Incoming Invoices

Package: BILLING

1. General

2. List View

The list view in the Incoming Invoices module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.

2.1. Actions

In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).

The following module-specific actions are also available:

Action	Prerequisite	Functionality
DATEV Export	Integration DATEV Invoice Data Service 1.0 must be configured.	Exports the selected incoming invoices in DATEV format as a ZIP file – see Actions (List View) – DATEV Export.
DATEV Invoice Data Service 1.0	Integration DATEV Invoice Data Service 1.0 must be configured.	Transfers the selected incoming invoices including general ledger accounts and cost centers to DATEV – see Actions (List View) – DATEV Invoice Data Service 1.0.
DATEV Posting Data Service	Integration DATEV Posting Data Service must be configured.	Transfers complete posting records of the selected incoming invoices directly to the DATEV data center – see Actions (List View) – DATEV Posting Data Service.
DATEV Posting Data Export	Integration DATEV Posting Data Service must be configured.	Exports posting data of the selected incoming invoices in DATEV format – see Actions (List View).
ZUGFeRD/X-Invoice Import	Integration ZUGFeRD must be configured.	Imports a ZUGFeRD or X-Invoice file and automatically creates a new record based on the embedded XML data.

3. Detail View

3.1. Fields

The following table describes required fields and fields with non-obvious functions. All other fields are self-explanatory.

Basic Data Block

Field	Description
Title *	Name of the incoming invoice
Ext. Invoice No. (Ref. 1)	Invoice number of the received supplier invoice (manual entry)
Status	Open confirmed sent Paid settled bad debt Automatically created cancelled
Payment Type	--none-- Direct Debit Credit Card Bank Transfer Prepayment PayPal Cancellation / Credit Note
DATEV Export Completed	Indicates whether a DATEV export has already been performed for this incoming invoice
Original Posting Document	Linked Document with the original posting document
Posted	Indicates whether the incoming invoice has been posted
Last Posting Document	Linked Document with the most recently created posting document
Controllix	Linked record in the Controllix module – only available in the APP version brainX APP
Amount (gross)	Gross amount of the incoming invoice in the currency selected under Currency
VAT % *	Assigned VAT level.

*Required field

Line Items Block – Basic Settings

Field	Description
Language	--none-- Deutsch English Francais Italian Spanish
Tax Type	Tax type (none, Group, Individual) that is automatically transferred to the product block when a record is created
Currency	Selection list of all active currencies in brainX – see Global Settings – Currencies & Taxes.

Line Items Block

Summary Block

ZUGFeRD/X-Invoice Block

3.2. Actions

The following actions are available in the detail view:

3.2.1. General Actions

• PDF Export
• Recommend
• Copy
• Delete
• Change Tracking

For detailed information on the actions, see the section Actions (Detail View).

3.2.2. Module-Specific Actions

Action	Prerequisite	Functionality
Set status "paid"	–	Sets the status of the incoming invoice to Paid
Set status "cancelled"	–	Sets the status of the incoming invoice to cancelled
New Email	Configured email inbox	Opens the email editor with reference to the incoming invoice

4. Practical Examples

1 – Recording, Reviewing and Marking a Supplier Invoice as Paid

A company receives an invoice from a software supplier by email as a PDF. The responsible employee first saves the PDF in the Documents module and then creates a new record in the Incoming Invoices module.

The title is filled with the invoice name, the supplier's external invoice number is entered in the Ext. Invoice No. field and the due date is set. The payment type is set to Bank Transfer and the status to confirmed. The PDF previously saved in the Documents module is linked to the incoming invoice via the Original Posting Document field.

After the bank transfer has been made, the status is updated using the module-specific action Set status "paid" and the Posted toggle is activated. The incoming invoice is thus fully documented and closed in a traceable manner for accounting.

2 – Automatically Importing and Processing a ZUGFeRD Invoice

A supplier sends a ZUGFeRD-compliant invoice as a PDF with embedded XML data. Instead of entering the data manually, the ZUGFeRD/X-Invoice Import action is used in the list view of the Incoming Invoices module.

The PDF file is uploaded and brainX automatically reads the embedded XML data. A new incoming invoice record is pre-populated with all relevant information – supplier, amount, tax rate, invoice number and due date. The employee reviews the data, supplements any missing details if necessary and sets the status to confirmed.

The automatic import eliminates manual data entry, minimizes recording errors and speeds up the processing workflow.

3 – Transferring Incoming Invoices to DATEV

At the end of the month, all paid incoming invoices are to be transferred to the DATEV accounting system. In the list view of the Incoming Invoices module, all relevant records are filtered using Status = Paid and DATEV Export Completed = No and selected.

Depending on the configured DATEV integration, various transfer methods are available: DATEV Export generates a ZIP file for manual import into DATEV, DATEV Invoice Data Service 1.0 transfers the incoming invoices including general ledger accounts and cost centers directly, or DATEV Posting Data Service sends complete posting records directly to the DATEV data center. After the transfer, the DATEV Export Completed field is automatically set to active.

5. Frequently Asked Questions

What is the difference between "Original Posting Document" and "Last Posting Document"?

The Original Posting Document field contains the linked document with the originally received supplier invoice – i.e., the actual incoming receipt. The Last Posting Document field refers to the most recently generated posting document, e.g., after a correction or re-posting. Both fields reference records from the Documents module.

How does the "Amount (gross)" field differ from the product block?

The Amount (gross) field in the basic data block allows quick entry of the total amount of an incoming invoice without line item details. If individual positions with quantities, unit prices and general ledger accounts are to be documented, the product block is used instead. Both variants can be used depending on the accounting requirements.

Can I link an incoming invoice directly to a Controllix record?

Yes, but only in the brainX APP. The Controllix field in the basic data block is exclusively available in the APP version and allows linking an incoming invoice to a creditor contract from the Controllix module.

What happens when I want to cancel an incoming invoice?

Using the module-specific action Set status "cancelled", the status of the incoming invoice is set to cancelled. The incoming invoice remains in the system and is still viewable, but is marked as cancelled in evaluations and liquidity reports.

What DATEV export options are available?

Four options are available depending on the configured integration: DATEV Export generates a ZIP file for manual import, DATEV Invoice Data Service 1.0 transfers incoming invoices including general ledger accounts directly, DATEV Posting Data Service sends complete posting records to the DATEV data center, and DATEV Posting Data Export exports posting data in DATEV format. All four actions require the respective configured DATEV integration.

Can the ZUGFeRD import also be used for X-Invoices?

Yes. The ZUGFeRD/X-Invoice Import action supports both ZUGFeRD-compliant PDFs with embedded XML data and X-Invoices in pure XML format. The prerequisite is that the ZUGFeRD integration is activated and configured in brainX.