(AUT) Generate electronic invoices in PEPPOL format

Applies To: Microsoft Dynamics AX 2012 R3

This topic includes information about generating electronic invoices (eInvoices) as XML files by posting sales orders, free text invoices, project invoices, and credit notes, and then converting the eInvoices into the PEPPOL format. The XML files are converted into files in the PEPPOL format during the batch processing of the invoices based on how you have set up AIF, batch groups, and batch jobs to convert the files. For more information about setting up batch processing of eInvoices, see (AUT) Set up parameters to generate electronic invoices in PEPPOL format.

Prerequisites

The following table shows the prerequisites that must be in place before you start.

Generate an eInvoice for a sales order

To generate an eInvoice for a sales order, follow these steps:

1. Click Accounts receivable > Common > Sales orders > All sales orders.

2. Select a sales order with a Status of Open order, and then click Edit.

3. Click Header view, and on the Setup FastTab, specify a dimension account for the sales order or select the Line-specific check box to specify different dimension accounts for each sales line in Line view.

4. Click Line view. On the Sales order header FastTab, enter the delivery contact details, customer reference, and customer requisition number.

5. On the Line details FastTab, on the Setup tab, enter the dimension account.

   Note

   You can specify a dimension account for a sales line at the line level only if the Line-specific check box is selected in the Header view.

6. Confirm the sales order. On the Invoice tab, click Invoice.

7. Select the Posting check box to post the sales order.

8. Select the Print invoice check box to print the sales order invoice when the invoice is posted, and then click Printer setup > Invoice.

9. Click File, and then specify the file name and path for the XML file. In the File format field, select XML.

10. Click OK to generate and post the invoice in XML format.

Generate an eInvoice for a free text invoice

To generate an eInvoice for a free text invoice, follow these steps:

1. Click Accounts receivable > Common > Free text invoices > All free text invoices.

2. Select a free text invoice, and then click Edit.

3. Click Header view, and on the Setup FastTab, specify a dimension account for the sales order or select the Line-specific check box to specify different dimension accounts for each sales line in Line view.

4. On the Customer FastTab, enter the customer requisition and customer reference number.

5. In the Contact field, select a contact person.

6. Click Line view. On the Line details FastTab, on the Setup tab, enter the dimension account.

   Note

   You can specify a dimension account for a sales line at the line level only if the Line-specific check box is selected in the Header view.

7. On the Action pane, click Post, and then select the Posting check box to post the free text invoice.

8. Select the Print invoice check box to print the free text invoice when the invoice is posted, and then click Printer setup > Invoice.

9. Click File, and then specify the file name and path for the XML file. In the File format field, select XML.

10. Click OK to generate and post the free text invoice in the XML format.

Generate an eInvoice for a project invoice

To generate an eInvoice for a project invoice, follow these steps:

1. Click Project management and accounting > Common > Project invoices > Project invoice proposals. Create a project invoice proposal. For more information, see Create and post invoice proposals.

2. On the Action pane, click Post, and then select the Posting check box to post the project invoice.

3. Select the Print invoice check box to print the project invoice when the invoice is posted, and then click Printer setup.

4. Click File, and then specify the file name and path for the XML file. In the File format field, select XML.

5. Click OK to generate and post the free text invoice in XML format.

Generate an eInvoice for a sales order credit note

To generate an eInvoice for a credit note, follow these steps:

1. Click Sales and marketing > Common > Sales orders > All sales orders.

2. Select a sales order with a Status of Invoiced, and then click Edit.

3. On the Sell tab, click Credit note, and specify the reason code for the sales order transaction.

4. If required: On the Invoice tab, select the Select all check box to create a credit note for all of the transactions in the sales order.

   Note

   You can select the Mark check box to create a credit note for a specific transaction in the sales order.

5. Click OK. The details of the selected transaction are updated with the negative amount on the Sales order lines FastTab in the Sales order form.

6. Confirm the sales order. On the Invoice tab, click Invoice.

7. Select the Posting check box to post the sales order.

8. Select the Print invoice check box to print the credit note when the invoice is posted, and then click Printer setup > Invoice.

9. Click File, and then specify the file name and path for the XML file. In the File format field, select XML.

10. Click OK to generate and post the credit note in XML format.

Convert the eInvoices in XML to PEPPOL format

To use a one-time batch job to convert the invoice files from the XML format to the PEPPOL format, follow these steps:

1. Copy the sales invoice, free text invoice, and credit notes files in the XML format to the source folder (\\Server\PEPPOL\Sales\Source).

   –or–

   Copy the project invoice files in XML format to the source folder (\\Server\PEPPOL\Project\Source).

2. Run the batch job that you set up in (AUT) Set up parameters to generate electronic invoices in PEPPOL format to convert the XML file to the PEPPOL format. You can set up recurring batch jobs to convert the eInvoices to PEPPOL format automatically.

Technical information for system administrators

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.