Can I generate invoices in my system and then simply upload a PDF file in SupplyOn eInvoicing or send it by e-mail?

 If approved by the customer, you can upload invoices as PDF files in the SupplyOn application and transfer them to your customer. One requirement for that is the selection of a suitable PFD layout. An adaptation/extension of the invoice layout may be required if you want to avoid manual reworking (for example, the collection of information required by the customer that is not part of your previous invoice form). Further information on   PDF layout / data extraction

I am not able to see the PDF upload function in the eInvoicing application. Can I already use the PDF upload?

If approved by your customer, we will activate the PDF upload function on request for your company. Please send the request to the SupplyOn Help Desk via the contact form. 

What are the requirements for the PDF files?

The supplier’s system needs to create an invoice as PDF file.

NOTE: Most systems support the generation of PDF files. If the supplier’s system does not support the generation of PDF files, there are numerous, free to install, PDF drivers on the internet. After download and installation, the PDF drivers allow you to print into PDF files in the same way as you would usually print to a printer.

Examples of PDF drivers include:

http://www.bullzip.com/products/pdf/info.php

http://www.cutepdf.com/products/cutepdf/writer.asp

The PDF files uploaded as invoices or other financial documents must meet the following requirements:

• PDF files must be in text format. No scanned documents are possible.
  Text files generated by OCR (Optical Character Recognition) are not recommended.
• PDF files must not be password-protected.
• The structure of the PDF files must match the selected PDF Layout.
  → See   PDF layout / data extraction
  This means:
  • The spelling of the labels in the PDF file needs to match exactly the spelling in the used PDF Layout.
    A label is a phrase which denotes the content of a field, e.g.:
    “Invoice no.: 12345” (“Invoice no.” is the label).
  • Fields in the PDF file without a label are ignored.
  • Position of fields in the PDF file should be as close as possible to the selected PDF sample.
  • If a label is used in the PDF file which is not contained in the PDF Layout, it is ignored.
  • Layout elements like boxes and lines are ignored. Text font and size is not relevant, as long as they do not lead to a discrepancy against the general layout of the PDF Layout (e.g. due to an extremely large font size).
  • Space and punctuation characters are ignored.
  • The language of the labels needs to be included in the selected PDF Layout.
     
• Files embedded in the PDF file are ignored. (Invoice attachments can be uploaded separately.)
• Date and numerical format needs to be used consistent throughout the PDF file.

• The content of the invoice needs to match to the validation rules as configured for the respective customer and country. (Same as when you are entering invoices directly within SupplyOn eInvoicing.)

  Specifically, all fields required by the customer must be included in the PDF files. Otherwise, you can manually add the missing information after uploading the PDF files. Also, note that for invoices referencing a Purchase Order, some fields contained in the Purchase Order must have the same value in the invoice.