background

How to import invoices (UBL)

Tags:importinvoicesublinvoice importfacturenfactuurimporteren

Import invoices with automatic collection

Show me

Import invoices without automatic collection

Show me

Import invoices

On the invoice overview, you can select to import via UBL or UBL without automatic collection. No automatic collection will avoid
any imported invoices to be collected by a Direct Debit agreement on import.

It is possible to directly add one or more emails in CC, for this see Customer Fields > Emails in Copy.

When uploading invoices using UBL files, we map the specific fields to their corresponding UBL elements.
A reference to the customer, either email or a customer number is required, without it the file can't be imported.

  A customer number is strongly recommended to ensure invoices are imported to the correct customer.

The mapping of the customer number can be set to a fixed field instead by request to our support. Here you can find the mapping:

Customer number

In this particular order:

AccountingCustomerParty > SupplierAssignedAccountID

<cac:AccountingCustomerParty>
    <cbc:SupplierAssignedAccountID>customerNumber123</cbcSupplierAssignedAccountID>
</cac:AccountingCustomerParty>
AccountingCustomerParty > AdditionalAccountID

<cac:AccountingCustomerParty>
    <cbc:AdditionalAccountID>customerNumber123</cbc:AdditionalAccountID>
</cac:AccountingCustomerParty>
AccountingCustomerParty > PartyIdentification > ID

<cac:AccountingCustomerParty>
    <cac:Party>
        <cac:PartyIdentification>
            <cbc:ID>CUSTOMERNUMBER123</cbc:ID>
        </cac:PartyIdentification>
    </cac:Party>
</cac:AccountingCustomerParty>
  The value of this field is converted to uppercase, as this number is normally in uppercase (example: BE0533800797).
AccountingCustomerParty > PartyIdentification > CompanyID

<cac:AccountingCustomerParty>
    <cac:Party>
        <cac:PartyIdentification>
            <cbc:CompanyID>CUSTOMERNUMBER123</cbc:CompanyID>
        </cac:PartyIdentification>
    </cac:Party>
</cac:AccountingCustomerParty>
  The value of this field is converted to uppercase, as this number is normally in uppercase (example: BE0533800797).
AccountingCustomerParty > CustomerAssignedAccountID

<cac:AccountingCustomerParty>
    <cbc:CustomerAssignedAccountID>customerNumber123</cbc:CustomerAssignedAccountID>
</cac:AccountingCustomerParty>

Customer fields

Language: cac:AccountingCustomerParty > cac:Party > cac:Language > cbc:ID

Emails regarding the particular invoice are sent in the language provided during import. When the language is not provided:

  • Invoices for existing customers are sent in the customer set language
  • Invoices for new customers are sent in the language defined in your Company information
  • When a language is not enabled on the profile, the invitation is in English by default.

<cac:AccountingCustomerParty>
    <cac:Party>
        <cac:Language>
            <cbc:ID>NL</cbc:ID>
        </cac:Language>
    </cac:Party>
</cac:AccountingCustomerParty>
Email: cac:AccountingCustomerParty > cac:Party > cac:Contact > cbc:ElectronicMail

<cac:AccountingCustomerParty>
    <cac:Party>
        <cac:Contact>
            <cbc:ElectronicMail>email@example.com</cbc:ElectronicMail>
        </cac:Contact>
    </cac:Party>
</cac:AccountingCustomerParty>
Emails in Copy: cac:AccountingCustomerParty > cac:Party > cac:Contact > cac:OtherCommunication > cbc:Value

Add one or more emails in copy. When the customer does not yet exists in your environment, the email(s) are registered on the customer. When the customer already exists, the emails in copy are added only on the invoice itself.

When sending out the invitation/reminder both the CC from the invoice and the ones of the customer are included in copy.

To include multiple CC's just add multiple cac:OtherCommunication > cbc:Value tag's.


<cac:AccountingCustomerParty>
    <cac:Party>
        <cac:Contact>
            <cac:OtherCommunication>
              <cbc:Value>copyemail@example.com</cbc:Value>
          </cac:OtherCommunication>
        </cac:Contact>
    </cac:Party>
</cac:AccountingCustomerParty>
mobile: cac:AccountingCustomerParty > cac:Party > cac:Contact > cbc:Telephone
street: cac:AccountingCustomerParty > cac:Party > cac:PostalAddress > cbc:StreetName
city: cac:AccountingCustomerParty > cac:Party > cac:PostalAddress > cbc:CityName
zip: cac:AccountingCustomerParty > cac:Party > cac:PostalAddress > cbc:PostalZone
country: cac:AccountingCustomerParty > cac:Party > cac:PostalAddress > cbc:Country
Company name: Either
  1. cac:AccountingCustomerParty > cac:Party > cac:PartyName > cbc:Name
  2. cac:AccountingCustomerParty > cac:Party > cac:PartyLegalEntity > cbc:RegistrationName

Name
  <cac:AccountingCustomerParty>
    <cac:Party>
      <cac:PartyName>
        <cbc:Name>Company Name</cbc:Name>
      </cac:PartyName>
    </cac:Party>
  </cac:AccountingCustomerParty>

RegistrationName

<cac:AccountingCustomerParty>

<cac:Party>

<cac:PartyLegalEntity>

<cbc:RegistrationName>Company Name</cbc:RegistrationName>

</cac:PartyLegalEntity>

</cac:Party>

</cac:AccountingCustomerParty>

coc: In this particular order
  1. cac:AccountingCustomerParty > cac:PartyIdentification > cbc:Id
  2. cac:AccountingCustomerParty > cac:PartyIdentification > cbc:CompanyId
Last Update: 2025-01-22