How to pass Scope invoices to the accounting software?
This article describes the available options for transferring Scope invoice PDFs into your accounting system.
Financial transactions vs invoices
Financial transactions and invoices are not identical.
In most cases the Scope Accounting interface creates financial transactions (!) for the finished outgoing and incoming invoices. These financial transactions are written to a file in a format supported by the accounting system. Depending on the accounting application, these files can then be imported as revenue and cost entries, creating the corresponding receivable or payable items.
As a result, the actual invoice document (hardcopy or PDF) is not stored in the accounting application. Consequently, users who work exclusively in the accounting system and do not have access to Scope cannot view a hardcopy of the invoice.
Important: prevent duplicate invoice postings
To make the invoice PDF available in the accounting application, you must first review the options provided by that system. Some accounting applications can import invoices (for example via email, FTP or API). However, such imports often also create their own financial postings for the imported invoices. Since the existing Scope accounting interface already generates these financial postings, this can lead to invoices being posted twice in the accounting system.
To prevent this, the existing accounting interface may need to be adjusted.
Options to transfer invoice PDFs from Scope to accounting software
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Extend the accounting interface output with ZIP files that contain the invoice PDFs
With this option, during creation of the regular accounting batch files, Scope can also create a ZIP file containing the invoice PDFs for all invoices included in that batch.
The ZIP file can also include PDFs of incoming invoices. For this, the incoming invoice PDF must be uploaded to Scope in the Documents tab of the Accounts Payable function and assigned the document type “Accounts Payable” so that Scope can identify it as the hardcopy of the incoming invoice. -
As PDF via email
In the Scope email template, add a BCC email address of the accounting application so that the invoice PDF is sent to the accounting system as well. Note: This option only applies to outgoing invoices that are emailed directly to the customer. If Scope does not send all invoices directly to all customers by email, this option is not recommended.
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As XML/UBL + PDF
This option must be configured in the Financial Settings in Scope (accessible only to Riege Support). Each outgoing invoice PDF is then converted into a Scope-XML or UBL file, and both the PDF and the XML/UBL file are sent either to an email address or, preferably, to an FTP account. Note: This option works for all outgoing invoices at the time of finalization. It does not support incoming invoices. See Scope Outgoing E-Invoice Interface -
Using the Scope Document Interface
The Scope Document Interface can be used to exchange documents with Scope, both inbound and outbound, including document types other than invoices. In this interface, documents are transferred as XML files with the PDF embedded in Base64-encoded form. For the specifications, see Scope Document Interface Note: This option supports both outgoing and incoming invoices. For incoming invoices, the document type “Accounts Payable” must be used. See also the note under option 1.