Overzicht

In Docbits bieden de EDI-instellingen tools voor het definiëren en beheren van de structuur en het formaat van EDI-berichten die overeenkomen met verschillende documenttypes, zoals facturen of inkooporders. De instellingen maken het mogelijk om EDI-berichten aan te passen aan de normen en vereisten die specifiek zijn voor verschillende handelspartners en industrieën.

Belangrijkste Kenmerken en Opties

1. EDI Configuratie-elementen:

   • Structuur Descriptor: Definieert de basisstructuur van het EDI-document, inclusief segmentvolgorde, verplichte velden en kwalificaties die nodig zijn voor de geldigheid van het EDI-document.

   • Transformatie: Specificeert de transformaties die worden toegepast om de documentgegevens om te zetten in een EDI-geformatteerd bericht. Dit houdt doorgaans in dat er mappings worden gespecificeerd van documentvelden naar EDI-segmenten en -elementen.

   • Voorbeeld: Hiermee kunnen beheerders zien hoe het EDI-bericht eruit zal zien na transformatie, wat helpt om de nauwkeurigheid vóór verzending te waarborgen.

   • Extractiepaden: Toont de paden die worden gebruikt om waarden uit het document te extraheren, die vervolgens worden gebruikt om het EDI-bericht in te vullen.

2. XSLT-editor:

   • Gebruikt voor het bewerken en valideren van de XSLT (eXtensible Stylesheet Language Transformations) die wordt gebruikt in het transformatieproces. XSLT is een krachtige taal die is ontworpen voor het transformeren van XML-documenten naar andere XML-documenten of andere formaten zoals HTML, tekst of zelfs andere XML-structuren.

How to use the preview feature to check the appearance and content of EDI messages before sending them to ensure they meet the partner's requirements.

The preview feature is an extremely useful tool to check the appearance and content of EDI messages before they are actually sent.

Here are some steps on how to use the preview feature to ensure that EDI messages meet the partner's requirements:

Previewing the EDI format:

• Open the preview feature in your EDI system to get a preview of the generated EDI format. This allows you to check the layout and structure of the message to ensure that it meets the standards and specifications that your business partner expects.

Validating the data content:

• Check the data content in the preview to ensure that all required fields are present and contain correct values. Make sure that data fields are placed in the correct segments and use the correct codes or labels.

Identifying formatting errors:

• Ensure that the formatting of the EDI message follows standards, such as proper segment separators, field separators, and decimal separators. Also check the indentation and arrangement of segments to ensure the message is clear and easy to read.

Considering partner requirements:

• Consider your business partner's specific requirements regarding the EDI format. This may include using certain segments, elements, or codes that need to be previewed to ensure they are implemented correctly.

Conducting test transactions:

• Use the preview feature to conduct test transactions with your business partner before sending real data. This allows you to identify and resolve potential problems early, before they impact business operations.

Careful use of the preview feature helps you ensure that your EDI messages meet your business partner's requirements and ensure a smooth exchange of business data.

• EDI settings, short for Electronic Data Interchange, play a crucial role in electronic communication between business systems. EDI enables the automated exchange of business documents and data between different companies without the need for manual intervention. The importance of EDI lies primarily in improving the efficiency, accuracy and speed of data transfer, which leads to optimization of business processes.

• In supply chain management, EDI settings enable seamless communication between suppliers, manufacturers, distributors and retailers. Purchase orders, shipping advices, invoices and other important documents can be automatically exchanged between the parties involved, resulting in improved inventory management, reduced delivery times and an overall more efficient supply chain.

• In purchasing, EDI settings enable the automated exchange of purchase orders and order confirmations between companies and their suppliers. This shortens processing times, minimizes errors and makes it easier to track orders.

• In finance, EDI settings enable the electronic exchange of invoices, payment advices and other financial documents between companies and their business partners. This speeds up the payment process, reduces the need for manual intervention and promotes accuracy in financial transactions.

Overall, EDI settings contribute significantly to improving efficiency, accuracy and transparency in various areas of business operations and are therefore an integral part of modern business practices.

Best practices for managing EDI configurations include regular updates to adapt to changing standards, thorough testing of EDI templates, and maintaining clear documentation of all transformations and structure descriptions.

Here are some best practices for managing EDI configurations:

Regular updates and adaptations to changing standards:

• Stay up to date with changes in the EDI standards such as ANSI X12, EDIFACT, or industry-specific standards.

• Schedule regular reviews of your EDI configurations to ensure they comply with current standards.

• Adapt your EDI templates and transformations accordingly to reflect new requirements and changes in the standards.

Thorough testing of EDI templates:

• Perform comprehensive testing of your EDI templates to ensure they deliver the expected results.

• Use both automated and manual testing methods to verify the accuracy and reliability of your transformations. Test different scenarios and edge cases to ensure your templates are robust enough to handle different data formats.

Clear documentation of all transformations and structure descriptions:

• Maintain detailed documentation of all EDI transformations, including the XSLT scripts or other transformation rules you use.

• Also document the structure descriptions of your EDI messages, including the segment, element and data type definitions.

• Keep the documentation up to date and accessible to all team members working with the EDI implementation.

Versioning of configurations:

• Implement versioning of your EDI configurations to track changes and revert to previous versions if necessary.

• Use an appropriate version control system to track changes and ensure that all team members have access to the most current version.

Training and education of employees:

• Ensure that your employees have the necessary knowledge and skills to effectively handle the EDI configurations.

• Provide training and education to ensure your team is aware of the latest developments in EDI standards and practices.

By implementing these best practices, you can improve the efficiency, accuracy and reliability of your EDI configurations and ensure they meet the ever-changing needs of your business and your business partners.

Guide to using the XSLT Editor to create or modify transformations. Includes tips for testing and validating XSLT scripts to ensure they correctly transform document data into the required EDI format.

Here's a guide to using the XSLT Editor to create or modify transformations, as well as tips for testing and validating XSLT scripts:

Opening the XSLT Editor:

• Launch the XSLT editor of your choice. Popular options include Oxygen XML Editor, Altova XMLSpy, or simply a text editor with syntax highlighting for XSLT.

Creating or modifying transformations:

• Define the rules for transforming the input data (e.g. XML) into the desired EDI format. Use XSLT templates to select the elements and attributes of the input XML and format them accordingly.

• Use XSLT functions and statements such as xsl:template, xsl:apply-templates, xsl:for-each´, xsl:value-of, etc. to perform the transformations.

• Check your transformations carefully to ensure that all required data is extracted and formatted correctly.

Testing and validating XSLT scripts:

• Use sample data to test your XSLT transformations. Ideally, this sample data should cover various scenarios and edge cases that may occur in the actual input data.

• Run your XSLT scripts with the sample data and carefully check the output result. Make sure that the generated EDI output meets the expected specifications.

• Validate your XSLT scripts against the XSLT specification to ensure they are syntactically correct and do not contain errors that could cause unexpected behavior.

• Use tools such as XSLT debuggers to perform step-by-step testing when necessary and identify potential problems in your transformations.

By carefully creating, testing, and validating your XSLT scripts, you can ensure that they correctly transform the input data into the required EDI format. This is critical for successful electronic data interaction between different business systems.

Here is some advice on troubleshooting common problems:

Data formatting errors:

• Carefully review the EDI structure and format of your messages to ensure they comply with standards and specifications.

• Validate data fields for correct syntax and formatting according to agreed standards such as ANSI X12 or EDIFACT.

• Make sure the transformations and templates used are correctly configured to properly format and interpret the data.

Partner compatibility issues:

• Review your business partner's configurations and specifications to ensure they match your own.

• Communicate with your partner to identify any discrepancies or incompatibilities and work together to find solutions.

• Implement adjustments in your EDI configurations if necessary to improve compatibility with your partner.

Handling transmission errors:

• Monitor your EDI transmissions regularly to identify potential errors or failures early.

• Implement mechanisms for error detection and remediation, such as automated notifications of transmission errors or setting up retry mechanisms for failed transmissions.

• Perform regular tests of your transmission processes to ensure they work reliably and without errors.

Documentation and logging of errors:

• Keep detailed logging of all errors and problems in EDI transactions, including causes and actions taken.

• Document solutions to recurring problems to resolve and prevent future errors more quickly.

Involve subject matter experts:

• When necessary, bring in subject matter experts or EDI consultants to solve complex problems or address specific challenges.

• Use resources such as forums, training, or support from EDI providers for additional assistance with troubleshooting.

By systematically applying these tips, you can effectively troubleshoot EDI transactions and ensure the reliability of your electronic business communications.

How XRechnung is Mapped in DocBits

1. Header Configuration (export_configuration.header)

The header section in the XRechnung is mapped to fields in DocBits as follows:

[export_configuration.header] name = "header"

[export_configuration.header.fields] DIVI = "RFP" IBTP = "20" IMCD = "0" CRTP = "1" CONO = "001" SUNO = "[supplier_id]" IVDT = "[invoice_date]" SINO = "[invoice_id]" SPYN = "[supplier_id]" CUCD = "[currency]" CUAM = "[total_amount]" FTCO = "[supplier_country_code]" PUNO = "[purchase_order]" CORI = "[correlation_id]" PAIN = "[sqr_field_esr_reference]" TCHG = "[additional_amount]" CDC1 = "[negative_amount]" APCD = "[buyer_id]" TEPY = "[payment_terms]" PYME = "[payment_method]" BKID = "[bank_id]" GEOC = "1" TECD = "[discount_term]" TXAP = "[tax_applicable]" TXIN = "[tax_included]"

  •  SUNO: Supplier ID, mapped to [supplier_id] from XRechnung.

  •  IVDT: Invoice Date, mapped to [invoice_date].

  •  SINO: Invoice Number, mapped to [invoice_id].

  •  Other fields such as total amount, currency, and payment terms are similarly mapped from the XRechnung to DocBits fields.

2. Tax Lines (export_configuration.tax_lines)

Tax-related information is mapped using the following configuration:

[export_configuration.tax_lines] name = "tax_lines"

[export_configuration.tax_lines.fields] RDTP = "3" DIVI = "RFP" CONO = "001" TAXT = "2" GEOC = "[[geo_code]]" TTXA = "[[amount]]" TAXC = "[[tax_code]]"

  •  GEOC: Geo Code, mapped to the corresponding [geo_code] from XRechnung.

  •  TAXC: Tax Code, mapped to [tax_code].

3. Order Header Charges (export_configuration.order_header_charges)

This section handles any additional charges that need to be added at the header level of the XRechnung.

[export_configuration.order_header_charges] name = "order_header_charges"

[export_configuration.order_header_charges.fields] RDTP = "2" DIVI = "RFP" CONO = "001" NLAM = "[[amount]]" CEID = "[[costing_element]]" CDSE = "[[charge_sequence]]"

  •  NLAM: Amount for the order charge.

  •  CEID: Costing Element, which can be mapped from specific XRechnung elements.

4. Receipt Lines (export_configuration.receipt_lines)

Receipt lines, which represent line items in the XRechnung, are handled as follows:

[export_configuration.receipt_lines] name = "receipt_lines"

[export_configuration.receipt_lines.fields] RDTP = "1" DIVI = "RFP" RELP = "1" CONO = "001" IVQA = "[[quantity]]" PUUN = "[[unit]]" PUNO = "[[purchase_order]]" PNLI = "[[line_number]]" ITNO = "[[item_number]]" POPN = "[[item_number]]" SUDO = "[[packing_slip]]" GRPR = "[[gross_unit_price]]" PPUN = "[[unit_code_price]]" TCHG = "[[charges]]" CDC1 = "[[discount]]" REPN = "[[receipt_number]]" PNLS = "[[sub_line_number]]"

  •  IVQA: Quantity, mapped from the [quantity] in the XRechnung line items.

  •  ITNO: Item Number, mapped to [item_number].

5. Cost Lines (export_configuration.cost_lines)

Cost lines, which handle additional costs in the XRechnung, are mapped using the following:

[export_configuration.cost_lines] name = "cost_lines"

[export_configuration.cost_lines.fields] RDTP = "8" DIVI = "RFP" CONO = "001" NLAM = "[[amount]]" VTXT = "[[voucher_text]]" AO01 = "[[accounting_object_1]]" AO02 = "[[accounting_object_2]]" AO03 = "[[accounting_object_3]]" AO04 = "[[accounting_object_4]]" AO05 = "[[accounting_object_5]]" AO06 = "[[accounting_object_6]]" AO07 = "[[accounting_object_7]]" AIT1 = "[[ledger_account]]" AIT2 = "[[dimension_2]]" AIT3 = "[[dimension_3]]" AIT4 = "[[dimension_4]]" AIT5 = "[[dimension_5]]" AIT6 = "[[dimension_6]]" AIT7 = "[[dimension_7]]"

Overview

In the XRechnung administration panel, you will encounter the following key components:

1. Transformation

Purpose

The Transformation process is essential for converting raw data, usually in XML format, into a structured format that meets specific requirements, like generating an invoice. In XRechnung, this is primarily achieved using XSLT (Extensible Stylesheet Language Transformations). XSLT is a language designed for transforming XML documents into other types of documents, like another XML, HTML, or plain text.

How It Works

• XSLT Template: The XSLT file defines how the XML data is processed and what the final output should look like. It applies rules and templates to extract, manipulate, and output the data from the XML document.

• Elements and Attributes: The XSLT file contains specific elements and attributes that control the transformation process. For instance, <xsl:value-of> is used to extract the value of a specific node from the XML document.

Admin Capabilities

• Modifying the XSLT:

• Edit Existing Templates: An admin can modify the existing XSLT templates to change how the input XML data is transformed. For example, if there’s a need to extract additional information from the XML document, an admin could add new rules in the XSLT file.

• Create New Versions: If changes are required, an admin can create a new version of the XSLT template. This ensures that previous versions remain intact for historical reference or rollback if needed.

Example:

Suppose the XSLT template extracts the invoice ID using:

<xsl:value-of select="//INVOICE/INVOICE_ID/text()" />

If a new field, such as a customer reference number, needs to be extracted, an admin might add:

<xsl:value-of select="//INVOICE/CUSTOMER_REFERENCE_NUMBER/text()" />

2. Preview

Purpose

The Preview function allows admins to view the output generated by the XSLT transformation before finalizing it. This step is crucial for ensuring that the transformation rules work correctly and that the output meets the required standards.

How It Works

• Real-Time Validation: The preview feature provides a real-time rendering of how the transformed data will look when applied to an actual document (like an invoice). This helps in catching errors or formatting issues early.

• Adjustments: If the preview shows discrepancies or errors, adjustments can be made directly in the transformation (XSLT) file.

Admin Capabilities

• Customizing the Preview:

• Modify Preview Settings: An admin can adjust which parts of the transformation are previewed. For instance, they might focus on specific sections of the document or test new rules added to the XSLT template.

• Save and Iterate: After making adjustments, the preview can be refreshed to see the changes. This iterative process allows fine-tuning until the desired output is achieved.

Example:

If an admin notices that the date format in the preview is incorrect (e.g., showing YYYY-MM-DD instead of DD-MM-YYYY), they can modify the XSLT to format the date correctly and immediately see the result in the preview.

3. Extraction Paths

Purpose

Extraction Paths define the specific paths within an XML or JSON structure from which data should be extracted. This process is essential for isolating key pieces of information within the document that will be used in the transformation or for other processing tasks.

How It Works

• XPath and JSONPath: Extraction paths use languages like XPath (for XML) or JSONPath (for JSON) to specify the location of the data within the document. These paths are crucial in telling the system exactly where to find and how to extract the required information.

Admin Capabilities

• Defining and Modifying Paths:

• Modify Existing Paths: An admin can modify the extraction paths if the data structure changes or if additional data needs to be extracted. This might involve changing the XPath or JSONPath expressions.

• Add New Paths: For new fields or data points, an admin can define new extraction paths. This would involve specifying the correct path in the XML or JSON document.

Example:

In an XML invoice document, if the path to the invoice ID is defined as:

"invoice_id": "//INVOICE/INVOICE_ID/text()"

And a new field, such as a shipping address, needs to be added, an admin might add:

"shipping_address": "//INVOICE/SHIPPING/ADDRESS/text()"

Here are step-by-step instructions for setting up EDI templates:

Define the structure descriptor:

• Identify the type of EDI message you are working with, e.g. ANSI X12, EDIFACT, or a custom format.

• Determine the segments, elements, and subelements within the EDI structure.

• Create a structure descriptor that accurately reflects the hierarchy and organization of the EDI message. This can be done using a special syntax such as XML or JSON.

Set up transformations:

• Use an appropriate tool or software that supports EDI transformations, such as an EDI translator.

• Define the rules for converting the EDI message to your system's internal format and vice versa.

• Configure the transformations to interpret and process segments, elements, and subelements according to your system's requirements. Test the transformations thoroughly to ensure that the data is correctly interpreted and formatted.

Configure extraction paths for optimal data extraction and formatting:

• Identify the data fields to be extracted and transferred to your internal system.

• Define extraction paths or rules to extract the relevant data fields from the EDI messages.

• Consider the different variations and formats that may occur in the incoming EDI messages and ensure that the extraction paths are flexible enough to accommodate them.

• Validate the extraction results to ensure that the correct data fields are extracted and correctly formatted.

By carefully defining the structure descriptor, setting up transformations and configuring extraction paths, you can ensure that data extraction and formatting are performed optimally in your EDI templates. This will help improve the efficiency and accuracy of your electronic business communications.

In DocBits, XRechnung invoices are mapped to specific fields using a predefined configuration that ensures the data can be seamlessly exported to various formats, including integration with other systems like Infor. The export configuration leverages templates and rules to ensure that each element of the XRechnung is captured and mapped appropriately.

Key Components

  1.  Document Types: XRechnung documents are mapped to specific Document Types in DocBits. Each document type (e.g., invoice, credit note, debit note) has its own structure and fields.

  2.  Field Mapping: Fields in the XRechnung are mapped to corresponding fields in DocBits using a export configuration file. This file defines how each XRechnung field is handled and where it should be exported.

  3.  Rules for Export: Certain rules are defined to handle specific cases where values may differ, including tolerance checks, approval requirements, or line-level charges. These rules ensure that XRechnung data is processed and exported correctly, based on specific business logic

CII-XRechnung Mapping:

UBL-XRechnung Mapping

Overview

This section describes the implementation plan for importing and mapping data from XML files using the Peppol BIS Billing 3.0 schema. Peppol BIS Billing 3.0 was developed to standardize e-billing processes and ensure compliance with European standards.

Objectives

• Ensure full compliance with Peppol BIS Billing 3.0 specifications.

• Seamless integration of e-invoice data into our accounts payable system using DocBits.

• Improve data quality and processing efficiency.

Scope

The scope of this project is to map key elements of the Peppol BIS Billing 3.0 schema to our internal data structures. In particular, the mapping will cover the following areas:

• Vendor and Buyer details

• Invoice details

• Invoice lines

• Payment instructions

• Tax and legal information

Key elements and mapping

Vendor information:

• cac:AccountingSupplierParty

  • cbc:EndpointID: Electronic address of the vendor

  • cbc:Name: Trade name of the vendor

  • cbc:CompanyID: Legal registration number of the vendor

  • cbc:StreetName, cbc:CityName, cbc:PostalZone: Address details of the vendor

Buyer information:

• cac:AccountingCustomerParty

  • cbc:EndpointID: Electronic address of the buyer

  • cbc:Name: Trade name of the buyer

  • cbc:CompanyID: Legal registration number of the buyer

  • cbc:StreetName, cbc:CityName, cbc:PostalZone: Address details of the buyer

Invoice details:

• cbc:ID: Invoice number

• cbc:IssueDate: Issue date of the invoice

• cbc:DueDate: Invoice due date

• cbc:InvoiceTypeCode: Invoice type

Invoice lines:

• cac:InvoiceLine

  • cbc:ID: Invoice line number

  • cbc:InvoicedQuantity: Invoiced quantity

  • cbc:LineExtensionAmount: Line extension amount

  • cbc:Description: Description of the billing position

  • cac:Item

    • cbc:Name: Item name

    • cbc:SellerItemIdentification/cbc:ID: Item number of the vendor

  • cac:Price

    • cbc:PriceAmount: Price per unit

    • cbc:BaseQuantity: Base quantity for the price

Payment instructions:

• cac:PaymentMeans

  • cbc:PaymentMeansCode: Code to identify the payment method

  • cbc:PaymentID: Payment identifier

Tax information:

• cac:TaxTotal

  • cbc:TaxAmount: Total tax amount

  • cac:TaxSubtotal: Details for each interim tax amount

PDF preview for e-invoice

A PDF document is generated according to a standard layout with the imported fields in order to provide the user with a preview for reference purposes. Further customization of the PDF preview layout is possible but requires additional effort.

Ondersteunde eSLOG Factuurversies

Momenteel worden eSLOG Factuurversies 1.6 en 2.0 ondersteund.

Voor officiële eSLOG-documentatie kunt u deze link raadplegen.

Beide eSLOG-versies zijn standaard ingeschakeld.

Stappen om eSLOG-configuratie te Wijzigen

Configureer eSLOG:

• Navigeer naar Instellingen → Globale Instellingen → Documenttypen → Factuur.

• Klik op E-Doc.
• Een lijst van alle beschikbare e-docs verschijnt.

• Zoek de eSLOG-versie die u wilt wijzigen.

Transformatie en XML-padconfiguratie:

In de transformatiesettings kunt u het pad definiëren om specifieke informatie binnen het XML-bestand te lokaliseren en deze op te slaan in een nieuwe structuur, waardoor het gemakkelijker wordt om toegang te krijgen tot de gegevens. Opmerking: Als u deze functionaliteit gebruikt, moet u de nieuw aangemaakte XML-paden gebruiken, niet de oorspronkelijke XML-paden, in de Voorbeeld en Extractiepad.

Stappen om Transformatie Bestand te Wijzigen:

1. Open de Transformatie.

2. Maak een nieuw concept door op het potloodicoon te klikken.

3. Selecteer het nieuw aangemaakte concept.

4. Maak een nieuw veld aan of wijzig een bestaand veld.

5. Stel het gewenste pad in voor gegevensextractie.

6. Klik op Opslaan.

Voorbeeld PDF-configuratie

De Voorbeeld PDF-configuratie wordt gebruikt om een gebruikersleesbare versie van het document te genereren. U kunt het aanpassen met HTML om aan uw behoeften te voldoen.

Stappen om Voorbeeld Bestand te Wijzigen:

1. Open de Voorbeeld.

2. Maak een nieuw concept door op het potloodicoon te klikken.

3. Selecteer het nieuw aangemaakte concept.

4. Maak een nieuw veld aan of wijzig een bestaand veld.

5. Stel het gewenste pad in voor gegevensextractie.

6. Klik op Opslaan.

Extractiepadenconfiguratie

De Extractiepadenconfiguratie wordt gebruikt om gegevens te extraheren en velden in het validatiescherm in te vullen, zoals de factuurtabel of velden die zijn geconfigureerd in de factuurlay-out.

Stappen om Extractiepaden te Wijzigen:

1. Open de Extractiepaden.

2. Maak een nieuw concept door op het potloodicoon te klikken.

3. Selecteer het nieuw aangemaakte concept.

4. Maak een nieuw veld aan of wijzig een bestaand veld.

5. De linkerkant vertegenwoordigt de DocBits veld-ID, die te vinden is in de Instellingen → Globale Instellingen → Documenttypen → Factuur → Velden.
6. De rechterkant vertegenwoordigt het pad naar het veld dat is aangemaakt in de Transformatie.

7. Klik op Opslaan.