Functions of cks.eINVOICE

Creation of structured electronic invoices:

With cks.eINVOICE, companies can generate invoices in structured electronic format directly from SAP Business One. This means that no additional software or manual intervention is required to convert invoice data into a compatible e-invoice format. This is particularly important for compliance with legal requirements, for example for the submission of bills to authorities within the European Union.

Automatic adaptation to different invoice formats:

cks.eINVOICE supports the customisation of invoice formats according to the specific requirements of the recipient. Individual format preferences can be stored for each business partner. This ensures that the invoices are always sent in the desired format, e.g. XRechnung or ZUGFeRDcan be created. These formats comply with European standards and enable end-to-end automation and digitalisation of invoice processes.

Automated processing of incoming invoices:

The module not only enables the creation, but also the automated processing of incoming structured invoices. This function significantly reduces the manual workload in accounting, as the data from incoming invoices is automatically transferred to SAP documents, which are then ready for checking and posting. This saves time and minimises errors that could occur with manual data entry.

Audit-proof archiving:

cks.eINVOICE also ensures audit-proof archiving of all processed and created invoices. This includes both outgoing and incoming invoices, which the system stores directly behind the corresponding SAP documents. This function supports compliance with statutory retention obligations and enables simple traceability and verification of invoices.

cks.eINVOICE Workflow

Creation of e-invoices

1. setting up the invoice formatUsers first define the preferred electronic invoice format for each business partner. This setting only needs to be made once and remains in place until a change is required. After this configuration, all new invoices can be automatically created in the specified structured format.

2. creation and dispatch of invoicesThe creation of an invoice takes place as usual within SAP Business One. As soon as the invoice is posted, cks.eINVOICE automatically generates an additional structured electronic invoice in accordance with the previously defined specifications. Invoices can still be sent using the usual e-mail functions in SAP Business One.

3. processing of incoming invoicesIncoming electronic invoices are automatically recognised by the system and imported into SAP Business One. The document manager displays the processing status of all documents so that users always have an overview of invoices that still need to be processed. New invoices can be easily added in various ways, e.g. by saving them in a special Windows directory, via a file selection dialogue or automatically from the e-mail inbox.

Processing of e-invoices

1. overview : All documents with outstanding tasks are displayed clearly and according to their processing status in the SAP Business One document manager. This means that users always have an overview of which e-invoices still need to be processed.

2. adding new e-invoices: New e-invoices can be brought into the system in various ways, e.g. by saving them in a special Windows directory, via a file selection dialogue, directly from Microsoft Outlook or automatically from the e-mail inbox using cks.RUN.

3. processing and testing: When a new e-invoice is imported, cks.eINVOICE automatically recognises and processes the invoice format. In the 'Processed' tab in the document manager, users can see at a glance which invoices are still outstanding for checking and posting. The corresponding SAP document can be opened via the user interface and processed as usual.

cks.eINVOICE for beginners to advanced requirements

cks.eINVOICE offers a comprehensive solution for electronic invoicing and processing in SAP Business One. Automation saves time, reduces errors and helps companies to fulfil legal requirements with ease. With the imminent obligation to introduce e-invoices from 2025, the use of such digital tools will become indispensable. A particular advantage of cks.eINVOICE is its flexibility: companies can start small with a single licence and gradually expand the solution into a complete management system for digital documents. This means that the system remains scalable and adapts to growing needs, while at the same time contributing to sustainability and increased efficiency within the company.