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How is the E-Invoice Import in Scope working?

Scope currently supports the import of e-invoices according to the UBL standard.

UBL - the Universal Business Language (http://ubl.xml.org) - is an OASIS Standard and defines a royalty-free library of standard XML business documents supporting digitization of the commercial and logistical processes for domestic and international supply chains such as purchase orders and invoices.

The UBL e-invoice format is one of the syntaxes that supports the European standard EN 16931 for e-invoices.

Definitions

Supported UBL Versions

Supported UBL Documents

  • UBL invoice as defined in UBL-Invoice-2.1.xsd or UBL-Invoice-2.2.xsd.

  • UBL credit note as defined in UBL-CreditNote-2.1.xsd. or UBL-CreditNote-2.2.xsd.

  • UBL freight invoice as defined in UBL-FreightInvoice-2.1.xsd or UBL-FreightInvoice-2.2.xsd. Scope only imports the invoice data.

UBL Flavors/Variants

The UBL e-invoice import in Scope is independent of the European standard EN 16931 and any national flavors/variants of this standard.

Example File

Example invoice: UBL-Invoice.xml

Import Process

The e-invoice import process in Scope consists of three main steps:

  1. Import as Accounts Payable Import Entry
    In the first step, the e-invoice is imported into Scope as an accounts payable import entry. During this process, key external data - such as the vendor, order references, and charge types - are mapped to the corresponding master data entries, orders/shipments within Scope.

  2. Creation of the Accounts Payable Entry
    Once all mandatory data has been correctly mapped and basic consistency checks are completed successfully, the accounts payable entry can be created. At this point, any existing estimates associated with the mapped orders/shipments are automatically matched and resolved.

  3. Booking of the Accounts Payable Entry
    Depending on the vendor-specific accounts payable import template in Scope, the accounts payable entry may be booked automatically - provided that the deviation between the invoice charge lines and the corresponding estimates in Scope remains within an acceptable threshold. If the deviation exceeds this limit, the invoice can be assigned to a clerk for manual review and verification.