Exporting invoices as XML - UBL

XML - UBL is the format used in electronic invoicing (e-invoicing). In some countries, e-invoicing must be used instead of traditional invoicing in every transaction. In other countries, it's only mandatory to use e-invoicing for transactions with government agencies.

In Rentman, you can export every invoice in XML - UBL format. This article shows the basic settings you must set up for e-invoicing.

Unstructured invoice data in PDF or Word format are not valid as e-invoices.

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Set up your VAT scheme

  1. Go to settings Configuration module > Financial > VAT schemes.
  2. Double-click on a VAT scheme to open it.
  3. Enter the right Tax category for each rate. Look here for the different rates: EDIFACT code (5305 Norm) 
  4. Click  Confirm
  5. Repeat for each VAT scheme.

Example (based on the Dutch VAT scheme and Tax category):

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Configure your e-invoicing settings

Go to settings Configuration module Financial > Electronic invoicing, and fill in the following fields:

  • Identification number: the unique number that identifies a business, based on the country's identification scheme. For many European countries, this scheme is the VAT. Take a look at the European Business Identifier here to find your ID number. 
  • Identification scheme: the code that identifies your country and business. Check this list if you don't know your country's identification scheme. 
  • Currency code: Select your currency code if it is not already set by default. Check this article out on your currency code. 

Note: Due to their uniqueness, Rentman does not offer support for locating or identifying your business ID number, scheme or currency code. Please consult your financial advisor and review this code list from Peppol. 

Configure your contacts' e-invoicing settings

Fill in your contacts' data to generate e-invoices.

  1. Go to contact_phone Contacts.
  2. Double-click on a contact to open it.
  3. Go to the Electronic invoicing tab.
  4. Fill in the identification number and identification scheme.

If you don't know the identification number of a contact, request it to them or check in your country's identification scheme database.

Export an e-invoice

After creating an e-invoice, you can export it in XML - UBL. 

  1. Create an invoice.
  2. When editing the invoice, click on the download mceclip0.png button.
  3. Choose between "UBL based on ledgers" (for internal use/accounting software) and "UBL to send" (for your clients).
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