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Configure the automatic creation of XML invoice files for Peppol BIS Billing 3.0 e-invoicing standard

Configure the automatic creation of XML invoice files for Peppol BIS Billing 3.0 e-invoicing standard

Introduction

XTRF Home Portal offers an automatic creation of XML invoice files that comply with the Peppol BIS Billing 3.0 standard and can be uploaded to European accounting platforms. When all the required settings are properly configured, XTRF creates an XML file along with the regular PDF invoice for each invoice in Ready status.

To enable this feature in your XTRF, please contact the XTRF Support team.

We strongly recommend testing this feature before using it for actual invoicing to ensure it complies with your local e-invoicing mandates.

Enter the required data for e-invoicing

To make your XTRF invoices compatible with the Peppol standard, enter the required information in the following XTRF fields and sections:

Clients module (buyer details)

In the Client profiles → Main Data tab → Identification Data subtab, enter your client data in the Peppol e-invoicing ID section:

  1. In the Identification Scheme field, enter the 4-digit code (ICD) that identifies the authoritative agency that issued the ‘Organization Code’ (for example, 9945 for Poland).

  2. In the Organization Code field, enter the unique business identification number issued by the agency mentioned in Step 1 (for example, the NIP number for Poland).

The Combined Peppol ID for your client will be displayed below.

Client profile.png

Branches (seller details)

In the Configuration menu → General Configuration → Branches → Branch profile → General tab, enter your company data in the Peppol e-invoicing ID section:

  1. In the Identification Scheme field, enter the 4-digit code (ICD) that identifies the authoritative agency that issued the ‘Organization Code’, (for example, 9930 for Germany).

  2. In the Organization Code field, enter the unique business identification number issued by your local authoritative agency (for example, the VAT number for Germany).

The Combined Peppol ID for your company will be displayed below.

Branch.png

Tax rates

In the Configuration menu → System Values: Basic → Tax Rates section, open the tax rates you apply to the invoices. Then enter the data in the following fields, according to the Peppol standard:

  • Tax Category Code (for example, G for export outside EU).

  • Tax Exemption Reason (for example, Reverse Charge).

  • Tax Exemption Reason Code (for example, VATEX-EU-G for export outside EU).

Tax Rates.png

 

Payment types

In the Configuration menu → System Values: Advanced → Payment Types section, open the payment types you are using in the invoices. Then enter the Payment Type Code, according to the Peppol standard (for example, 30 for Bank Transfer).

Payment type.png

Calculation units

In the Configuration menu → System Values: Advanced → Calculation units section, open the calculation units you are using in the system. Then enter the Unit Code, according to the Peppol standard (for example, C62 for source word).

Calculation unit.png

After you add the required information to the system, XML invoice files will be created automatically without any further action from your side. XML files can then be downloaded manually or via API.

Field mapping details

Main invoice elements

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cbc:ID> Invoice number (BT-1)

Client invoice: Invoice No

Mandatory

<cbc:IssueDate> Invoice issue date (BT-2)

Client invoice: Date

Mandatory

<cbc:DueDate> Payment due date (BT-9)

Client invoice: Payment Due Date

Optional

<cbc:DocumentCurrencyCode> Invoice currency code (BT-5)

Client invoice: Currency

Mandatory

Client (buyer) reference

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cac:OrderReference>/<cbc:ID> Purchase order reference

For Smart projects: Client Reference Number
For Classic projects: Client PO Number

If the invoice includes several projects, all required Reference/ PO numbers will be listed, separated by commas.

Mandatory

Seller data

Seller identification

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cbc:EndpointID schemeID="..."> Seller electronic address (BT-34) + Scheme identifier (BT-34-1)

Branch profile → General tab: Identification Scheme + Organization Code

Mandatory

Seller name

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cac:PartyName><cbc:Name> Seller trading name (BT-28)

Branch profile → General tab: Name

Optional

Postal Address

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cbc:StreetName> Seller address line 1 (BT-35)

Branch profile → General tab: Address line 1

Optional

<cbc:AdditionalStreetName> Seller address line 2

Branch profile → General tab: Address line 2

Optional

<cbc:CityName> Seller city (BT-37)

Branch profile → General tab: City

Optional

<cbc:PostalZone> Seller post code (BT-38)

Branch profile → General tab: ZIP code

Optional

<cac:Country><cbc:IdentificationCode> Seller country code (BT-40)

Branch profile → General tab: Country

Mandatory

Tax Scheme

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cac:PartyTaxScheme><cbc:CompanyID> Seller VAT identifier (BT-31)

TAX No 3

Optional

Legal Entity

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cac:PartyLegalEntity><cbc:RegistrationName> Seller name (BT-27)

Branch profile → General tab: Full Name

Optional

Buyer data

Buyer Identification

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cbc:EndpointID schemeID="..."> Buyer electronic address (BT-49) + Scheme identifier (BT-49-1)

Client profile → Main Data tab → Identification Data subtab: Identification Scheme + Organization Code

Mandatory

Buyer Name

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cac:PartyName><cbc:Name> Buyer trading name (BT-45)

Client profile → Main Data tab → Identification Data subtab: Legal Name

Optional

Postal Address

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cbc:StreetName> Buyer address line 1 (BT-50)

Client profile → Main Data tab → Billing Address subtab: Address line 1

Optional

<cbc:AdditionalStreetName> Buyer address line 2

Client profile → Main Data tab → Billing Address subtab: Address line 2

Optional

<cbc:CityName> Buyer city (BT-52)

Client profile → Main Data tab → Billing Address subtab: City

Optional

<cbc:PostalZone> Buyer post code (BT-53)

Client profile → Main Data tab → Billing Address subtab: ZIP code

Optional

<cbc:CountrySubentity> Buyer country subdivision (BT-54)

Client profile → Main Data tab → Billing Address subtab: Region/County/State/Province, etc.

Optional

<cac:Country><cbc:IdentificationCode> Buyer country code (BT-55)

Client profile → Main Data tab → Billing Address subtab: Country

Mandatory

Tax Scheme and Legal Entity

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cac:PartyTaxScheme><cbc:CompanyID> Buyer VAT identifier (BT-48)

Client profile → Main Data tab → Identification Data subtab: Combined Peppol ID

Optional

<cac:PartyLegalEntity><cbc:RegistrationName> Buyer name (BT-44)

Client profile → Main Data tab → Identification Data subtab: Legal Name

Optional

Payment means

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cbc:PaymentMeansCode> Payment means type code (BT-81)

Client invoice: Payment Method

Mandatory

<cac:PayeeFinancialAccount><cbc:ID> Payment account identifier (BT-84)

‘Wire Transfer’ type payment method defined in System Values: Basic → Bank Account tab: IBAN

Mandatory for the ‘Wire Transfer’ type payment methods.

Tax total

Total Tax Amount

XML field and Peppol definition

XTRF source

Mandatory/Optional

<cac:TaxTotal><cbc:TaxAmount> Invoice total VAT amount (BT-110)

Client invoice: Gross Total minus Net Total

Mandatory

Tax Subtotal (per VAT rate)

XML field and Peppol definition

XTRF field/source

Mandatory/Optional

<cbc:TaxableAmount> VAT category taxable amount (BT-116)

Sum of net amounts of invoice items with a given tax rate applied.

Mandatory

<cbc:TaxAmount> VAT category tax amount (BT-117)

Total VAT for all invoice items with a given tax rate applied.

Mandatory

<cac:TaxCategory><cbc:ID> VAT category code (BT-118)

Tax Rate: Tax Category Code

Mandatory

<cac:TaxCategory><cbc:Percent> VAT category rate (BT-119)

Tax Rate: Tax Percentage Value

Mandatory

<cbc:TaxExemptionReason> VAT exemption reason text (BT-120)

Tax Rate: Tax Exemption Reason

Mandatory for categories E, AE, Z, G, O, K

<cbc:TaxExemptionReasonCode> VAT exemption reason code (BT-121)

Tax Rate: Tax Exemption Reason Code

Optional

Legal monetary total

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cbc:LineExtensionAmount> Sum of Invoice line net amount

Client invoice: Net Total

Mandatory

<cbc:TaxExclusiveAmount> Invoice total amount without VAT

Client invoice: Net Total

Mandatory

<cbc:TaxInclusiveAmount> Invoice total amount with VAT

Client invoice: Gross Total

Mandatory

<cbc:PayableAmount> Amount due for payment

Client invoice: Gross Total

Mandatory

Invoice line

XML field and Peppol definition

XTRF field

Mandatory/Optional

<cbc:ID> Invoice line identifier

Invoice item order number

Mandatory

<cbc:InvoicedQuantity> Invoiced quantity

Invoice item quantity

Mandatory

@unitCode Invoiced quantity unit of measure

Unit code from invoice item

Mandatory

<cbc:LineExtensionAmount> Invoice line net amount