Set up electronic documents

20 minutes

Electronic documents need to be set up in Dynamics 365 Business Central for a number of different reasons and areas within the application.

VAT posting

To set up VAT posting for electronic document sending and receiving, follow these steps:

Select the Search for Page icon in the top-right corner of the page, enter VAT posting setup, and then select the related link.
For each VAT posting setup line that you will use for electronic documents, fill in the field as follows:

Tax Category - Specify the VAT category. For example, when you send electronic invoices in the PEPPOL format, the value in this field is used to populate the TaxApplied element under the AccountingSupplierParty node in the file. The number is based on the UNCL5305 standard.

Country or regions

To set up countries or regions for electronic document sending and receiving, follow these steps:

Select the Search for Page icon in the top-right corner of the page, enter countries/regions, and then select the related link.
For each country or region that you'll exchange electronic documents with, fill in the field as follows:

VAT Scheme - Identify the national body that issues the VAT registration number for the country or region in connection with electronic document sending.

For example, when you send electronic invoices in the PEPPOL format, the value in this field is used to populate the SchemeID attribute for the EndPointID element under the AccountingSupplierParty node and the AccountingCustomerParty in the file.

The VAT Scheme field is only used if the GLN field on the Company Information page is not filled in. The value in the Code field on the Countries/Regions page must comply with ISO 3166-1:Alpha2.

Items

To set up items for electronic document sending and receiving, follow these steps:

Select the Search for Page icon in the top-right corner of the page, enter items, and then select the related link.
For each item that you buy or sell on electronic documents, fill in the field as follows:

GTIN - Identifies the item in connection with electronic document sending and receiving. For the PEPPOL format, the field is used as follows: If the StandardItemIdentification/ID element has the SchemeID attribute set to GTIN, then the element is mapped to the GTIN field on the item card.

Units of measure

To set up units of measure for electronic document sending and receiving, follow these steps:

Select the Search for Page icon in the top-right corner of the page, enter units of measure, and then select the related link.
For each unit of measure that you will use for items on electronic documents, fill in the field as follows:

International Standard Code - Specify the unit of measure code that is expressed according to the UNECERec20 standard in connection with the sending of electronic documents.

For example, when you send electronic invoices in the PEPPOL format, the value in this field is used to populate the unitCode attribute of the InvoicedQuantity element under the InvoiceLine node. If the Unit of Measure field on the sales line is empty, the UNECERe20 standard value for "Piece" (H87) is inserted by default.

For more information, and for a list of valid unit of measure codes, see Recommendation No. 20 - Units of Measure used in International Trade.

Customers

To set up customers for electronic document sending and receiving, follow these steps:

Select the Search for Page icon in the top-right corner of the page, enter customers, and then select the related link.
For each customer whom you will send electronic documents to, fill in the fields as follows:
- GLN - Identify the customer. For example, when you send electronic invoices in the PEPPOL format, the value in this field is used to populate the EndPointID element under the AccountingCustomerParty node in the file. The number is based on the GS1 standard, which is compliant with ISO 6523.
  
  If the GLN field is blank, the value in the VAT Registration No. field is used.
- VAT Registration No. - Specify the customer's VAT registration number. You can use the web service that verifies if the number exists in the country's/region's company register.
- Responsibility Center - If the customer is set up with a responsibility center, make sure that the Country/Region Code field is filled.

Document sending profiles

Each customer can be set up with a preferred method of sending business documents so that you do not have to select a sending option every time you send a document to the customer.

You can set up a document sending profile for sending electronic documents by following these steps:

Select the Search for Page icon in the top-right corner of the page, enter document sending profiles, and then select the related link.
On the Document Sending Profiles page, select the New action.
Fill in the fields, as necessary.
- Code - A unique identifier for the document sending profile.
- Description - A short description of the document sending profile.
- Disk - Specify if an electronic document is created when you select the Post and Send action.
- Electronic Document - Specifies if the document is sent as an electronic document that the customer can import into their system when you select the Post and Send action. To use this option, you must also fill in the Electronic Format field, for example PEPPOL.

Vendors

To set up vendors for electronic document sending and receiving, follow these steps:

Select the Search for Page icon in the top-right corner of the page, enter vendors, and then select the related link.
For each vendor whom you will send electronic documents to, fill in the fields as follows:
- GLN - Identify the vendor. For example, when you receive electronic invoices in the PEPPOL format, the value in this field is used to populate the EndPointID element under the AccountingSupplierParty node in the file. The number is based on the GS1 standard, which is compliant with ISO 6523. If the GLN field is blank, the value in the VAT Registration No. field is used.
- VAT Registration No. - Specify the vendor's VAT registration number. You can use the web service that verifies if the number exists in the country's/region's company register.
- Responsibility Center - If the vendor has been set up with a responsibility center, make sure that the Country/Region Code field is filled in.

Incoming documents

To set up the PEPPOL-invoice data exchange definition for electronic document receiving, follow these steps:

Select the Search for Page icon in the top-right corner of the page, enter incoming documents, and then select the related link.
On the line for the electronic document that you want to receive and convert, select the Data Exchange Type field and then select PEPPOLINVOICE or PEPPOLCREDITMEMO.
You can now receive the electronic document by starting the data conversion process on the Incoming Documents page.

Purchases & payables setup

To set up a G/L account to use on new purchase invoice lines for non-identifiable items and non-items, follow these steps:

Select the Search for Page icon in the top-right corner of the page, enter purchases & payables setup, and then select the related link.
Fill in the field as follows:
- Default Debit Account for Non-Item Lines - Specifies the G/L account that is automatically inserted on purchase lines of type debit that are created from electronic documents when the incoming document line doesn't contain an identifiable item. Any incoming document line that doesn't have a GTIN or the vendor's item number will be converted to a purchase line of type G/L Account, and the No. field on the purchase line will contain the account that you select in the Default Debit Account for Non-Item Lines field.
- Default Credit Account for Non-Item Lines - Specifies the G/L account that is automatically inserted on purchase lines of type credit that are created from electronic documents when the incoming document line doesn't contain an identifiable item. Any incoming document line that doesn't have a GTIN or the vendor's item number will be converted to a purchase line of type G/L Account, and the No. field on the purchase line will contain the account that you select in the Default Credit Account for Non-Item Lines field.

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