An e-invoice (electronic invoice) is an invoice whose complete content is transmitted in a structured electronic format. The key requirement is that the data is machine-readable and complies with the legal requirements of the EU standard EN 16931.
Unlike a classic PDF invoice, a genuine e-invoice fulfills additional technical, semantic and formal requirements that enable automated processing — for example, in accounts payable or accounting systems. Standardization serves to ensure uniform communication between companies, public authorities and service providers throughout the EU.
Note
A classic PDF invoice does not qualify as an e-invoice within the meaning of EN 16931, even if it is sent digitally.
Deadlines and general information can be found in the article Legal background: E-Invoice / ZUGFeRD.
Xentral supports the formats most widely used in Germany that comply with EN 16931:
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Currently supported version: XRechnung 3.0.2
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Technical basis: XML based on CII (Cross Industry Invoice)
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Fully complies with the requirements of EN 16931
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Area of application: mandatory for B2G invoices (Business-to-Government) in Germany
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Currently supported version: ZUGFeRD 2.3.2 (EN16931 profile)
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Technical basis: PDF/A-3 with embedded CII XML
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Format type: Hybrid format — visually readable PDF and machine-readable XML
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Suitable for: B2B customers without e-invoice obligation
Note
Xentral exclusively processes CII-based XML structures (Cross Industry Invoice). UBL is currently not supported. This applies to both the pure XML XRechnung and the embedded XML in the ZUGFeRD PDF.
Before you can create and send e-invoices, you define which format Xentral should use in the general settings. You can access the settings via Settings > Accounting > E-Invoice & Swiss QR Code > General Settings.
Here you can create one or more formats and optionally restrict them to a specific project. If you do not assign a project, the format applies to all projects.
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Click on New Setting.
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Select the desired Plugin (format): XRechnung or ZUGFeRD.
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Optionally select a Project for which the plugin should apply.
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Select the desired Settings (see tables below).
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Optionally enter a Valid from and/or Valid to date.
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Fill in the mandatory fields on the right-hand side (see below).
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Click on Save.
Depending on the selected plugin, the following options are available:
XRechnung
Option |
Description |
|---|---|
No action |
No XRechnung is generated. |
Save file as invoice attachment |
The XRechnung is generated but must be selected manually in the send dialog. |
Save as type attachment |
The XRechnung is generated and automatically added as an email attachment. |
Note
In addition to the XRechnung, Xentral always generates a standard PDF invoice as well.
ZUGFeRD
Option |
Description |
|---|---|
No action |
No ZUGFeRD PDF is generated. |
Save file as invoice attachment |
The ZUGFeRD PDF is generated but must be selected manually in the send dialog. |
Save as type attachment |
The ZUGFeRD PDF is automatically added as an email attachment. |
Replace original PDF (recommended) |
The standard PDF invoice is completely replaced by the ZUGFeRD PDF. The ZUGFeRD PDF can be opened with any PDF viewer and is therefore just as easy to use for customers without an e-invoice obligation as a regular PDF. |
Under Settings > Accounting > E-Invoice & Swiss QR Code > E-invoice unit codes you manage the unit assignments for e-invoices. Since XRechnung and ZUGFeRD exclusively accept standardized unit codes in accordance with EN 16931 / UN/ECE, the units used in Xentral must be correctly mapped.
Xentral provides a base list of common units.
If you use your own units or work outside the standard configuration, you can add further assignments. To do this, open the editing menu by clicking on the edit icon, then select the applicable code:
Note
If a code is missing or incorrectly mapped, the e-invoice may be rejected by the recipient.
Under Settings > Accounting > E-Invoice & Swiss QR Code > E-invoice tax codes you manage the tax code assignments for e-invoices. The codes defined here determine how the VAT information of an invoice is transferred to the XML format in accordance with EN 16931.
Xentral provides a standard configuration that is sufficient for most companies:
Tax |
Comment |
Plugin |
Code |
Description |
|---|---|---|---|---|
normal |
Standard |
XRechnung |
S |
Normal |
normal |
Standard |
ZUGFeRD |
S |
Normal |
ermaessigt |
Reduced |
XRechnung |
AA |
Reduced |
ermaessigt |
Reduced |
ZUGFeRD |
AA |
Reduced |
befreit |
Tax exempt |
XRechnung |
Z |
Tax exempt |
befreit |
Tax exempt |
ZUGFeRD |
Z |
Tax exempt |
If you require special configurations or use your own tax rates, you can add additional entries here. To do this, open the editing menu by clicking on the edit icon, then select the applicable code.
Note
Many European validators — including official government checking tools — do not currently accept the tax code "AA" for reduced tax rates reliably. By default, Xentral outputs the code "S", which can also be used for reduced tax rates if a validator has problems with "AA". The correct tax rate (e.g. 7%) is still output correctly in the XML.
Under Settings > Accounting > E-Invoice & Swiss QR Code > E-invoice Payment Methods you define how the payment methods used in Xentral are output in e-invoices. The page displays all payment methods created in Xentral. For each payment method you can define the e-invoice fields BT-81 (payment method code) and BT-82 (short description).
Click on the edit icon for a payment method. In the dialog window you can configure the following fields:
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BT-81 (payment method code): Selection via a drop-down menu. Only the numeric code is transferred to the XML.
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BT-82 (short description): Mandatory field, max. 256 characters. Is automatically pre-filled when BT-81 is selected, but can be overwritten manually.
Available payment method codes (excerpt):
Code |
Description |
|---|---|
10 |
Cash payment |
30 |
Bank transfer |
48 |
Bank card (Debit card) |
49 |
Direct debit |
57 |
Standing order |
58 |
SEPA Credit Transfer |
59 |
SEPA Direct Debit |
97 |
Clearing between partners |
ZZZ |
Other payment method |
For some payment methods, additional data must be maintained in Xentral:
Code |
Required data |
|---|---|
30 – Bank transfer |
IBAN & BIC |
49 – Direct debit |
IBAN & BIC |
58 – SEPA Credit Transfer |
IBAN & BIC |
59 – SEPA Direct Debit |
IBAN & BIC + mandate reference |
Note
The configuration of payment methods applies to both formats — XRechnung and ZUGFeRD — and only needs to be carried out once.
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Detailed description (BT-20)**
Electronic invoices according to EN 16931 contain a dedicated section for payment terms, which is output as machine-readable XML. Xentral transfers the full text of the payment terms (BT-20) directly from the invoice — exactly as it appears on the PDF. This means the PDF output and the e-invoice are fully synchronized.
Note
BT-20 is output in both XRechnung and ZUGFeRD. The text is limited to a maximum of 1,000 characters (in accordance with EN 16931). If no payment text is present on the invoice, no BT-20 information is transmitted.
A prerequisite for sending XRechnungs to authorities and public institutions is the Leitweg ID. Without it, the invoice is automatically rejected by the recipient.
The Leitweg ID is pulled from free field 20 of the customer address in Xentral and must be maintained there. To ensure the custom field is displayed correctly in the address, you carry out a one-time setup as follows:
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Navigate to Basic settings > Master data > Custom fields.
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In the desired position in the Address custom fields area, enter the following details:
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Label: Leitweg ID
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Type: single-line
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Optional: Define whether the field should appear in Column 1 or Column 2 and in what order.
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Click on Save.
The Leitweg ID field then appears in the customer address under Details > Address data > Additional fields and can be maintained there with the respective value.
Note
The Leitweg ID is automatically transferred to the e-invoice if it is stored in the customer address — regardless of format: both in XRechnung and in ZUGFeRD.
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Navigate to Accounting > Invoices > +Create new or use Smart Search and enter Invoices.
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Enter all positions and data in full and release the invoice.
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Xentral automatically generates the appropriate e-invoice (XRechnung or ZUGFeRD) according to your settings.
Note
The e-invoice is created when the document is generated — for example, when archiving a PDF or activating write protection.
Click on the PDF download icon in the invoice overview or in the preview. If e-invoicing is activated, the XML or ZUGFeRD file is also made available.
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Open the action menu of the invoice.
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Select Send invoice > Send by email.
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Xentral automatically adds the e-invoice as an attachment depending on the selected format.
Note
If you have selected the Save file as invoice attachment option, the attachment is not sent automatically. You must select it manually in the send dialog.
Xentral can send e-invoices automatically as part of the auto-dispatch (logistics process level 1 or 2). Two areas must be correctly configured for this:
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In the General Settings, the Save as attachment option must be activated. This option ensures that Xentral automatically generates the e-invoice and adds it as an active attachment to the dispatch email — without manual selection.
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In the respective Project, the dispatch of PDF attachments must be activated.
Once both settings are active, Xentral automatically generates the e-invoice when the document is generated, attaches it in the correct format to the dispatch email and sends the invoice fully automated in the logistics process.
Note
Project-specific settings take priority over global e-invoice settings. If no format is assigned to a project, Xentral uses the default format.
You receive an e-invoice from a supplier and download it to your computer. In Xentral, you can upload the downloaded e-invoice in the Accounts Payable module.
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Navigate to Accounting > Accounts Payable > +Create new or use Smart Search and enter Accounts Payable.
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Upload your supplier’s e-invoice in the new liability.
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The e-invoice is displayed in the preview.
A BT code (Business Term) is the standardized and unique designation of a data field in an electronic invoice. It ensures that invoice details such as invoice number, invoice date or tax information are understood in the same way by all systems and processed correctly — regardless of software, country or transmission method.
Instead of freely named field names, fixed codes are used, for example:
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BT-1 = Invoice number
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BT-2 = Invoice date
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BT-112 = Total invoice amount
BT codes are part of the European e-invoice standard EN 16931. As a user, they are not visible to you and do not need to be maintained manually — they run in the background and ensure error-free, legally compliant processing of your e-invoices.
DIN EN 16931 is the German implementation of the European e-invoice standard. It defines how an electronic invoice must be structured, what information it may or must contain — and describes these among other things through BT codes. When you create an e-invoice in accordance with DIN EN 16931 (e.g. XRechnung or ZUGFeRD), Xentral uses the appropriate BT codes automatically in the background. For you, this means: you work with standard invoice fields, while the standard ensures legal compliance, conformity with standards and machine readability.