Electronic invoices

SAP electronic invoicing: workflow of email invoices (PDF)

If electronic invoices are sent by mail as PDF or IT-invoices, these are directly imported into the SAP-system using inPuncto’s inbox processing server biz²ScanServer.

The inPuncto inbox processing server captures and processes different invoicing formats such as:

  • PDF / TIF format via email or paper scan,
  • XRechnung 1.2 (XML file): UBL syntax and UN/CEFACT syntax (syntax identical to ZUGFeRD 2.0)
  • ZUGFeRD invoices (PDF file with XML attachment): Format 1.0 or 2.0,
  • EDIFACT invoices,
  • SAP IDoc invoices,
  • Other country-specific invoice formats, such as.
    • SIX Paynet, PostFinance (Switzerland)
    • ebInterface (Austria)
    • Chorus Pro (France)
    • Facturae (Spain)
    • FatturaPA.xml (Italy)
    • Finvoice (Finland)

The inPuncto server processes firstly the electronic invoices (also with OCR- Application) and afterwards starts an SAP workflow for each invoice.

The electronic invoices can reach the inbox processing server biz²ScanServer through different input channels:

Filing email invoices into a defined directory with drag and drop:

One possibility is to move an electronic invoice attached to the email (e.g. in PDF format) into a directory using drag and drop. At the same time, the directory can be established as a link on your desktop. The inbox-processing-server automatically checks if there are emails to be processed in the directory. If such are detected, the server accesses respective files and starts processing the email-invoices. Starting from extraction of relevant invoice data via OCR, alignment with SAP-data to invoice transferring into the archive and initiation of subsequent workflows in SAP.

Most important, the processing remains the same as for paper invoices, with the exception that a barcode is produced by the system.

The SAP invoice cockpit shows that a barcode has been defined for each invoice-workflow inside the system. From there, the invoice can be further processed with one click: auditing, account assignment if necessary, approval and booking.

Afterwards, the original invoice and the invoice workflow protocol are attached to the posted invoice (using standard ArchiveLink).

Generally, the biggest advantage of this procedure is the full control over the electronic email invoice processing.

Forwarding electronic invoices to the inbox-processing-server:

The invoices arriving via email normally contain a text and an attachment (an attached invoice, e.g. as PDF). The recipient can directly forward the email with the attached electronic invoice to inbox processing server biz²ScanServer.

However, it is also possible to create rules using Outlook to predefine where emails from a particular sender will be forwarded to. Besides you can pass the email-address of the processing-server directly to reliable suppliers.

On the other hand, inPuncto server provides different input channels, among others an SMTP-input, which means one can address it externally using an email-mechanism. That’s where the SAP electronic invoicing processing starts and remains the same as described above.

Moreover, it is now possible to file the complete email (in EML-format), so that information from the email is archived, as well.


Video Tutorial: email invoices workflow (PDF) with the most important advantages for you:


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