Sharing · Chapter 14

E-invoices and the export for the tax adviser

Once a year the tax adviser wants to see the receipts, and then the searching starts. With nexpaper you choose a period and the vaults, and nexpaper packs a ZIP with the PDFs and a list. Invoices that arrive as e-invoices nexpaper has already read from their data, so that sender, date and amount are right without anybody typing.

E-invoices: read, not guessed

An e-invoice carries its details inside it as data. nexpaper knows two forms: ZUGFeRD and Factur-X, which are PDFs with an XML inside, and XRechnung, which is a plain XML file. There is nothing for you to set up. You upload the file or let it arrive through the mailbox like any other.

1. Bring it in

   PDFs with an embedded XML go in like any PDF. nexpaper also takes an XRechnung as an XML file; it refuses other XML files.

2. Look at it in the inbox

   The document says “E-invoice recognised”. Sender, date, amount and invoice number come from the data of the invoice, not from text recognition. At the fields the origin reads “E-invoice”. nexpaper proposes the kind “Invoice” and, as the title, “Invoice” with the invoice number, or “Credit note” with the number for a credit note.

3. Read the details

   On the document the card “E-invoice” with the profile after it, say XRechnung or EN 16931, shows the invoice number, the “Buyer reference”, “Due”, the IBAN, “net · VAT” and “total”.

If the invoice came as a plain XML file, nexpaper sets a simple A4 page from it, so that there is something to look at. The XML stays the original and can be downloaded with “E-invoice as XML”.

Packing the export

The export lives in the archive. Each person exports what they may see themselves.

1. In the archive choose “Export”

   If you filtered the archive beforehand, those filters apply. The dialog says so: “The filters of the archive apply as well.”

2. Period and vaults

   Under “From” and “To” you enter the period. What counts is the date on the document. Under “Vaults” you tick which vaults the receipts should come from, say “My vault” and “Home”.

3. Choose the content

   There are four boxes: “Searchable PDFs” (with a text layer, as in nexpaper), “The originals too” (exactly as they came in), “List as CSV” and “E-invoices as XML” (the XML from ZUGFeRD and Factur-X PDFs comes along too). At least one has to be on.

4. Check the preview

   Under “In the ZIP” it says how many documents there will be, roughly how large the ZIP gets and the “sum of the amounts”. If the sum roughly matches what you expect, carry on.

5. “Make ZIP”

   nexpaper packs in the background. “The ZIP is being packed. You will be told when it is ready.” The notice comes as a push to your signed-in devices and, if a mail server is set up, by mail. Under “Your exports” the ZIP then stands with “Download”. Exports are kept for 7 days.

Export

What is in the ZIP

The folders in the ZIP are named as in nexpaper: vault, year, sender. The files carry date and title. The list as CSV holds, per line, date, title, sender, kind, amount, currency, invoice number, vault and file. It is written so that Excel opens it directly, with a semicolon as separator. It is not a DATEV format.

One ZIP holds at most 20,000 documents and 20 GB. If it would be more, nexpaper says “Too much for one ZIP”, and you choose a shorter period or fewer vaults. Per person at most three exports wait to be packed, and 20 are kept.

As a link to the tax adviser

Instead of sending the ZIP yourself, you can give it to the tax adviser as a link. They need no account.

1. In the export dialog tick “Share as a link instead of downloading”

   The field “For whom” appears, filled in with “Tax adviser”. The note says how long the link lasts: as many days as the operator has set as the upper limit.

2. “Make link”

   nexpaper copies the link and packs the ZIP in the background. The tax adviser sees a page “Export for Tax adviser” with the number of documents, the period and, once the ZIP is ready, the button “Download ZIP”. If it is not packed yet, the page asks them to look in again in a few minutes.

3. Follow it

   Under “Your exports” it then says “Tax adviser: not opened yet” and later “… opened 2×, last …”. With “Copy link” you fetch the address again, with “Revoke link” you make it useless.

A link also ends by itself: at its date, when the operator switches links to the outside off, when you delete the export or when you no longer see all the vaults the content came from. nexpaper removes the ZIP itself seven days after packing, or when the last link to it ends, whichever is later. More about links is in the chapter Sharing.