Create and prepare an invoice

Invoice creators work in the Invoices and Invoice Data tabs. If the upload buttons or editable fields are missing, ask an administrator to check your Invoice Creator Group membership, then sign out and in again.

Add an invoice

PDF upload

1. Open Invoices and select Upload pdf Invoice.
2. Select one or more PDF files. Keep each invoice in its own PDF; separate a file containing several independent invoices before upload.
3. Select the upload button in the dialog. It shows the number of invoices when you selected multiple files.
4. Refresh or revisit Invoices while the document is stored, classified, and extracted. Open its Actions → View menu item when it is available.

XRechnung upload

1. In Invoices, select Upload XRechnung.
2. Choose one UBL or CII XML file.
3. Select Create invoice from XML and review the imported fields.

The upload checks the XML structure; it does not certify full XRechnung compliance. Review the invoice details before generating a payfile.

Email intake

PDF invoices sent to the dedicated invoice mailbox are received automatically. Ask your administrator for the mailbox address. Keep one invoice per PDF attachment. Find the document under Invoices after processing; use Extraction Failed if automatic processing could not extract it.

Find and check the invoice

Use Search Invoice for a filename, invoice number, supplier, or Process ID. You can also choose a status tab or supplier and date filters. The Process ID helps support locate the associated workflow when one is available.

Open Actions → View to see the document preview beside Invoice Data. Compare the original with the supplier, invoice number and date, payment currency, bank details, accounting fields, and every invoice line. The form highlights missing required fields in blue.

On each invoice line, check the description, net amount, tax amount, line total, expense account, and fund budget line. Use Add line when extraction missed an item. Verify the calculated totals against the document, including any supporting pages in the preview.

Select Save changes after correcting data. If the supplier cannot be matched, the supplier record may need to be created or corrected in SunSystems before the invoice can proceed.

If extraction fails

1. In Invoices, choose the Extraction Failed status tab.
2. Open the invoice with Actions → View. The original document remains available in the preview.
3. If it contains one readable invoice, enter the invoice details and line items manually as an invoice creator.
4. Select Save changes, complete any remaining required fields, and continue below. You do not need to upload that same readable document again.

If the document is unreadable or combines multiple invoices, correct or split the source and upload the invoices individually.

Generate a payfile

1. Complete the required header and line fields. Check the beneficiary bank, account number, and SWIFT code against the invoice.
2. Select Generate Payfile. BIS saves the current values and checks the data while generating the file.
3. Wait for the payfile reference and Ready to Post status.
4. Select Review Invoice to send it for approval.

If you edit the invoice after generating a payfile, that payfile is no longer current. Save the changes and generate a new payfile before review. Once review has started, the invoice is read-only until the workflow allows further action.