Incoming Invoices
Package: BILLING
1. General
In the Incoming Invoices module, incoming invoices are recorded in order to register liabilities towards vendors in brainX. Scanned invoices can be stored in the Documents module and referenced directly to the corresponding incoming invoice. Liquidity overview reports can be created via the Reports module.
An invoice from a software vendor arrives by email. The PDF is stored in the Documents module and linked to the incoming invoice as the original accounting document. The Status is set to confirmed, the due date is entered and the payment method is set to bank transfer. Once payment has been made, the status is set to Paid and the Posted switch is activated.
A vendor sends a ZUGFeRD-compliant invoice as a PDF with embedded XML data. Using the Import ZUGFeRD/X-Rechnung action in the list view, the file is imported and a new incoming invoice record is automatically populated with all relevant data from the XML structure.
This section describes only the special fields and functionalities of the module, as all general brainX functionalities are described elsewhere in the handbook.
2. List View
The list view in the Incoming Invoices module offers the usual list view functionalities. For more detailed information, see the section Layout/Structure - List View.
2.1. Actions
Depending on the module, general actions are available in the list view. An overview and description of all general actions can be found in the section Actions (List View).
In addition, the following module-specific actions are available:
| Action | Prerequisite | Functionality |
|---|---|---|
| DATEV Export | The integration DATEV Rechnungsdatenservice 1.0 must be configured. | Exports the selected incoming invoices in DATEV format as a ZIP file – see Actions (List View) – DATEV Export. |
| DATEV Rechnungsdatenservice 1.0 | The integration DATEV Rechnungsdatenservice 1.0 must be configured. | Transfers the selected incoming invoices including general ledger accounts and cost centres to DATEV – see Actions (List View) – DATEV Rechnungsdatenservice 1.0. |
| DATEV Buchungsdatenservice | The integration DATEV Buchungsdatenservice must be configured. | Transfers complete posting records of the selected incoming invoices directly to the DATEV data centre – see Actions (List View) – DATEV Buchungsdatenservice. |
| DATEV Buchungsdatenexport | The integration DATEV Buchungsdatenservice must be configured. | Exports posting data of the selected incoming invoices in DATEV format – see Actions (List View). |
| Import ZUGFeRD/X-Rechnung | The integration ZUGFeRD must be configured. | Imports a ZUGFeRD or X-Rechnung file and automatically creates a new record based on the contained XML data |
3. Detail View
3.1. Fields
The following table describes mandatory fields as well as fields whose function is not self-evident. All other fields are self-explanatory.
Basic Data Block
| Field | Description |
|---|---|
| Title * | Designation of the incoming invoice |
| Ext. invoice no. (ref. no. 1) | Invoice number of the received vendor invoice (manual entry) |
| Status |
|
| Payment method |
|
| DATEV Export performed | Indicates whether a DATEV export has already been performed for this incoming invoice |
| original accounting document | Linked Document containing the original accounting document |
| Posted | Indicates whether the incoming invoice has been posted |
| last accounting document | Linked Document containing the most recently created accounting 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. |
*Mandatory field
Item Group Block - Basic Settings
| Field | Description |
|---|---|
| Language |
|
| Tax type | Tax type (none, Group, Individual) that is automatically applied to the product block when a record is created |
| Currency | Picklist of all currencies active in brainX – see Global Settings - Currencies & Taxes. |
Item Group Block
The description of the fields and functionalities of this block can be found in the section Product Block in Billing Modules.
Summary Block
The description of the fields and functionalities of this block can be found in the section Product Block in Billing Modules.
ZUGFeRD/X-Rechnung Block
The “Zugferd/X-Rechnung” block is only available if the ZUGFeRD integration has been activated.
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 to "paid" | – | Sets the status of the incoming invoice to Paid |
| Set status to "cancelled" | – | Sets the status of the incoming invoice to cancelled |
| New Email | Configured email account | Opens the email editor with reference to the incoming invoice |
3.3. Resolving Error Messages
When exporting a ZUGFeRD document, brainX checks whether the values in the PDF part and the XML part match and whether all mandatory data are present. Errors and warnings are displayed as notifications and each names the affected BT node.
The completeness of the data is checked, not their factual correctness. Any value in a missing field will remove the message, but the correctness of the entries is the responsibility of the user.
3.3.1. Discrepancy between PDF template and field mapping (e.g. BT-109, BT-112)
Common cause: For a node, a different field is stored in the field mapping than the placeholder used in the PDF template. This occurs particularly with the total amounts:
- BT-109 – Invoice total amount without VAT
- BT-112 – Invoice total amount including VAT
The PDF template uses the placeholder Total amount due without VAT, while the BT-109 node has the field Total excl. VAT assigned. Even if both fields provide the same amount, brainX reports a discrepancy because validation is carried out at field level.
There are two ways to resolve the discrepancy:
- Adjust the field mapping to the PDF template: In the ZUGFeRD settings, select the field for the affected node that is also used in the PDF template. The field selection only offers fields with a matching field type and provides a search (e.g. search term “without”).
- Adjust the PDF template to the field mapping: In the PDF template, replace the placeholder with the field assigned to the node.
When introducing ZUGFeRD, option 1 is usually sensible: the existing PDF template has proven itself and displays the correct amounts, so the field mapping is adapted to the template.
Many nodes (e.g. BT-109) exist separately in the areas Invoices, Cancellations and Credits. Before making a change, check whether the node is being adjusted in the area of the exported module. Depending on the templates used, an adjustment in several areas may be required.
3.3.2. Missing data in the record (e.g. BT-48)
If a referenced record is missing a value required for a node, brainX issues a message. Example: The warning for node BT-48 (buyer's VAT identification number) means that the VAT ID field has not been filled in for the invoice recipient's organization.
Solution: Add the missing value to the affected record (here in the organization) and run the export again.
3.3.3. Checking the result
Whether the XML part is contained in the exported PDF cannot be checked in the browser, as file attachments of a PDF are not displayed there. A PDF reader such as Adobe Acrobat Reader is required for this: a successfully created ZUGFeRD document displays the paperclip icon there. The attachment (Factur-X XML) can be extracted from the PDF and opened separately.
4. Practical Examples
1 – Recording, checking and marking a vendor invoice as paid
A company receives an invoice from a software vendor by email as a PDF. The responsible employee first stores the PDF in the Documents module and then creates a new record in the Incoming Invoices module.
The title is filled in with the invoice designation, the vendor's external invoice number is entered in the Ext. invoice no. field, and the due date is set. The payment method is set to bank transfer and the Status is set to confirmed. The PDF previously stored in the Documents module is linked to the incoming invoice via the original accounting document field.
After the bank transfer has been made, the status is updated via the module-specific action Set status to “paid” and the Posted switch is activated. The incoming invoice is thus fully documented and completed in a traceable manner for accounting purposes.
2 – Automatically importing and further processing a ZUGFeRD invoice
A vendor submits a ZUGFeRD-compliant invoice as a PDF with embedded XML data. Instead of entering the data manually, the Import ZUGFeRD/X-Rechnung 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-filled with all relevant information – vendor, amount, tax rate, invoice number and due date. The employee checks the data, adds any missing information if necessary, and sets the status to confirmed.
The automatic import eliminates manual data entry, minimises data entry 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 and selected using the filters Status = Paid and DATEV Export performed = No.
Depending on the configured DATEV integration, various transfer methods are available: DATEV Export generates a ZIP file for manual import into DATEV, DATEV Rechnungsdatenservice 1.0 transfers the incoming invoices including general ledger accounts and cost centres directly, or DATEV Buchungsdatenservice sends complete posting records directly to the DATEV data centre. After the transfer has taken place, the DATEV Export performed field is automatically set to active.
5. Frequently Asked Questions
What is the difference between "original accounting document" and "last accounting document"?
The original accounting document field contains the linked document with the originally received vendor invoice – i.e. the actual incoming document. The last accounting document field refers to the most recently created accounting document, e.g. after a correction or reposting. 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 enables the quick recording of the total amount of an incoming invoice without item details. If individual items 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 only available in the APP version and enables an incoming invoice to be linked to a creditor contract from the Controllix module.
What happens if I want to cancel an incoming invoice?
The module-specific action Set status to “cancelled” sets the status of the incoming invoice to cancelled. The incoming invoice remains in the system and can still be viewed, but is marked as cancelled accordingly in evaluations and liquidity reports.
Which DATEV export options are available?
Four options are available, depending on the configured integration: DATEV Export generates a ZIP file for manual import, DATEV Rechnungsdatenservice 1.0 transfers incoming invoices including general ledger accounts directly, DATEV Buchungsdatenservice sends complete posting records to the DATEV data centre, and DATEV Buchungsdatenexport exports posting data in DATEV format. All four actions require the respective configured DATEV integration.
Can the ZUGFeRD import also be used for X-Rechnungen?
Yes. The Import ZUGFeRD/X-Rechnung action supports both ZUGFeRD-compliant PDFs with embedded XML data and X-Rechnungen in pure XML format. The prerequisite is that the ZUGFeRD integration is activated and configured in brainX.
What happens during import if the vendor does not yet exist in brainX?
Records that do not yet exist are created automatically during import. If the vendor is not yet recorded as an organization, it is created from the data in the XML file. In addition, the item group with all items is imported and the imported file is linked to the incoming invoice as an accounting document. Further information can be found in the section ZUGFeRD – Import.