E-Invoice Transition: A Step Further in Digitalization

The municipal utility company in Aalen, Germany aimed to meet legal requirements and further optimize internal processes in the area of incoming invoice processing with the introduction of e-invoices (xml-based invoices such as ZUGFeRD, XRechnung).

As a public contracting authority, the company must ensure that electronic invoices exceeding 1,000 euros net can be received and processed. A quick and straightforward implementation of e-invoicing was thus urgently needed.

Automation of the Incoming Invoice Process

About 14 years ago, the company chose inPuncto’s SAP-integrated solutions to advance the digitization and optimization of their document-based processes. The inPuncto solutions enabled automation of invoice processing, significantly relieving the accounting and finance department.

As part of the current e-invoicing project, the already in-use inbound processing server biz²ScanServer by inPuncto was extended with an additional module to handle various e-invoice formats. An XML parsing module was activated, which responds to the ZUGFeRD formats and forwards the invoice data to SAP. Finally, the ZUGFeRD PDFs are linked as originals via ArchiveLink.

E-Invoice Implementation

The close collaboration between the accounting department, operational IT, and inPuncto specialists was crucial to the project’s success. The implementation process involved several key steps:

• Setting up a central, client-independent directory in biz²ScanServer to enable the receipt of ZUGFeRD invoices.
• Implementing an XML parsing configuration for ZUGFeRD, allowing biz²ScanServer to analyze the invoices and initiate the required processing workflow.
• Activating the XML parsing module, which responds to the ZUGFeRD formats and forwards the invoice data to SAP.
• Seamlessly integrating XML invoice profiles through the XML connector, facilitating the processing of standardized invoices. This also simplifies the short-term incorporation of XRechnung if needed.
• Generating XML-based outgoing invoices in SAP, completing the entire process chain.

Customer Benefits

Paper-based processes were gradually digitized, and invoice management was fully automated. Thanks to the inPuncto SAP-integrated solutions, the company was able to quickly and efficiently meet the legal requirements in the B2G sector. E-invoices are now processed fully automatically in SAP according to the new standard, ensuring legal compliance for invoice exchange. The automation of invoice processing has significantly increased the efficiency of internal processes and greatly relieved the accounting and finance departments.

About the Company

The municipal utility company in Aalen is a municipal service company with a 150-year tradition. With around 350 dedicated employees, it reliably supplies the citizens of the region with electricity, natural gas, heat, and drinking water. Additionally, the company ensures environmentally friendly wastewater disposal and stands for sustainability and responsible environmental management.