Receive OIOUBL

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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:

  • Invoice
  • Credit note
  • Jerk
  • Order
  • Receipt
  • Bank statements
  • Supply specification (UTS)

Receiving OIOUBL is part of the Uniconta standard package

Setting up reception

It's easy to get started as you can register your company for Nemhandel directly from Uniconta. Read how it works her .

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 in the inbox. All relevant fields are filled in with the information in the OIOUBL document. The invoice can be viewed by pressing 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. A search is performed with the following prioritization:

  • GLN number
  • CVR number

If there is no unique debtor, but there are several debtors that meet the above criteria, the SupplierAssignedAccountId is used if it is filled in the OIOUBL file (the ID is explained further down in the text).

If the debtor is not found, a debtor will automatically be created with the information specified in the order. The debtor account is specified with the CVR number, which can always be changed if you wish.

A debtor delivery account is also created if it is specified in the order document.

SupplierAssignedAccountId: Typically used if a customer has multiple departments and they are all created as debtor accounts in Uniconta. Many customers will have a unique GLN number per department and the order will therefore be created under the correct customer. There are also customers who do not have a GLN number per department. Here you can use SupplierAssignedAccountId to search for the correct debtor accounts. The value in SupplierAssignedAccountId is used to search for a Debtor account number.

 

Pricing The price of an item is found according to the logic of manually entering a line on an order line. Any prices specified in the OIOUBL file will not be used.

Delivery Location (DeliveryLocation) Uniconta looks for a DeliveryId (the field in OIOUBL Delivery.DeliveryLocation.ID). It is primarily used by customers who shop with chain stores. 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. The ID is searched for in the Code and Delivery ID fields, and if there is a match, the delivery address is added to the sales order.

Search for 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:

  • Delivery.delivery.party.party.name.name
  • Delivery.delivery.location.address.brand.note.
  • Delivery.delivery.location.address.id

Delivery Party (DeliveryParty) DeliveryParty is used as a Delivery Account in situations where BuyerCustomerParty and AccountingCustomerParty are the same or no AccountingCustomerParty is specified.

BuyerCustomerParty is considered the Invoice account in this situation.

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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:

  • Requested delivery period.start date
  • Latest delivery date

Here is an example of an order line.

Uniconta reads the delivery date according to the following prioritization and inserts the date on the order line in Uniconta:

  • Requested delivery period.start date
  • Actual delivery date

Your Reference Version-94 If the customer has entered information in the CustomerReference field, it is loaded into the Your Reference field in the Sales Order header.

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 above search finds more than one creditor, it will search for a match on the payment information. For example, a company that sends e-invoices from different departments but only specifies a CVR number. In Uniconta, all the company's departments are set up as creditors and with the same CVR number (note: this company does not use a unique GLN number per department)

Therefore, we do not know which department/creditor it concerns. However, departments have different payment information.

An e-invoice lists x number of payment methods that the supplier accepts.

Below is an example from an e-invoice

Payment method 1 is the supplier's preferred payment method, so it's also the one being searched for.

In this example it is FIK71 - however, it only searches on FI creditor number 80807392

 

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 are 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.
  • Sender item number (SellersItemIdentification) (#1) In Uniconta, the item number specified in the 'Supplier item number' field in the item table is searched for.
  • 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 item number (SellersItemIdentification) (#3) Search directly in the item table. There must be a match on the supplier listed 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 by EAN number only and therefore independent of the supplier specified in the table. Read more about Purchasing accounts here

An OIOUBL document of type Order can contain three references to a part number. The item number is searched for according to the prioritization below. The search stops when there is a match.

  • 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.

If it is not possible to find the item number in Uniconta, leave the item number blank on the order line.

The Reference field is filled in with the Supplier's item number if it exists in the Invoice or Credit note documents. For the Order document, the Reference field is filled in with the Buyer's item number if it is specified.

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

CustomerReference If the supplier has entered information in the CustomerReference field, it is loaded into the notes field in the physical inbox and transferred to the Comments field in the Purchase Order header.

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

  • PDF
  • JPEG
  • TIFF
  • PNG
  • XLSX
  • CSV
  • XLSX
  • ODS

The External documents are not limited to the above types, but will typically be one of the above. The external documents are opened in Uniconta via an external link (URL). For example, could be the original invoice that the supplier has placed on their own server. You can browse between the documents by pressing the Previous/Next buttons.

AdditionalDocumentReference (Project number) Uniconta searches for Project number in AdditionalDocumentReference. If a project number is found in OrderReference, it will be overwritten with this ID. cbc:ID = Project number cbc:DocumentTypeCode = ZZZ cbc:DocumentType = Project or Project

Project number can currently only be read at header level.

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 (e-invoice)

Payment methods specified in the e-invoice are handled differently depending on whether the 'Creditor Approve Bank Details' module is enabled. Read more about this module here.

New Supplier (Module not activated) The supplier does not exist in Uniconta and will be created. The bank details will not be updated on the vendor. The first payment method from the e-invoice is inserted in the Payment method and Payment ID fields in the Physical inbox.

Existing Supplier - with bank details (Module not activated) The Payment method and Payment ID fields in the Physical inbox are updated with the bank details of the vendor. Bank details in the e-invoice are not used.

Existing Supplier - without bank details (Module not activated) The first payment method from the e-invoice is inserted in the Payment method and Payment ID fields in the Physical inbox. Nothing is updated on the vendor.

New Supplier (Module enabled) The supplier does not exist in Uniconta and will be created. All payment methods in the e-invoice will be created under Bank details on the vendor. The first payment method from the e-invoice is inserted on the vendor as default. The creditor's default payment method is set in the Physical Inbox.

Existing Supplier - with bank details (Module enabled) If the parameter 'e-invoice - update vendor bank details' is enabled under Preferences, bank details will be updated if there is a difference between what is written on the vendor and what is written in the e-invoice.

The creditor's default payment method is specified in the Physical inbox.

If the 'e-invoice - update vendor bank details' parameter is not enabled under Preferences, then the vendor's default payment method will be set in the Physical inbox.

If the default payment method does not have a payment ID, the first payment method from the e-invoice is inserted in the physical inbox.

Existing Supplier - without bank details (Module enabled) If the parameter 'e-invoice - update vendor bank details' is enabled under Preferences, all payment methods in the e-invoice will be created under Vendor bank details.

The creditor's default payment method is specified in the Physical inbox.

If the 'e-invoice - update vendor bank details' parameter is not enabled under Preferences, the first payment method from the e-invoice is inserted in the physical inbox.

 

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 is also received.

Bank statement (Declaration)

Receive statements from your suppliers directly in your physical inbox. In order to receive account statements, it must be activated in the Nemhandelsregisteret.

This can be done under Company information. Simply read her .

The sole purpose of the account statement is to provide an overview of the financial claims and transactions between a customer and supplier. Account statements cannot be used as invoices, credit notes or reminders.