Tutorials

Documentation of tracezilla

Electronic invoicing (transfer via EAN or GLN)

In this tutorial you can read about how to add an EAN number (European Article Number) or a GLN number (Global Location Number) to a partner location and then invoice the partner.

The tutorial is divided into three steps: 1) How to add information to your partner, 2) how to create a sales order with the relevant information 3) how to invoice via EAN/GLN.

 

1) How to add information to your partner

When you must invoice a company via EAN /GLN you must add the EAN/GLN number to your partners location by doing the following:

1. Go to Partners in the top menu and select Find Partner in the drop down menu.

2. You can use the filters on the left to search for the partner. Click on the partner.

3. On the partner’s location, click Edit. In the field Global Location Number (GLN/EAN) enter the GLN/EAN number. Select EDI method. You can read about the EDI methods in the text below.

 

EDI methods

  • UBL: UBL stands for Universal Business Language and it is an is an open library of standard electronic XML business documents for procurement and transportation such as purchase orders, invoices and transport logistics documents. (In Denmark, UBL has been adapted into OIOUBL which is used by all public authorities).

  • EdiFakt: This is a UN standard which is used for the exchange of business documents including order confirmations, transport bookings and invoices. Larger private companies in Denmark use EDIFACT, eg Coop, Salling and Dagrofa.
  • Peppol: This is an international standard for invoicing used by public authorities.

Now you need to add a contact on the partner and this contact also needs to be added to the sales order:

1. Click Add contact and fill in the information.

 

2) Create the sales order with the relevant information

You can follow our instructions for creating sales orders here.

When creating a sales order you must keep the following in mind:

1. Select the partner location to which the EAN number belongs

2. Enter the Requisition No. which you have received from your customer. This is not a requirement, but you will not be able to add the requisition number after the invoice has been created, as the invoice is transferred to e-conomic. In that case a full credit note and a new invoice must be made.

3. Add the contact you just created.

 

3) Invoicing via EAN / GLN

The invoice can be sent from tracezilla via B2B Backbone. If the EDI-integration is not set up for your company account in tracezilla, you can send the invoice via e-conomic.

 

Send the invoice from tracezilla via B2B Backbone

1. When you have filled in the details of the sales order, added the lot lines and service lines, you must click Create Invoice in the top right corner in order to create the invoice.

2. In the field Invoice Action you can select B2B Backbone EDI Integration.

3. When you click Create Invoice in the lower right corner , the invoice will be send. You can always check weather or not the invoice has been send by clicking the arrow next to the invoice in the Quick Access to Documents section and selecting Go to. By clicking the Document tab, under the column Last sent you can see the date and time the invoice was sent.

 

Send invoice from e-conomic

1. When you have filled in the order details, added the lot lines and the service lines, you must click Create Invoice in the top right corner.

2. Please notice that Invoice Action must not be Send by e-mail. In stead, you must select Show Invoice PDF.

3. If you have the standard tracezilla – e-conomic integration, the invoice will automatically be transferred to e-conomic when created in tracezilla. In case you have the advanced integration to e-conomic, you must create a GL Journal in order to transfer the invoice to e-conomic. Follow our instruction about how to create a GL Journal here.

If you are in doubt about which integration has been added to your account, please contact our Support.

4. Now you need to find the invoice in e-conomic. In e-conomic, click Sales in the top menu and select Arkiv in the side menu. Now, you can click OK without filling in any of the filters and the new invoice will appear in the top of list. Click the envelope icon on the right in order to send the invoice using electronic invoicing.

 

You can read more about electronic invoicing here (Danish link). Read about invoicing through EAN in e-conomic here (Danish link). In case you would like to make sure an invoice has been send, you can follow the instructionshere(Danish link).

 

 

Outline