Uniconta can be set up to receive OIOUBL documents via the Nemhandel network. The documents are loaded directly into the Physical Attachment (inbox) with the exception of Order which is created as a sales order. Uniconta can receive the following documents:
The invoice is displayed via a stylesheet that translates the information in the OIOUBL xml file into a readable standardized invoice.
If the OIOUBL invoice contains attached attachments or external links, they will be visible by pressing the arrow keys in the viewer.
Prices
The price of an item is found according to the logic used when manually entering a line on an order line. Any prices specified in the OIOUBL file will not be used.
DeliveryLocation
Uniconta looks for a DeliveryId (the field in OIOUBL Delivery.DeliveryLocation.ID).
This is primarily used by customers dealing with retail chains. The ID will typically be a store number. It can also be a GLN number - read more below.
Searching in the Code and Delivery ID fields
Then check if the current debtor has a Delivery Address with this ID. In the example it will be Id = B91347.
Below is the Delivery Address in Uniconta. Search for the ID in the Code and Delivery ID fields, and if there is a match, the delivery address is added to the sales order.
Searching in the GLN number field
The GLN number field is also searched if SchemeID = GLN. It is checked if the current debtor has a Delivery Address with this GLN number. In the example, it will be GLN number = 5790000253692.
Below is the Delivery Address in Uniconta, if there is a match, the delivery address will be added to the sales order.
If a DeliveryId is not specified or does not exist in Uniconta, it checks if the Address section is filled in the file. If an address is found, it is inserted in the Delivery address on the sales order.
You cannot specify a name in an OIOUBL address class. A possible delivery name is retrieved in one of the following fields in order of priority:
Uniconta reads the delivery date according to the following prioritization and inserts the date on the order header in Uniconta:
Uniconta reads the delivery date according to the following prioritization and inserts the date on the order line in Uniconta:
Only xml files of type OIOUBL Invoice or Credit Note can generate a Purchase Order, all other types will be rejected.
If the Purchase Number column is already filled with a number, a new purchase order cannot be created.
Item number
An OIOUBL document of type Invoice or Credit note can contain three references to an item number. The item number is searched for according to the prioritization below. The search stops when there is a match.
Contact person/Delivery contact person
If a contact person is specified under BuyerCustomerParty, it will be inserted in the order header.
If the contact person does not already exist, it will be created with Name, email and Mobile phone
If the values in the two green boxes below are the same, Phone and Email will be inserted in the order header under Delivery address. In this situation, the contact person is not created as we assume that it is a Delivery contact person and not a contact person at the order recipient.
Charges (Header level)
The total charge amount of the document is the sum of all instances of AllowanceCharge at header level where ChargeIndicator = true. The total is inserted as a line on the purchase order without an item number.
The text on the order line = AllowanceChargeReason, if this is blank, the text 'Charge' is written.
Below is a fee of DKK 7.50 with the text 'Packaging contribution'
Under number series for Creditor, you can specify an item number that can be used for fees if you wish.
OrderReference
If the ID is filled in the OrderReference section, Uniconta is searched in the following order of priority. The search stops when there is a match. This applies to the Invoice and Credit note documents.
1st search
When ordering goods from Solar, Lemvig Müller, etc. you will typically be able to enter information regarding the purchase, which is specified in OrderReference/ID.
If a space is specified in the text, as in the example below, Uniconta will read the text as "<Project number> <Our Reference>"
First check if project number 801000-18 exists in the accounts. If the project exists, insert the project number and insert the rest of the text in the field 'Our ref' in the Purchase order header.
If the project does not exist or if a space is not specified, continue searching in '2nd search'.
2nd search
Search for Sales order, Project or Purchase order in that order.
Order reference (buyer's order number) is inserted in the Reference field in the Physical inbox.
Sales order
If there is a sales order with the ID in question, insert it in the Purchase order header
Project
If there is a project with that ID, it will be added to the physical inbox and the Purchase Order header. The project must have one of the following Phases (Created, Offer, Approved and In progress)
Purchase order
If there is a purchase order with that ID, it will be inserted in the physical inbox if the vendor in the OIOUBL file is the same as specified on the purchase order.
The purchase order will be updated with the following information if not already filled in on the order:
AdditionalDocumentReference (Attached documents)
The sender has the option of attaching documents in an OIOUBL as known from emails. These can be internal documents embedded in the OIOIUBL file or
references to external documents. All documents will be displayed.
The Internal documents can have one of the following types
The project number is then inserted in the physical inbox and on the Purchase Order header.
Invoice amount
Invoice amount incl. VAT is inserted in the Invoice amount field in the Purchase order header. Uniconta will then check if the sum of the loaded purchase lines equals the total invoice amount in this field.
Payment methods
The OIOUBL invoice will typically state how the supplier wishes to receive payment. It is first checked if there is payment information on the creditor in Unioconta, otherwise the payment information from the invoice is used.
In the example above, an invoice has been received from Norlys Energi A/S and a specification of the invoice has also been received.
- Invoice
- Credit note
- Jerk
- Order
- Receipt
- Bank statements
- Supply specification (UTS)
Setting up reception
It's easy to get started as you can register your company for Nemhandel directly from Uniconta. Read how to do it here.Receiving invoices, credit notes and reminders
The Invoice, Credit note and Reminder documents are automatically loaded in the physical inbox. Below is an example of an invoice received via Nemhandel and loaded into the inbox. All relevant fields are filled in with the information in the OIOUBL document. The invoice can be viewed by clicking the 'View' button.
The invoice is displayed via a stylesheet that translates the information in the OIOUBL xml file into a readable standardized invoice.
If the OIOUBL invoice contains attached attachments or external links, they will be visible by pressing the arrow keys in the viewer.
Receiving an Order
Orders received via Nemhandel will automatically be created as a debtor sales order. This type of sales order will always be recognized by being assigned the order group = OIOUBL. The original Order document (OIOUBL) is saved in the order header as an attached document. Create Debtor When an OIOUBL order is received, it is checked if the debtor exists in the accounts. It is searched with the following prioritization:- GLN number
- CVR number
Prices
The price of an item is found according to the logic used when manually entering a line on an order line. Any prices specified in the OIOUBL file will not be used.
DeliveryLocation
Uniconta looks for a DeliveryId (the field in OIOUBL Delivery.DeliveryLocation.ID).
This is primarily used by customers dealing with retail chains. The ID will typically be a store number. It can also be a GLN number - read more below.
Searching in the Code and Delivery ID fields
Then check if the current debtor has a Delivery Address with this ID. In the example it will be Id = B91347.
Below is the Delivery Address in Uniconta. Search for the ID in the Code and Delivery ID fields, and if there is a match, the delivery address is added to the sales order.
Searching in the GLN number field
The GLN number field is also searched if SchemeID = GLN. It is checked if the current debtor has a Delivery Address with this GLN number. In the example, it will be GLN number = 5790000253692.
Below is the Delivery Address in Uniconta, if there is a match, the delivery address will be added to the sales order.
If a DeliveryId is not specified or does not exist in Uniconta, it checks if the Address section is filled in the file. If an address is found, it is inserted in the Delivery address on the sales order.
You cannot specify a name in an OIOUBL address class. A possible delivery name is retrieved in one of the following fields in order of priority:
- Delivery.DeliveryParty.PartyName.Name
- Delivery.DeliveryLocation.Address.MarkAttention
- Delivery.DeliveryLocation.Address.Id
Unloading information (Order)
Here is a selected list of data that is extracted from an order and how Uniconta identifies it. Delivery date Delivery date can be specified on the order header or on the lines in OIOUBL. Here is an example of the order header
Uniconta reads the delivery date according to the following prioritization and inserts the date on the order header in Uniconta:
- RequestedDeliveryPeriod.StartDate
- LatestDeliveryDate
Uniconta reads the delivery date according to the following prioritization and inserts the date on the order line in Uniconta:
- RequestedDeliveryPeriod.StartDate
- ActualDeliveryDate
Manual loading of OIOUBL
OIOUBL documents can be manually loaded into the physical inbox. They can be 'dragged' in as you can with all documents. There are some limitations when doing it this way. The information in the xml file is not automatically read. This only happens when the invoice is transferred to Indkøb. When transferring to an Accounting journal, the information is not read.Create Creditor
When an OIOUBL invoice is received, it is checked if the creditor/supplier already exists in the accounts. A search is made for GLN number and/or CVR number. If the creditor is not found, a creditor will automatically be created with the information specified in the OIOUBL invoice. The creditor account is specified with the CVR number, which can always be changed if desired.Create Purchase Order
There is a new button 'Transfer to purchase'. The button is only visible if you have activated AutoBanking.
Only xml files of type OIOUBL Invoice or Credit Note can generate a Purchase Order, all other types will be rejected.
If the Purchase Number column is already filled with a number, a new purchase order cannot be created.
Item number
An OIOUBL document of type Invoice or Credit note can contain three references to an item number. The item number is searched for according to the prioritization below. The search stops when there is a match.
- Recipient item number (BuyersItemIdentification) Here Uniconta searches directly in the item table.
- SellersItemIdentification (#1) In Uniconta, search for the item number specified in the 'Supplier item number' field in the item table.
- Sender's item number (SellersItemIdentification) (#2) In Uniconta, the item number is searched for in the Item Name Group. It is therefore required that an item name group has been created on the Supplier.
- Sender's item number (SellersItemIdentification) (#3) The item table is searched directly. There must be a match on the supplier specified on the item.
- EAN number (StandardItemIdentification) (#1) Here Uniconta searches the item table for the specified EAN number.
- EAN number (StandardItemIdentification) (#2) (coming in version-94) The Purchasing Accounts table is searched for the specified EAN number. Note: The search is only by EAN number and therefore independent of the supplier specified in the table. Read more about Purchasing accounts here
- Shipper item number (SellersItemIdentification) Here Uniconta searches directly in the item table.
- Receiver item number (BuyersItemIdentification) In Uniconta, the item number is searched for in the Item Name Group. It is therefore required that an item name group has been created on the Buyer.
- EAN number (StandardItemIdentification) Here Uniconta searches the item table for the specified EAN number.
Contact person/Delivery contact person
If a contact person is specified under BuyerCustomerParty, it will be inserted in the order header.
If the contact person does not already exist, it will be created with Name, email and Mobile phone
If the values in the two green boxes below are the same, Phone and Email will be inserted in the order header under Delivery address. In this situation, the contact person is not created as we assume that it is a Delivery contact person and not a contact person at the order recipient.
Unloading information (Invoice)
Here is a list of the more specialized data that can be detached and how Uniconta may identify it. Discounts (Header level) The total discount amount of the document is the sum of all instances of AllowanceCharge at header level where ChargeIndicator = false. The total is inserted as a line on the purchase order without an item number and where quantity = -1. The text on the order line = AllowanceChargeReason, if this is blank, the text 'Discount' is written. Below is a discount of DKK 18.79 with the text 'Online discount'
Charges (Header level)
The total charge amount of the document is the sum of all instances of AllowanceCharge at header level where ChargeIndicator = true. The total is inserted as a line on the purchase order without an item number.
The text on the order line = AllowanceChargeReason, if this is blank, the text 'Charge' is written.
Below is a fee of DKK 7.50 with the text 'Packaging contribution'
Under number series for Creditor, you can specify an item number that can be used for fees if you wish.
OrderReference
If the ID is filled in the OrderReference section, Uniconta is searched in the following order of priority. The search stops when there is a match. This applies to the Invoice and Credit note documents.
1st search
When ordering goods from Solar, Lemvig Müller, etc. you will typically be able to enter information regarding the purchase, which is specified in OrderReference/ID.
If a space is specified in the text, as in the example below, Uniconta will read the text as "<Project number> <Our Reference>"
First check if project number 801000-18 exists in the accounts. If the project exists, insert the project number and insert the rest of the text in the field 'Our ref' in the Purchase order header.
If the project does not exist or if a space is not specified, continue searching in '2nd search'.
2nd search
Search for Sales order, Project or Purchase order in that order.
Order reference (buyer's order number) is inserted in the Reference field in the Physical inbox.
Sales order
If there is a sales order with the ID in question, insert it in the Purchase order header
Project
If there is a project with that ID, it will be added to the physical inbox and the Purchase Order header. The project must have one of the following Phases (Created, Offer, Approved and In progress)
Purchase order
If there is a purchase order with that ID, it will be inserted in the physical inbox if the vendor in the OIOUBL file is the same as specified on the purchase order.
The purchase order will be updated with the following information if not already filled in on the order:
- Invoice amount (Uniconta will check if the sum of the registered purchase lines is equal to the total invoice amount in the OIOUBL invoice)
- The OIOUBL invoice will be attached to the order (physical attachment)
- Delivery date
- Memo
- Our reference
- Your reference
AdditionalDocumentReference (Attached documents)
The sender has the option of attaching documents in an OIOUBL as known from emails. These can be internal documents embedded in the OIOIUBL file or
references to external documents. All documents will be displayed.
The Internal documents can have one of the following types
- JPEG
- TIFF
- PNG
- XLSX
- CSV
- XLSX
- ODS
The project number is then inserted in the physical inbox and on the Purchase Order header.
Invoice amount
Invoice amount incl. VAT is inserted in the Invoice amount field in the Purchase order header. Uniconta will then check if the sum of the loaded purchase lines equals the total invoice amount in this field.
Payment methods
The OIOUBL invoice will typically state how the supplier wishes to receive payment. It is first checked if there is payment information on the creditor in Unioconta, otherwise the payment information from the invoice is used.
Supply specification (UTS)
Utility companies, such as telephone companies and energy companies, often send a utility bill specification as a new document. The document is called UTS - Utility Transfer Statement.
In the example above, an invoice has been received from Norlys Energi A/S and a specification of the invoice has also been received.