope

A UBL invoice is a digital invoice in a standardized XML format. This standard layout makes it easy for invoicing or accounting software to read and process invoices. Using UBL reduces the number of steps needed to process an invoice.

UBL stands for Universal Business Language and was developed by the Dutch Ministry of Economic Affairs. A UBL invoice is also called an e-invoice, and sending or receiving e-invoices is referred to as e-invoicing.

Scope can process incoming UBL invoices. This can result in a fully keyed-off and finalized purchase invoice.

Processing UBL in Scope

  • AP Import: Scope can process incoming UBL files via AP Import.

  • Users can upload UBL files received by email directly into Scope.

  • Suppliers must include shipment references with the correct codes and a description of charges.

Some suppliers send UBLs without shipment references or with a single total line instead of itemized charges. You can have UBLs checked for importability by contacting service@riege.com.

Correct UBL Process

  1. Create an import mapping for each supplier in Scope. This helps Scope match charge descriptions in the UBL to the correct charge types.

  2. Import the UBL file using AP Import.

If all shipments and charges are recognized and the purchase invoice balances, Scope can automatically create and possibly finalize the invoice.

  • If a shipment or charge type is missing, you can adjust it manually in AP Import before generating the Accounts Payable invoice.

  • If the invoice applies to multiple branches within the same entity, Scope handles it just like a manual entry.

  • The original PDF is automatically stored in Scope under Documents in Accounts Payable.

Setup time: about 1.5 hours for initial setup plus 1–2 hours for assistance with mapping and explanations (billed at the support rate).

If Your Supplier Cannot Provide a UBL

  • If the supplier can only provide a PDF invoice, an external EDI conversion tool can convert the PDF into a UBL that Scope can read.

    Please contact service@riege.com to request the contact details of EDI partners we already know who can handle this PDF to UBL conversion.

  • The PDF must include structured information such as supplier details, shipment numbers, cost items, totals, and VAT breakdowns. Not all PDFs can be converted successfully.

  • The converted UBL can be uploaded to a Scope FTP server, from which Scope automatically retrieves it via AP Import.

Automation

If you want to automate UBL invoice import into Scope, contact service@riege.com to request a proposal for activating SKU code S52.

For more details, see: