Euroports Germany e-invoicing

E-Invoicing

The European Union is working hard to progress on software use for invoice processing. An obligation for business-to-business to implement e-invoicing is coming our way in the next few years.

Euroports is taking the lead in implementing e-invoicing ahead of most companies. We will transition to e-invoicing together with our business partners and collaborate to reduce paper usage and administrative efforts and smoothen our payment process. We will be setting new cornerstones.

Therefore, we have created a program to onboard all our suppliers to e-invoicing.

Over the coming weeks, our suppliers will be invited to join us in automating and synchronizing our administrative process, enabling both of us to benefit from electronic data exchange.

Why e-invoicing?

E-invoices have some benefits compared to invoices in hard copy or PDF:

  1. Allows invoices to be handled and archived more efficiently;
    • Always routed correctly
    • Invoices are entered directly into the system and information is assigned to the correct fields
    • No risk of malfunctions in scanning or OCR
  2. Removing the manual work of entering the invoice information into an Access Point system;
  3. Cost savings in printing, postage, intra-office routing, archiving, and in human resources;
  4. Reduction of ecological footprint.

What is an e-invoice?

E-invoices:

  • Contain data in a structured form and can be automatically imported into Accounts Payable systems. They do not include a visual presentation of the invoice data although they can be temporarily rendered during processing or transposed into visual formats.
  • The visual format is secondary and the objective in automation is not to view the invoice, except in irregular cases. A visualized, human-readable version of the invoice may be created for reading purposes and may flow within the structured message, but it is not considered part of the invoice itself.

E-invoices are not:

  • Unstructured invoice data issued in PDF or Word formats;
  • Images of invoices such as JPG or TIFF;
  • Unstructured HTML invoices on a web page or in an email;
  • OCR (Scanned paper invoices);
  • Paper invoices sent, like images, via fax machines.

The use of e-invoices requires two key functions:

  • The e-invoice needs to be created with the correct structure.
  • The e-invoice needs to be transferred from the seller’s system to the buyer’s system.

The European standard on e-invoicing, EN16931, defines the structure of an eInvoice and various options for transmitting the invoice. Invoices that comply with the European standard on e-Invoicing must be in a structured data e-invoice format.

Basware e-invoice receiving service

Euroports relies on Basware as its P2P-application. Basware e-Invoice Receiving service connects the customer to Basware Network and enables e-invoice delivery to the customer’s accounts payable system in a single electronic format, regardless of its origin.

Multiple methods:

  1. Using Basware e-invoice Sending service
  2. Using other e-invoicing services connected to Basware Network (Interoperability)
  3. Connection to PEPPOL network
  4. Via Basware Portal using invoice key-in
Picture1
Picture2

Active endpoints

The following entities are active for Germany:

Entity name Company code Peppol Endpoint ID
Euroports Germany GmbH & Co. KG 1002 9930:DE257346681
Euroports Ferry Stevedoring Rostock GmbH 1006 9930:DE269937056
Euroports Papier – Lager und Umschlagsgesellschaft GmbH 1009 9930:DE813583394
Euroports Terminals Rostock GmbH 1010 9930:DE163564921
Euroports Bulk Terminal Rostock GmbH 1004 9930:DE813584268
Euroports Dungemittel Dienstleistung Rostock GmbH 1005 9930:DE813583386
Euroports General Cargo Terminal GmbH 1007 9930:DE813583409
Euroports Getreide Service Rostock GmbH 1008 9930:DE223856649
Gesamthafen-Betriebsgesellschaft Rostock mbH 1011 9930:DE137376982
Rostock Trimodal GmbH 1012 9930:DE233749550

Implementation

In the coming weeks Euroports will invite suppliers in several waves for onboarding in e-invoicing. E-invoicing is available at Euroports starting April 15th, 2024. After a transition period, ending 31st of July 2024, we expect all our suppliers to be ready to send e-invoices through one of the available methods.

Euroports counts on its suppliers to cooperate and to support us in the onboarding process.

First e-invoice

Euroports would like to ask its suppliers to do the following when sending the first e-invoice:

  • Please contact e-invoicingde@euroports.com after sending the first e-invoice. It allows us to confirm if it is well received in our system.
  • Please make sure the PO-number is clearly mentioned on the invoice.

Contact