Set up e-documents

The first step to configure electronic documents (e-documents) is to set up the E-Documents Service for e-document communication.

Set up the E-Document Service

To set up the E-Document Service, follow these steps.

1. Select the icon, enter E-Document Services, and then select the related link.

2. Select New, and then, on the E-Document Services page, on the General FastTab, configure the fields as described in the following table.

   Field	Description
   Code	Select the electronic export setup code.
   Description	Enter a brief description of the electronic export setup.
   Document Format	The export format of the electronic export setup. By default, there are two options in this field. You can select PEPPOL BIS 3 as a generic code-based format or Data Exchange when you must set up predocuments of specific formats on the Data Exchange Definition FastTab.
   Service Integration	Select the integration code for the electronic export setup. Currently, the only option is No integration.
   Use Batch Processing	Specify whether the service uses batch processing for export.

3. On the Imported Parameters FastTab, configure the fields as described in the following table.

   Field	Description
   Validate Receiving Company	Specify whether the receiving company information must be validated during import.
   Resolve Unit Of Measure	Specify whether to resolve the unit of measure during import.
   Lookup Item Reference	Specify whether to search for items by item reference during import.
   Lookup Item GTIN	Specify whether to search for items by Global Trade Item Number (GTIN) during import.
   Lookup Account Mapping	Specify whether to search for accounts in Account Mapping by the incoming text during import.
   Validate Line Discount	Specify whether to validate a line discount during import.
   Apply Invoice Discount	Specify whether to apply an invoice discount during import.
   Verify Totals	Specify whether to verify invoice totals during import.
   Update Order	Specify whether to update the corresponding purchase order.
   Create Journal Lines	Specify whether a journal line must be created instead of a purchase document. Select this option when you want to use journals as a destination for your invoices.
   General Journal Template Name	Specify the name of the general journal template that's used for journal line creation. This field is applicable when you want to use journals as a destination for your invoices.
   General Journal Batch Name	Specify the name of the general journal batch that's used for journal line creation. This field is applicable when you want to use journals as a destination for your invoices.
   Auto Import	Specify whether documents should be automatically imported from the service.
   Batch Start Time	Specify the start time for import jobs.
   Minutes between runs	Specify the number of minutes between import job runs.

4. If you selected Data Exchange in the Document Format field on the General FastTab, on the Data Exchange Definition FastTab, fill in the fields as described in the following table.

   Field	Description
   Document Type	Specify the document type that uses data exchange to import and export the data. Examples include Sales Invoice, Sales Credit memo, and Purchase Invoice.
   Import Data Exchange Def. Code	Specify the data exchange code that's used to import the data. Use this field only to receive a document in the purchase process.
   Export Data Exchange Def. Code	Specify the data exchange code that's used to export the data. Use this field only to deliver documents in the sales process.

If you configured the Data Exchange Definition format in your localization, you can add a line for the document types that you need. Add lines that match the default data exchange example for the W1 PEPPOL format. However, first select the Document Type option for each line that you need. For each data type, select the Import Data Exchange Def. Code or Export Data Exchange Def. Code value that you want to use.

If you don't use the Data Exchange Definition format, you can create and configure formats by using the interface. Adjust the information on the Export Mapping and Import Mapping lines, where you can find the tables and fields to configure transformation rules. In this case, you must add a new option for your format in the Document Format field.

Supported document types

Support for document types is based on the Document Format. To check which document types are supported, on the E-Document Services page, choose the Supported Document Types action. The E-Document Service Supported Source Document Types opens. In the Source Document Type column, you can choose different document types for the format you're planning to use. Only use the document type if that document is selected.

Set up a document sending profile

You can set up a preferred method of sending sales documents for each customer. If you do, you don't have to select a sending option every time you choose the Post and Send action. On the Document Sending Profiles page, you can set up sending profiles and then select the one to use in the Document Sending Profile field on a customer card. You can select the Default checkbox to specify that a document sending profile is the profile for all customers for which a profile isn't specified in the Document Sending Profile field.

This feature is used to set up electronic invoicing automation. When you choose Post and Send on a sales document, the Post and Send Confirmation dialog shows the sending profile in use. It's either the profile set up for the customer or the default profile for all customers.

To set up a document sending profile, follow these steps.

1. Select the icon, enter Document Sending Profile, and then select the related link.

2. On the Document Sending Profiles page, select New.

3. On the General FastTab, fill in the required fields.

4. On the Sending Options FastTab, fill in the fields as described in the following table.

   Field	Description
   Electronic Document	Specify whether the document is sent as an e-document that the customer can import into their system when you select Post and Send. To use this option, you must also set the Format or Electronic Document Service Flow Code field. Alternatively, you can save the file to your computer.
   Format	Specify the format to use to send an e-document. This field is required if you select Through Document Exchange in the Electronic Document field.
   Electronic Document Service Flow Code	Specify the electronic service flow that's used to send documents. This field is required if you select Extended E-Document Service Flow in the Electronic Document field.

   Note

   If you select Extended E-Document Service Flow in the Electronic Document field, you must already have the workflow configured for your e-documents.

Set up the workflow

To set up a workflow for e-documents, follow these steps.

1. Select the icon, enter Workflow Templates, and then select the related link.
2. If you can't find E-Document Workflow Templates on the Workflow Templates page, select Reset Microsoft Templates. E-Document Workflow Templates should then appear. Close the page.
3. Select the icon, enter Workflows, and then select the related link.
4. Choose the New Workflow from Template action to select a template for the e-documents process. The available templates are Send to one service and Send to multiple services.
5. Select OK to finish the workflow setup.
6. In the Then Response field, select Send E-Document using setup to configure the workflow responses.
7. Select the E-Document Service that you created as an option, choose OK, and then enable the workflow.

To use more workflows, configure them through the document sending profiles for different customers. When you set up the workflow, specify the document sending profile in the On Condition column on the Workflow Steps FastTab, because you can't have two services that use the same document sending profile in workflows.

When you configure your workflow on the Workflows page, point to the On Condition field on the Workflow Steps FastTab. On the Event Conditions page, in the Filter field, select the document sending profile that you want to use.

Set up a retention policy for e-documents

E-documents can be subject to local legislation that specifies the period for which you must keep e-documents. To manage that, administrators can define retention policies that control how often Business Central deletes records. To learn more about retention policies, go to Define Retention Policies.

To set up retention policies for e-documents, follow these steps.

1. On the E-Document Services page, choose the Retention Policy action.

2. When the action is completed, select one of the following retention policies to set up:

   • E-Document Log
   • E-Document Integration Log
   • E-Document Mapping Log
   • E-Document Data Storage

E-Documents demo data

To provide easier ways to test and demonstrate e-documents, Microsoft offers a demo module. To enable the module, follow these steps:

1. Select the icon, enter Contoso Demo Tool, and then select the related link.
2. Before you enable the E-Document Contoso Module, you must first enable the Common Module and Warehouse Module.
3. After you enable the modules, select the E-Documents Contoso Module, and then choose the Generate action.
4. Follow the steps.
5. Close the page.

After you enable the module, you have demo items, six electronic documents (based on Peppol BIS 3), and configured E-Document Services with created workflows.

Related information

How to use e-documents in sales
How to use e-documents in purchase
How to extend e-documents in Business Central
Financial Management
Invoice Sales
Record Purchases with Purchase Invoices and Orders
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