SCALERP
Electronic invoicing
PDF, UBL and Factur-X invoice: understanding the formats
Understand the difference between readable presentation, structured data and transport of an invoice.
The readable document
A PDF presents the invoice to the recipient. A photo or scan also represents a document, but its information must be extracted to be used as management fields.
Structured formats
UBL is an XML syntax used to describe business documents. Factur-X combines a readable PDF and CII XML data. The format chosen depends on the profile applicable to the exchange circuit.
- Supplier Supplier A
- Invoice INV-024
- Receipt Incoming events
The exchange circuit
Creating a file, transmitting it, receiving a receipt and recording the payment are separate steps. Keep the document reference and track the status of the exchange and settlement separately.
Does an invoice scan contain structured data?
A scan visually represents the invoice. Extraction allows you to offer fields such as the date, reference or total; these values must be read again before use. The image file, the extracted fields and an XML document therefore correspond to three different forms of information.
Is there a file format that indicates the invoice is paid?
The format describes the representation of the document. To find out its payment, view the associated payments and the remaining balance. Likewise, a sending or receiving status provides information on the exchange of the document, not on collection.