Main.Invoicing.invoice-service.Implementation guide.Invoice columns - Invoicing and Distribution

Page of - last modified by frn on 2023/10/27 13:47

Invoicing and Distribution

frn

2023/10/27 13:47

Table of Contents

Introduction

Editing the invoice content

Defining column amount

Adding rows

Invoice documents

Invoice

Reminder

Collection claim

Logotype

Logo used for print

Logo used for digital distribution

Payment info

E-mail invoice (html)

EDI (B2B)

Invoice attachment (enclosure)

Standard Invoice distribution order of priority

Sweden

Denmark

Finland

Introduction

You have the possibility to specify the structure and presentation of your invoice columns. This is done in the Invoice Printblock directly in the CUSIN file that you send to PayEx.

Editing the invoice content

The main element that govern column structure is InvoicePrintblock and the subseqent SubOrderBlocks. An invoice can have serveral Printblocks.

InvoicePrintBlock

<BasePrintBlock>
<SubOrderBlock TableType="A2">
<ColumnHeadLine>
<Columns>
<Column ColumnNo="1">
<Text>Services</Text>
</Column>
<Column ColumnNo="2">
<Text>Products</Text>
</Column>
</ColumnHeadLine>
<Rows>
<Row>
<Columns>
<Column ColumnNo="1">
<Text>A Service</Text>
</Column>
<Column ColumnNo="2">
<Text>1.00</Text>
</Column>
</Columns>
</Row>
</Rows>
<SummaryRow>
<Columns>
<Column ColumnNo="1">
<Text>Amount</Text>
</Column>
<Column ColumnNo="2">
<Text>424.00</Text>
</Column>
</Columns>
</SummaryRow>
<PrintBlockConfig PrecedingPageBreak=”false/true” PrecedingSheetBreak=”false/true”>
</PrintBlockConfig>

Defining column amount

You can display up to 12 columns on your invoice. The maximum witdh for columns is 180mm, which get divided among the total column count. The TableType attribute for the SubOrderBlock ranges from A1 (one column) to A12 (twelve columns). The example above use eight columns (A8). Each column is defined with a corresponding text element. Please note that you can leave columns blank.

Adding rows

You can add as many rows a necessary as long as you conform to the specified column amount. The example below displays three rows with 2 columns per row as limited by the table type (in this case i would have been A2).

Adding Rows

<Row>
<Columns>
<Column ColumnNo="1">
<Text>A Service</Text>
</Column>
<Column ColumnNo="2">
<Text>1.00</Text>
</Column>
</Columns>
</Row>
<Row>
<Columns>
<Column ColumnNo="1">
<Text>Another Service</Text>
</Column>
<Column ColumnNo="2">
<Text>1.00</Text>
</Column>
</Row>
<Row>
<Columns>
<Column ColumnNo="1">
<Text>Another more exensive service</Text>
</Column>
<Column ColumnNo="2">
<Text>3.00</Text>
</Column>
</Row>

You can also add a summary row to your invoice, which give you a distinct row separated from the previous rows as seen in the example and figure below. The SummaryRowelemement in this example contains eight columns (table type A8) even though none but the first and last column contain a value. The first column is used to display the string belopp (amount) and the last column contains the actual amount 424.00.

Summary row

<SummaryRow>
<Columns>
<Column ColumnNo="1">
<Text>Belopp</Text>
</Column>
<Column ColumnNo="2">
<Text></Text>
</Column>
<Column ColumnNo="3">
<Text></Text>
</Column>
<Column ColumnNo="4">
<Text></Text>
</Column>
<Column ColumnNo="5">
<Text></Text>
</Column>
<Column ColumnNo="6">
<Text></Text>
</Column>
<Column ColumnNo="7">
<Text></Text>
</Column>
<Column ColumnNo="8">
<Text>424.00</Text>
</Column>
</Columns>
</SummaryRow>

Too see more details of example columns of different length, please visit the Invoice columns examples section.

Invoice documents

Invoice

Invoice examples:

Invoice SE

Reminder

Reminders and Collection claim always refers to the original invoice and a copy of the invoice is attached on the back of the claim document.

Postal distribution

Example

Dependency to LegalEntity in CustomerInfo element:

Late fee will be added instead of reminder fee or collection claim fee when LegalEntity is set to "Business" (if specially contracted with PayEx and configured in ledger)

If distributed by e-mail: When LegalEntity is set to "Private" the e-mail message will include a link to PayEx Invoice Portal where the invoice/claim is available, otherwise a copy of the invoice/claim will be attached in the e-mail message as a pdf-file.

Finland only: Different claim processes will be used depending on "Private" or "Business"

Collection claim

Reminders and Collection claim always refers to the original invoice and a copy of the invoice is attached on the back of the claim document.

Postal distribution

Example

Logotype

Logo used for print

To use your own logotype for invoices generated by PayEx Invoice Service you need to send a logotype image to setup.invoice@payex.com together with customer identification.

Property	Description
Format	.png
Resolution	300 DPI or higher
Max Height	1,7 cm
Max Width	8 cm

Logo used for digital distribution

To use your own logotype for digital invoices generated by PayEx Invoice Service you need to send a logotype image to setup.invoice@payex.com together with customer identification.

Property	Description
Format	.png (compatible to dark mode)
Max Height	100px
Max Width	300px

Payment info

PayEx creates invoice reference number (KID/OCR)

BIC/IBAN is only shown if invoice receiver address is abroad

Admin text is set by PayEx

Supported language for invoice admin text and claims: ledger default country config + english

E-mail invoice (html)

In general invoice is distributed as an html based e-mail with invoice document attached as a file, if "eDistributionType" is set to EMail.

e-mail layout adapts to receivers device and settings.

Logo for digital distribution is used.

Example of e-mail layout using iPhone 11 Pro Max, iOS 14 is found here

Sweden only:

The e-mail message will include a link to PayEx Invoice Portal landing page where the user can fetch their invoice/claim as a .pdf, instead of receiving it as an e-mail attachment.

If certain users / invoice receivers (business / private) needs the .pdf directly in the email message it is mandatory to use LegalEntity to distinguish whether to include a .pdf in the email message or not.

When LegalEntity is set to "Private" the e-mail message will only include a link to PayEx Invoice Portal where the invoice/claim is available, otherwise a copy of the invoice/claim will be added in the e-mail message as a pdf-file.

Link to PayEx Invoice Portal may also be generated via Invoice API to be used i.e. as a part of My Pages or as an invoice/payment link in a communication channel of your choice.

EDI (B2B)

PayEx Invoice Service is designed to support distribution of invoices business to business (B2B) e.g as Peppol, EHF, EDI or Svefaktura.

Properties in EDIInfo references need to be set in accordance with the recipient's (your customer) preferences.

If invoice distribution in cusin is set to EInvoiceB2B, the following information is mandatory in the EDIInfo:
- Customer VAN
- Buyer ID
- Seller ID

If any of these values is not supplied, an error is created and the invoices will not be distributed B2B. As fallback an invoice copy will be distributed by postal service to the customers Billing Address.

Invoice attachment (enclosure)

PayEx Invoice Service offers the possibility to add invoice attachments. The attachment will be produced as an extra page following the invoice document. Attachments can be distributed both electronically and by postal service.

To use Invoice attachment a pdf-document is required consisting of one or more pages.

Standard Invoice distribution order of priority

PayEx handles the invoice distribution according to a distribution order of priority meaning no instructions about distribution method needs to be sent to PayEx. If you wish to make certain exceptions from PayEx Default, distribution methods may be set on invoice level or customer which will than overrule the default order. In addition to the distribution method that applies, all invoices, claims and other produced documents are made available as pdf-files in PayEx invoice archive.

Protected Identity is a special postal distribution type set by updating customer info via address check made in PayEx ledger (exceptional cases only).

Important to note!

Email (address) on Customer will result in distribution by Email when using PayEx default (no distribution method set on invoice or customer)

The following table shows the general distribution priority order for each country. This applies from 2023-01-24. Table showing what applied before 2023-01-24 id found here.

Sweden

Priority	Distribution Type	Preferred on Customer	Preferred on Invoice
1	Archive	-	Yes
2	Email	-	Yes
3	Protected Identity (given Postal)	-	Yes
4	Postal	-	Yes
5	Archive	Yes	-
6	Email	Yes	-
7	Protected Identity (given Postal)	Yes	-
8	Postal	Yes	-
9	E-Invoice B2B	-	-
10	E-Invoice B2C internet bank (given active consent from end customer)	-	-
11	Email	-	-
12	Kivra (given active consent from end customer)	-	-
13	Protected Identity (given Postal)	-	-
14	Postal	-	-

Norway

Priority	Distribution Type	Preferred on Customer	Preferred on Invoice
1	E-Invoice B2C internet bank (given active consent from end customer)	-	-
2	Archive	-	Yes
3	Email	-	Yes
4	E-Invoice B2B	-	Yes
5	Postal	-	Yes
6	Archive	Yes	-
7	Email	Yes	-
8	E-Invoice B2B	Yes	-
9	Postal	Yes	-
10	Postal	-	-

Denmark

Priority	Distribution Type	Preferred on Customer	Preferred on Invoice
1	Betalingsservice (given active consent from end customer)	-	-
2	Archive	-	Yes
3	Email	-	Yes
4	E-Invoice B2B	-	Yes
5	Postal	-	Yes
6	Archive	Yes	-
7	Email	Yes	-
8	E-Invoice B2B	Yes	-
9	Postal	Yes	-
10	Postal	-	-

Finland

Priority	Distribution Type	Preferred on Customer	Preferred on Invoice
1	E-Invoice B2C internet bank (given active consent from end customer)	-	-
2	Archive	-	Yes
3	Email	-	Yes
4	E-Invoice B2B	-	Yes
5	Protected Identity (given Postal)	-	Yes
6	Postal	-	Yes
7	Kivra (given active consent from end customer)	-	-
8	Archive	Yes	-
9	Email	Yes	-
10	E-Invoice B2B	Yes	-
11	Protected Identity (given Postal)	Yes	-
12	Postal	Yes	-
13	Protected Identity (given Postal)	-	-
14	Postal	-	-