FAQ
Answers to frequently asked questions
General
System requirements
Licensing, update supply & pricing
Creation & validation
Warnings & errors
Display & visualisation
Utilisation for Deutsche Bahn and ZRE Bund
API
Archive memory size
Security & data protection
Support & Help
How do I get support?
- Via the contact form on the EinfachX website.
- Via the “Contact” menu item in XCreator/XCloud
- By e-mail to support@einfachx.de
How do I create a commercial credit note?
- To create a commercial credit note/voucher, select “Credit note” as the invoice type in the first section of XCreator or XCloud.
- Unlike invoice corrections (invoice type: “Corrected invoice”), NO reference to a previous invoice is necessary here.
- A credit note therefore stands alone and does NOT have a negative sign in front of the invoice amount.
How is my data protected in the XCloud?
All data is secured by SSL encryption and is stored in Germany in compliance with the GDPR.
Will my invoice data be passed on to third parties?
No. Processing by XCreator/XViewer takes place locally and offline. The data is not forwarded.
Processing by XCloud/XArchive/XCorporate/XAPI takes place in a German data centre in compliance with the GDPR. The data is not passed on to third parties.
How can I display the technical field IDs from the “XRechnung Standard Specification”?
Within information, warning, and error messages, XCreator or XCloud often displays an abbreviation (e.g., “BT-1”) next to the actual field name or technical designation. This abbreviation represents the unique ID of the field in question, as listed in the “XRechnung Standard Specification”. These IDs can be shown or hidden as needed using the “Show technical field IDs from ‘XRechnung Standard Specification’” button, which is located at the bottom of each step of the invoice form.
How many invoices does the memory hold?
- XInvoices without attachments: Up to 1 million invoices
- ZUGFeRD invoices: About 10,000 – 20,000 invoices
- With attachments: Storage space depends on the file size.
How is API usage calculated?
Free of charge during the launch, later via volume tariffs.
Can I use the API without an XCloud account?
No, an XCloud account is required, but no active access key.
How do I get access to the API?
An API key can be created via the XCloud account. To do this, select Profile -> API -> Create new in your XCloud account.
What transfer models are there?
- SyntaxInvoice: Comprehensive and flexible, but more complex.
- SimplifiedInvoice: Simpler and optimised for standard requirements
How are the transfer models structured?
We provide detailed information on the structure of the API in our API docs and on an interactive Swagger page:
API docs: https://cloud.einfach-xrechnung.de/api-docs
Swagger: https://cloud.einfach-xrechnung.de/swagger
The API endpoints “Get SampleRequest” and “Post Create” are available for both invoice models. The SampleRequest endpoint returns a sample data set that can be used as a body parameter for the Create endpoint.
Both the API docs and the Swagger page allow direct download of the Json schema to be used. This schema can be used to generate the client-side code for the data classes using common tools for most programming languages.
What possibilities does the API offer?
- Creation of XInvoices with validation by the KoSIT Validator.
- Optional skipping of extended validation for faster invoice creation
- Optional creation of a compact preview
Is there an API for EinfachX?
Yes, an API for the XCloud is available. An API for XCreator is being planned.
Can XCreator be used for XInvoices to the Federal Central Invoice Receiving Centre (ZRE Bund)?
Yes, please make sure that you send the XRechnung via the e-mail address with which you are also registered with the ZRA Bund.
XInvoices from other sender addresses will be rejected by the ZRE Bund. For this reason, XRechnungen to the ZRE Bund cannot be sent directly via the integrated dispatch functionality of the XCloud.
Can XCreator be used for XInvoices to Deutsche Bahn?
Yes, please note the extended validation rules of Deutsche Bahn:
- Only embedded files are permitted for file attachments. Please leave the “URL” field of a file attachment blank in XCreator.
- An XInvoice must contain at least the invoice period or the delivery date. Please fill in the “Delivery date” field or the two “Invoice period” fields in section 3a of the XCreator.
Why is the invoice preview not working?
XCreator creates the invoice preview in the form of an .html file. After XCreator has generated the corresponding preview by clicking on the respective button, XCreator instructs Windows to open the file with the standard web browser.
After a Windows update or a new installation of Windows, the default web browser may have to be set (again). You can then use the preview function of XCreator again as usual.
To set a default browser, you can follow one of these instructions, for example:
Which formats can be displayed?
XInvoices in UBL and CII syntax.
What does the error message “Invalid content for cac:Attachment” mean?
Check the document identifier of the file attachments and remove empty attachments.
According to the XInvoice specification, each attachment must have a document identifier.
Please check your entries in section “7- Attachments” and create the invoice again. If empty attachments have crept in during the processing of the attachments, these can simply be deleted.
What does the error message “When specifying an ‘order number’ (BT-14), it is always necessary to specify an ‘order number’ (BT-13).” or the error message “A document may not contain empty elements.” mean?
The error message comes from the official KoSIT validator and states that the generated XRechnung contains an empty field, which is why the validation fails.
Currently, “order number” and “order number” are technically linked in such a way that when an “order number” (BT-14) is specified, an “order number” (BT-13) must always be specified as well.
Even if we are not happy with this ourselves, we currently have to implement it this way, as the resulting XRechnung would otherwise not conform to the (technical) specification.
We are currently in contact with the bodies responsible for the standards in order to be able to offer a better solution in the future.
In short: If you specify an order number, please always specify an order number as well. If your customer accepts it, you can also enter a “-” as the order number, for example.
What is tolerated errors/warnings all about?
In rare cases, there are contradictions in the XRechnung standard that have not yet been finally clarified.
The KoSIT Validator sometimes delivers ambiguous results, especially for invoice types from the construction industry.
If you receive a message with the following content or the error code BR-CL-01 after validation, you can usually still send the XRechnung:
“The checked document contains at least one error / warning. It is NOT CONFORM to the formal requirements. It is recommended to process the document, as the existing errors/warnings are currently tolerated.”
If your invoice recipient rejects the invoice and it is an X invoice of an invoice type from the construction industry, you can use a different invoice type, e.g. “Invoice”, after consulting the relevant invoice recipient.
How are XInvoices validated?
Validation takes place via the official KoSIT validator. This also generates the test report, which can be displayed in the EinfachX user interface.
Can I create cumulative partial invoices?
Unfortunately, the XRechnung standard does not provide for the creation of cumulative partial invoices, only simple partial invoices. The “Amount already paid” field (BT-113) is therefore also not intended for cumulative instalment invoices.
In the “Reference to previous invoice” area (BT-25), only invoice numbers including invoice date can be listed in order to refer to previous related invoices.
If your customer accepts it, you can currently generate a kind of cumulative partial invoice indirectly via the “diversions” of the invoice items. Technically, the standard allows you to specify a partial amount that has already been paid as an invoice item with a negative quantity, although the standard does not provide for this purpose.
How do I create an invoice correction or cancellation invoice?
- To correct or cancel a previous invoice, “Corrected invoice” must be selected as the invoice type in the first section of the XCreator.
- In addition – also in the first section – at least one “Reference to previous invoice” must be set.
- To specify a negative invoice item, the quantity of the item must be given a negative sign.
Do I have to specify the “Buyer Business Process Type”?
No, unless the customer specifies a specific value.
What does the field “Electronic Address (Technical Endpoint ID)” mean?
Starting with XCreator version 4.0, the “Electronic Address (Technical Endpoint ID)” (BT-34 or BT-49) must be filled in. This is a requirement of KoSIT, which we are obliged to comply with. In most cases, it is sufficient to enter a corresponding email address.
Alternatively, you can also enter a different ID in the “Electronic Address (Technical Endpoint ID)” field (BT-34 or BT-49), such as the Leitweg-ID or VAT ID, especially if your customer requests this. In any case, you must ensure that the electronic address entered corresponds to the selected schema.
What format are XRechnungen created in?
EinfachX XCreator creates XML files in UBL syntax in accordance with the “Standard XRechnung” published by the Coordination Office for IT Standards (KoSIT).
The current version of the XRechnung standard is “Version XRechnung 3.0.2”, or “XRechnung 3.0” for short. This version has been valid since February 1, 2024.
The current version of the standard can be accessed via the following link:
https://xeinkauf.de/app/uploads/2024/07/302-XRechnung-2024-06-20.pdf
Further information on XRechnung and the validity periods of the individual versions is also published on the KoSIT website:
https://xeinkauf.de/xrechnung/
Similarly, EinfachX XCreator currently creates XRechnungen invoices in version 3.0. Optionally, XRechnungen invoices in versions 2.3 (valid until January 31, 2024) or 2.2 (valid until July 31, 2023) can also be created if desired for compatibility reasons.
What happens to my XCloud access at the end of the year?
- In the “Profile” section of the XCloud, you can see the date until which your access is valid and your account is activated.
- If your access has expired, your account will be deactivated. This means that you will not be able to create any more XInvoices. Your previously saved data will be retained.
- To reactivate your account and create further XInvoices, you can purchase a new annual account at favourable conditions. You will find a corresponding discount code in your XCloud account profile.
- To ensure uninterrupted working, it is advisable to purchase and activate a new annual access before deactivating your account. The remaining term of your previous account will of course be taken into account and will not be lost.
- Annual passes can be purchased under the following link: Purchase XCloud annual access
How can I continue to receive updates for XCreator/XViewer?
- To stay up to date after the 13th month following purchase of the license, you can purchase update packages for XCreator/XViewer.
- Purchase of an update package that enables further updates for 12 months.
- This can be repeated as often as desired.
- It is advisable to purchase the package before the current supply expires.
- To ensure uninterrupted updates, we recommend purchasing and activating a new update package before the 12 months expire. The remaining term of your previous update supply will of course be credited and will not be lost.
- Update packages can be purchased at the following links:
What happens after the 12-month update supply for XCreator/XViewer expires?
- The software can be used indefinitely.
- Further updates are only available with an additional update package.
What does a license for XCreator/XViewer entitle me to?
- The purchase of a license for XCreator/XViewer entitles you (1 user) to use the software on up to 3 devices for an unlimited period of time.
- In this context, “user” refers to the (natural) person who uses/applies the software and is synonymous with “applicant.”
- If the software is to be used by 5 employees, this constitutes use by 5 users, and 5 licenses are required.
Do I take out a subscription with automatically recurring costs at the time of purchase?
There is no subscription with the purchase of XCreator, XViewer and XCloud. If a licence is time-limited (e.g. XCloud annual access), it must be actively extended.
XArchive and XCloud Corporate are subscriptions that are billed annually until active cancellation. Cancellation is conveniently possible via your customer account.
Is an Internet connection required to create (XCreator), display or validate (XCreator, XViewer) XInvoices?
No. Unlike the online demo and XCloud, the full versions of EinfachX XCreator and XViewer can be used offline.
An Internet connection is only required to activate the licence after installation and to download updates.
XInvoices are created, displayed and validated locally and offline. The invoice data is not sent to us or other third parties.
What system requirements are needed for the EinfachX XCloud?
A current Internet browser is sufficient. In addition to use on Windows, the XCloud is therefore also perfect for maxOS, Linux, Android and iOS.
What are the system requirements for XCreator and XViewer?
Minimum requirements:
- Operating system: Windows 10 Home
- Hard disc: 2GB free storage space
Recommended requirements:
- Operating system: Windows 10 Pro or newer
- Screen resolution: FHD (1920×1080)
Is there documentation for the EinfachX XCreator?
Yes, the documentation can be accessed via the navigation menu of XCreator, the XCloud, the online demo or directly here.