Send OIOUBL

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Uniconta can create and send the OIOUBL documents Invoice and Credit Note, hereafter simply referred to as Invoice. Invoices can be sent directly from Uniconta or you can use another carrier for the shipment. To be able to send invoices from Uniconta, it must be activated under Company information read more here

FAQ list

  • OIOUBL can be sent to public and private companies registered in Denmark, Greenland and the Faroe Islands.
  • Only customers registered in the Nemhandel Register can receive OIOUBL invoices
  • Uniconta can ship to customers registered with a GLN or CVR number
  • GLN number is also known as EAN number
  • OIOUBL is created/sent in connection with invoicing via Sales Order, Quick Invoice, Mass Update or other places from which sales invoices can be created
    • When mass updating, you need to filter so that you only see orders with a GLN number, as you cannot send both electronic invoices and email invoices at the same time. Read more about mass update here...
  • OIOUBL can also be sent/created from the Invoice Journal. It is also from here that an OIOUBL can be resubmitted
  • Up to 10 additional documents can be attached to an OIOUBL invoice
  • As far as possible, an OIOUBL invoice includes the same information as the 'paper invoice', however, custom fields cannot be included in the OIOUBL file.
  • Uniconta supports trading with municipalities, which in some cases requires a UserId
  • You can freely define which payment methods (FIK, BBAN and/or IBAN) to specify in the OIOUBL file
  • An agreed Delivery ID can be specified on the customer, which will be included in the OIOUBL file
  • Sender Id can be CVR number or GLN number
  • Invoices related to a Beneficiary are also supported
  • Multiple GLN numbers can be specified on a debtor (Contact and/or Installation)
  • Validation of the OIOUBL invoice is performed before sending
  • OIOUBL invoices that are sent are written in the debtor log. Invoices that cannot be submitted or are faulty are also written in the log.
  • Uniconta has a Retry strategy for invoices that cannot be submitted (20 attempts)
  • Attach the PDF invoice
  • OIOUBL supports reverse charge support
  • You can specify which invoice a credit note offsets
  • OIOUBL supports UNSPCS product classification in version 19.0501

Debtor setup

Here is a description of how to set up a debtor for invoices to be created/sent as an OIOUBL. The customer must be registered in the Nemhandel Register in order to receive OIOUBL invoices. The customer can be registered with a GLN number or a CVR number. Note: Please note that a GLN number is also known as a customer's EAN number and for the same reason, many people also know an OIOUBL invoice as an EAN invoice. However, the term EAN is no longer up-to-date, which is why Uniconta uses the term GLN number. GLN number: Most customers are registered in Nemhandel with a GLN number CVR number: The customer may also be registered in Nemhandel with a CVR number e-invoice: Activate creation/sending of OIOUBL on the individual customer by selecting OIOUBL Please note that a GLN number can be specified in several places depending on the customer and their requirements. Note: If "Email to Invoice" is filled in, an invoice in PDF format will be sent at the same time. Invoice account If a Debtor account is specified in the Invoice account field, this Debtor account will receive the OIOUBL invoice. The Debtor Invoice account must therefore have a GLN number or CVR number that can be sent to. If an invoice account was specified in the above example, Cykel A/S will be the Goods purchase account/Supply account. Contact person GLN number can be specified on a contact person. It is primarily used when trading with municipalities, where a municipality typically has one GLN number per institution. Read more about trading with municipalities further down in the text. Delivery address A Delivery address can also have a GLN number. The delivery address can be specified on the sales order. Read more about Delivery addresses here Prioritization of EndPoint ID (GLN number, CVR number) Uniconta will search for EndPoint in the following order of priority
  • Delivery address
  • Contact person
  • Invoice account
Supplier Account Number By default, a value is always entered in the SupplierAssignedAccountID field in the AccountingCustomerParty section. It is the debitor account number that is entered. This is an identifier that can refer to an account with the recipient (customer). Some customers require an agreed value in this field in order to receive the invoice.

Payment Means (Payment Means)

There is no limit to the number of PaymentMeans classes in an OIOUBL invoice. In Uniconta, three payment methods can be set up
  • FIK (71, 73, 75 or 04)
  • BBAN (Bank account number)
  • IBAN
By default, OIOUBL retrieves the payment methods from Company Information, they will be written in the following order in the OIOUBL file if specified.
  1. FIK
  2. BBAN
  3. IBAN
Note: Receiver systems generally only read the first one. Payment methods can also be specified under Layout groups. If a Layout group is specified on the Invoice header or Debtor, bank information is retrieved from the Layout group. It works a little differently than on a regular invoice. See the examples below. Example 1 If a Layout Group is specified, but all payment details are empty, then bank details are retrieved from Company details Example 2 If a Layout Group is specified and only the FIK number is filled in, only the FIK will appear in OIOUBL - even if BBAN and/or IBAN is filled in under Company Information

OrderReference

OrderReference sections ID Filled in with the fields Requisition number or Project number from the Sales order header, if the Requisition number is filled in, this is used otherwise insert Project number if it is filled in. Note: In the Requisition number field, you can, for example, enter the customer's purchase order number. Requisition number can also be used to specify the CPR number in connection with the service recipient. Beneficiary. Some municipalities expect the CPR number to be in the DeliveryParty section (read further down). In order to move the CPR number to this section, it must be prefixed with CPR: SalesOrderID Uniconta sales order number IssueDate InvoiceDate

Comment/Notes/Reference

The Comments field on the sales order header is included in the OIOUBL header. The comment field is placed here in OIOUBL. Order line notes are included as invoice line notes in OIOUBL, as shown below. Text lines entered as invoice lines, i.e. lines without item number and quantity, are included as invoice lines in OIOUBL. This means that the text is included in <cbc:Description> under <cac:Invoiceline>\<cac:Item>, in the same way as the text on other invoice lines. A note must always be on a line with text otherwise the note will not be included. Except when the line with the note without text and number is before the first number line. In this case, the note will overwrite any comment in OIOUBL. If a Reference Number is specified on the order line, it will be inserted in the OIOUBL document. The location is as follows:
  • Invoice - Invoice.InvoiceLine.OrderLineReference.LineID
  • Credit note - CreditNote.CreditNoteLine.BillingReference.InvoiceDocumentReference.ID

Delivery ID

The Delivery ID field can be found on Accounts Receivable and Delivery Addresses If you need to specify an ID for a delivery location, either instead of a delivery address or together with a delivery address, enter it in the Delivery ID field (the field in OIOUBL Delivery.DeliveryLocation.ID). This can be an ID anchored in a public list, such as a GLN number, or an ID that is mutually agreed between the parties. It is primarily used by customers who shop with chain stores. They are characterized by through invoicing. The OIOUBL invoice is sent to the head office and the goods are delivered to the individual store. In the OIOUBL invoice, the head office will typically have an ID that identifies the individual store receiving the item. The Delivery ID can be entered on the Debtor and/or Delivery Address, if no value is entered in Id, then the Delivery Account GLN number (if specified) or Delivery Account number is inserted. Here you insert the Delivery ID in the OIOUBL file Delivery ID (Beneficiary) A service recipient can, for example, be a person who is granted an assistive device by the municipality, but who makes an agreement for adaptation etc. with a supplier. The supplier sends the invoice directly to the municipality, which can then close the grant case based on the CPR number. CPR number must be entered in the Delivery ID field and prefixed with CPR: The field in the OIOUBL file Delivery.DeliveryParty.PartyIdentification.ID with schemeID="DK:CPR" Insert CPR number in the OIOUBL file here Note: There will be situations where the above solution is not optimal. Instead, you can enter the CPR number for the Beneficiary in the Requisition field in the order header. Read more in the section Requisition. Delivery ID (P-number) There are also some parties that use the P-number (Production Unit) to identify the unit being traded. The P-number must be entered in the Delivery ID field and prefixed with P: P-number must be 10 digits. You do not need to specify leading zeros, as Uniconta does this when creating OIOUBL. It doesn't have to be a valid P-number, you can also specify a store number etc. It depends on what you agree with the recipient. The field in the OIOUBL file Delivery.DeliveryParty.PartyIdentification.ID with schemeID="DK:P" Insert P-number in the OIOUBL file here

Sales order fields Employee and Our Reference

If the employee field is filled in on the sales order header, the Our reference field is not used. The information is inserted in the ContactPerson section in AccountingSupplierParty and SellerSupplierParty Employee field filled ContactPerson.Id Id filled with Employee e-mail if filled otherwise insert 'na' (not available) ContactPerson.Name Name is filled with the Employee name. ContactPerson.Phone Phone is filled in with Employee mobile number, if filled in otherwise insert Company phone number Employee field empty ContactPerson.Id Id is filled in with Our Reference if filled in otherwise Company e-mail otherwise insert 'na' (not available) ContactPerson.Email Email is filled in with Company email if Our Reference is not filled in otherwise it is left blank. ContactPerson.Phone Phone is filled with Company phone number

Trading with municipalities

The City of Copenhagen requires the specification of a user ID. UserID is a personal identification of an employee in the municipality. It typically consists of a combination of numbers and letters, for example NN99. Please note that only the user ID must be entered in the field - nothing else - for example NN99. The invoice will be rejected if the field contains 'Hans Hansen: NN99' or 'UserID: NN99'. The UserId is inserted in the Contact person field on the customer and will then be inserted in the correct place in the OIOUBL invoice. Multiple municipal bodies created on the same debtor Municipalities typically have one GLN number per municipal body/institution. A contact person must be created per institution e.g.
  • Kindergarten Valmuen
  • Frydenlund Kindergarten
  • Nursing home Hvile
Insert GLN number and a Reference ID. Information is requested from the municipality/region. Reference ID The municipality of Copenhagen requires the specification of a user ID. UserID is a personal identification of an employee in the municipality. It typically consists of a combination of numbers and letters, for example NN99. Above are the three institutions listed as contact persons On the sales order itself, enter the desired contact person/institution

Product descriptions

Name and Description are used by default in OIOUBL files for short and long item descriptions respectively, but since Uniconta only has one item description field, this value is included as both Description and Name under ITEM/Description in the OIOUBL file. However, when viewing an OIOUBL invoice in Uniconta, the text will only be displayed once on the invoice printout, as the stylesheet we use to display the invoice only shows the text once if the values are the same under Description and Name in the file.

Attached documents

It is possible to attach (embed) up to a total of 10 documents to an OIOUBL invoice. Standard documents can also be attached. Any standard documents associated with an email setup are searched for. To use this functionality, a Layout Group must be created that has an associated email setup for an Invoice and Credit note. In the example below, a PDF document with terms of sale and delivery is attached. The document will be embedded in the e-invoice when it is created/sent. Nemhandel supports the following document types all other types will be rejected
  • PDF
  • JPEG
  • TIFF
  • PNG
  • XLSX
  • CSV
  • XLSX
  • ODS
Note: Documents are only embedded in the OIOUBL invoice if the document is marked for 'Invoice'. Read more here.

Attach PDF invoice

By default, a URL will be inserted in the e-invoice so that the recipient can view the PDF invoice. Under Company/Preferences you can select the following:
  • Url
  • Pdf
  • None of them
e-invoice attach = Url The PDF invoice is inserted as an external link, as shown below. Below is an example of the invoice view. e-invoice attachment = Pdf The PDF invoice is embedded in the e-invoice and can be viewed by the recipient. Most recipients prefer this solution. e-invoice attachment = None The PDF invoice is not inserted in the e-invoice. (It is not a legal requirement that it is inserted, but some recipients make it a requirement) Note: Legally, only the information written in the XML elements will apply - not what is stated in the PDF invoice.

Moms

An OIOUBL can contain one or more of the VAT rates below.
Tax category code Designation
StandardRated 25% VAT liability
ZeroRated 0% VAT liability
ReverseCharge Reverse payment obligation
Reverse charge Invoice lines with VAT codes that have the VAT operation s8 will get the code ReverseCharge. VAT exempt Invoice lines where the below applies will get the code ZeroRated
  • No VAT codes
  • VAT codes with the VAT operation s2
  • VAT amount = 0
Taxable All other invoice lines will get the code StandardRated.

Pricing

The PricingReference section is printed. In PriceAmount, enter the Gross unit price.

Decimals

In an OIOUBL document, there are no restrictions on the number of decimals in the price and conversion factors in relation to the price. Therefore, as many significant decimals as possible are used in situations where there may be problems with rounding decimals. 4 decimal places are consistently used when 'Prices are inclusive of VAT' on the order, as it often results in a difference in pennies when calculating backwards and here 2 decimal places are not enough. Retailers typically use 'Prices are inclusive of VAT' and the problem is that the net price must be calculated by subtracting VAT, which often results in 'skewed' prices with a greater risk of decimal and rounding errors.

Validations CVR number

Validation is performed for the following, which must be met in order to create/send an OIOUBL invoice. Sender CVR number A valid CVR number must be entered under Company information. A valid CVR number must be 8 digits long to be accepted. CVR number (PartyLegalEntity) is inserted in the following sections of the OIOUBL document
  • AccountingSupplierParty (Company information)
  • SellerSupplierParty (Company details) - (invoice document only)
Note: Especially for Faroese accounts. If the country code = 'Faroe Islands', Uniconta will automatically add two leading zeros to the CVR number, as a Faroese CVR number only has 6 digits. If the country code = 'Denmark', but a Faroese CVR number is specified, you must add two leading zeros yourself. Greenlandic accounts are handled in the same way as Danish accounts in relation to the CVR number. Recipient CVR number It is not a requirement that the CVR number is filled in on the recipient. It is recommended to do so, as it makes it easier for the recipient. It must of course be filled in if the recipient is registered with their CVR number instead of GLN number in the NHR register. If the CVR number is filled in, it must be 8 digits. CVR number (PartyLegalEntity) is inserted in the following sections of the OIOUBL document
  • AccountingCustomerParty (Invoice account)
  • BuyerCustomerParty (Delivery account)
  • PayeeParty (Payee - only inserted for Credit Note)
Note: BuyerCustomerParty, Party/EndPointId are omitted when Country <> Denmark and Greenland and EndPointId is a CVR number. Information can still be found in PartyIdentificaton/ID and PartyLegalEntity/CompanyId. Here it will be specified as shown below.

Item number

Uniconta can read out 4 references to a part number.
  • Recipient item number (BuyersItemIdentification)
  • Sender's item number (SellersItemIdentification)
  • EAN number (StandardItemIdentification)
  • UNSPSC - CommodityClassification (CommodityClassification)
Receiver item number (BuyersItemIdentification) If an Item Name Group has been created on the debtor for the current item number, it will be printed here. Sender's item number (SellersItemIdentification) Item number as stated in the item table. EAN number (StandardItemIdentification) If an EAN number is specified on the item, print it here. UNSPSC - CommodityClassification UNSPSC (United Nations Standard Product and Services Code) is an international classification system for goods and services. The translation of UNSPSC version 19.0501 has been handled by GS1 Denmark on behalf of the Danish Agency for Digitization. Read more about UNSPSC at GS1 here. The UNSPCS commodity classification code is indicated on the item in the item record. Read more here If UNSPSC is specified on the item, it is inserted in the OIOUBL invoice as shown below. Uniconta is set by default to use UNSPSC version 19.0501.

Shipping via Nemhandel

Sending via NemHandel will always be active by default. If you want to deviate from this and use another carrier, you can find the parameter "Disable e-invoice via Nemhandel" under preferences. OIOUBL can be sent via NemHandel in connection with
  • An invoice is created (Sales Order, Quick Invoice, Mass Update and other places from which a sales invoice can be created)
  • Directly from the Invoice Journal.
Note: OIOUBL is not sent in connection with invoicing. invoicing if 'Block send email' is checked. Here is an overview of the two dispatch methods. Send via Invoice Journal The 'Send as e-invoice' button will be visible if the 'Disable e-invoice via Nemhandel' parameter is not set under preferences. Note: It is still possible to read an OIOUBL file - e-invoice is disabled via Nemhandel. Read the description further down in the document. The button works in the same way as when sending an email, i.e. it is the selected lines that will be attempted to be sent. In the dialog, specify how many invoices will be sent. In the GLN number column, the GLN number sent to is specified. Note: A customer can also be registered in NemHandel with a CVR number A validation of typical errors is performed before shipping.
  • Recipient EndPointID is checked in the NemHandel register
  • Sender information is checked
Send in connection with invoicing The 'Send as e-invoice' field is set automatically if the 'e-invoice' field is set to OIOUBL on the debtor and CVR or GLN is specified. From version 93, the GLN number or CVR number that is sent to is shown. Upon successful sending, the 'e-invoice sent' date in the invoice journal will be filled in. If you have chosen to disable sending via Nemhandel, it will say 'Export of e-invoice' and there will be no information to which GLN number or CVR number.

Log

All e-invoices sent are written to the debtor log. Read more here.

Error handling

The following errors are reported immediately. They are all due to incorrect setups in Uniconta:
  • Unknown recipient. GLN number or CVR number is not known in the Nemhandel Register
  • Unknown sender. GLN number or CVR number is not correctly filled in under Company details
  • Schematron validation error. There are errors in the OIOUBL document.
Retry strategy for resending Most other errors are caused by external systems and may be temporary. Uniconta tries to resend the invoice between 2-20 times - one hour apart. If this fails - the resend will be reported as an error. Here is a list of the errors that can typically occur:
  • You cannot make a lookup in the NemHandelsregisteret
  • DNS cannot be performed on the recipient's hostname
  • Receiver server not responding or rejecting o Server is temporarily down o Server is overloaded o Certificate issues
If something went wrong during sending, the e-invoice error field is marked in the invoice journal and the date 'e-invoice sent' is not filled in with a date. All error messages can also be seen in the Debtor log. Read more here.

Manual output of OIOUBL

OIOUBL files can be read directly from the invoice journal. It is primarily used to send OIOUBL invoices with a carrier other than Uniconta. After invoicing, find the invoice to be created and sent as an OIOUBL invoice. To create the OIOUBL file, click the 'Export e-invoice' button. Then specify in which folder the file(s) should be placed. The OIOUBL file will be named Invoice_<Invoice number>.xml You can also create a specific folder to which the OIOUBL files are output. Setup in "My Profile" read more here If you select multiple files, all will be read.