Send and receive e-invoices directly to and from Momentus Enterprise to stay compliant with evolving e-invoicing regulations across supported countries, automatically send and receive e-invoices with secure data exchange, and reduce manual work and errors.
- Currently supported regions include Austria, Belgium, Germany, Netherlands, Sweden.
- E-invoices are sent via the PEPPOL network, a secure, international digital infrastructure.
- Both payment plan and quick invoices are supported, as well as credit notes.
- To send e-invoices, you must have the A/R module. To receive e-invoices, you must have the A/P module. You can opt to send or send and receive.
- If you have multiple Enterprise organizations, you can configure multiple legal entities in E-Invoicing and map them to different Enterprise organizations. Note that multiple bank accounts within a single legal entity is not supported.
In this article:
- Activate the E-Invoicing Integration
- E-Invoicing Configuration Prerequisites
- Send an E-Invoice
- Receive an E-Invoice
Activate the E-Invoicing Integration
- If you are interested in E-Invoicing, go to Momentus Connect and find the E-Invoicing app. Review the details of the integration and click Initiate Request.
- Your account manager will reach out with details and pricing, and can arrange a demo as well.
- Once all is complete, our team will approve the E-Invoicing app in Momentus Connect and the person who initiated the request will receive an email confirming this.
- Once you've received the email, go to the E-Invoicing app in Momentus Connect. The application will show as Activated; click More Information. The E-Invoicing application opens. Go to the Configuration tab to open the configuration modal.
- In the configuration modal step 1, click Complete Setup Form. This form provides us with the details about your legal entity we need to set up your organization in the e-invoicing system. The information you will provide includes:
- Company Name
- Country
- At least one Tax Identifier. Options vary based on your country.
- Department/Region. Options vary based on your country, and this is not required in all countries.
- Address including postal code.
- Contact information: name and email
- Payment account details. This is included on the invoices we send
- There is also a place for any notes you may have for us.
- Once you have completed step 1, we will set up the integration. This can take up to 7 business days.
- While we set up your integration, check that all configuration prerequisites in Momentus Enterprise are complete (see below).
- Once all setup is complete and your legal entity has been validated, the integration is ready to use.
E-Invoicing Configuration Prerequisites
To successfully use E-Invoicing, the following configuration must be completed in the Enterprise application. If you are already using AR and/or AP in Enterprise, much of this may already be done.
- Create Tax Schemes and assign them to Resources, or confirm that existing tax schemes are correct and assigned as needed. This will ensure that the correct taxes are charged when the invoice is created. See Configure Tax Resources for more information.
- On each account record that is to be billed or paid, ensure this information is completed:
- Name
- Address, using these fields:
- Address1
- City
- Postal Code
- Country
- In A/R Demographics:
- Tax ID: Add a valid tax ID.
- Email (AR001_EMAIL): Add a valid email. This field serves as a backup delivery option if the Tax ID is not registered in the PEPPOL network.
- Invoice Method: Select E-Invoice (I). This field can be updated via Edit Multiple.
- E-Invoice Scheme: Select the appropriate scheme for your region. This field can be updated via Edit Multiple.
- E-Invoice ID: The E-Invoice ID field is only used for recipients in the Netherlands (KVK) and Sweden (ORGNR). For other countries (Germany, Austria, Great Britain), you may hide the field from your layout to reduce confusion.
- Countries: Ensure that any country you will deal with has its ISO Code 2 added. If you are not sure of a country's code, ISO has a list in their Online Browsing Platform.
- Currencies: Ensure that any currency you will deal with has its ISO-4217 code added. You can check this on the Currency Exchange Rates page (add the ISO Currency field as a column for easy reference). A list of ISO-4217 codes is available on the IBAN website.
- Note Type: Ensure that there is a note type with the code
IV. - Note Class: Ensure there is a note class with the code
EINVCE. - If you want to create a PDF from e-invoice files, create an Invoice Report. The e-invoice will be returned in an XML file. If you would like to open the XML file, be sure you have added the XML file extension to a document class. See Document Classes for more information.
Send an E-Invoice
- Create invoice as usual in Enterprise:
- To send an e-invoice through the PEPPOL network only, click Create.
- To send an e-invoice through the PEPPOL network and also save a PDF version of the invoice to the Documents tab, click Create and Print.
- To send an e-invoice through the PEPPOL network and also email a PDF version of the invoice, click Create and email Invoices. A PDF version of the invoice will also be saved on the documents tab.
- The integration is triggered and the invoice is converted and sent.
- Once sending is complete:
- An invoice note is added to the Invoice Notes tab, including a Globally Unique Identifier (GUID).
- The e-invoice document is added to the Invoice Documents tab. This document is in XML format.
- On the Invoices page, you'll also see the GUID included in the note in the Invoice Search column.
The exact time it takes for an invoice to be sent and delivered typically depends on the destination network and receiver’s infrastructure. Delivery is usually fast (often within minutes), but this can vary.
If you don't see an invoice note or document appear after a reasonable amount of time, check the integration activity log in Momentus Connect. Navigate to Momentus Connect, click More Information on the integration and go to the Activity Log tab.
In the Activity Log you can view a detailed log of all activity, including error messages. Click on the error message to view details; often the error message will let you know why the invoice couldn't send (such as missing data or invalid mapping), allowing you to correct the issue. You can then trigger a resend via the integration or change the invoice status back to Ready.
Is there an approval process before an e-invoice is sent?
There is no dedicated e-invoicing approval workflow, but several controls exist in Enterprise to ensure invoice accuracy before submission:
- Closing work orders and service orders gives operations and event managers an opportunity to review charges before charges are invoiced.
- For teams that require a more formal approval step, a general invoicing approval workflow can be used: a proforma invoice is generated and sent to an approver, typically someone in the finance department, and once confirmed the actual invoice is issued.
Receive an E-Invoice
Invoices you receive will be added to the External Invoices page, where you can process them according to your supplier invoice workflow.