Our goal is to have users spend as little time as possible in the Spend Cloud. The software should do as much as possible automatically, so that our users can focus on other important tasks. Digital invoice processing helps with this, especially invoices in XML format.
XML invoices have the advantage that all information (such as invoice date, invoice number and order number) of an invoice can be automatically read by the software. This makes the processing of invoices more efficient and less prone to errors than when you use PDF or paper invoices.
The advantages of an XML invoice:
The information on an invoice can be fully identified
100% order matching
Process invoices faster and easier, resulting in faster payments
Cost reduction
Future-proof for PEPPOL network. Also known in the Netherlands as Simplerinvoicing.
Complete identification of the invoice text sounds like a utopia, are you sure?
XML stands for Extensible Markup Language (XML). This is a so-called markup language that makes it possible to make a set of rules machine-readable. This machine language allows the Spend Cloud to see exactly what is in the invoice. The (design) objective of XML is therefore simplicity, uniformity and usability. Due to its uniformity, an XML invoice is a method of electronic invoicing (e-invoicing) that is supported and advised worldwide by the European Union and its member states.
Receive XML invoices in the Spend Cloud
Above we briefly mentioned the uniformity of an XML invoice. Rules have been laid down on how an XML invoice must be constructed (UBL). Based on this uniformity, the Spend Cloud knows exactly where which data can be found and in which field it should be entered during encoding. See here the standard we use and how we process this data. We have a wide range of predefined fields (a mapping) that allows us to process them properly even if you have never received XML invoices before. Read more about receiving XML invoices.
An unique XML mapping
We always recommend suppliers to use the UBL 2.0 standard for constructing XML invoices. We have a predefined mapping for this standard. This means that all our customers are able to receive this format without having to do anything themselves. We are also increasingly seeing that suppliers prefer to use their own structure, or that agreements have been made to include customer-specific data in the XML invoice. To properly facilitate this in the Spend Cloud, you can put together an XML mapping yourself. This way you can receive even more XML invoices. Read more about setting up an XML mapping here.
XML Processing in the Spend Cloud
You can also watch the theme webinar 'XML Processing' below (Dutch spoken) or the theme webinar 'Optimizing the Invoice Process of Eneco with UBL/XML Invoices,' (Dutch spoken) which visually explains how the processing of XML and UBL invoices works and how to set it up correctly.
Improving the Process with a Supplier
If a supplier does not provide invoices in the correct format, requiring manual processing, it's a good idea to work with the supplier to improve the process. We at Visma | ProActive are open to facilitating this communication with you and the supplier. We have already improved this process with Eneco and PostNL. If you have a supplier from whom you want to receive invoices in a better format and you can't establish contact, send an email to customersuccess@proactive.nl, and we will work on it together! #bettertogether
Creditor management and XML invoicing
When you start working with XML invoices, it is important to have your creditor management in order in the Spend Cloud. The creditor has various settings that make processing XML invoices even easier. View these workshops for optimal creditor management (Dutch only).
Introduction In another article, Digital invoice processing in combination with XML invoices, we describe the benefits of receiving and processing XML invoices. To read an XML invoice, you need an existing XML invoice field layout, known as mappings. ...
Pan-European Public Procurement OnLine (PEPPOL) is an international project with the aim of standardizing international electronic messaging. Within the secure PEPPOL network, you can send and receive electronic invoices. Electronic invoices include ...
In the menu section Configuration Settings / Invoice Processing, you will find settings that apply to the Invoice Processing module. Also, read this article for more information on configuration settings. Make sure you understand what each setting ...
On the Statistics page of Invoice processing, you will find various statistics regarding the invoices that have been processed via Spend Cloud. For instance, you can view the top 5 creditors with the most invoices. Use the selection fields on the ...
The (design) objective of XML is simplicity, uniformity and usability. In order for these invoices to be read by all computers worldwide, certain rules have been laid down on how an XML invoice must be constructed. This set of standard rules ...