A country specific update is available for electronic invoices for Austria in Microsoft Dynamics AX

Configure electronic e-invoicing for Microsoft Dynamics AX2012 and AX2012R2


Prerequisites

The following prerequisites must be met before you install the hotfix for Austria electronic invoicing:

• The Austrian configuration key is activated.
• A three-character International Organization for Standardization (ISO) currency code is defined for all the currencies in the Currencies form (General ledger > Setup > Currency > Currencies). This ISO code is used for electronic invoicing.
• The license key for Application Integration Framework (AIF) is available, and AIF is set up for electronic e-invoicing.
• The inventory units are set up according to the United Nations Centre for Trade Facilitation and Electronic Business Information Content Management Group (UN/CEFACT ICG) standards.

Setting up electronic e-invoicing

Complete the following setup tasks before you generate electronic invoices in the PEPPOL format:

• Set up a legal entity in the Legal entities form. For more information, see “Legal entities (form)” in the Help.
• Set up the country/region and the ISO code in the Legal entities form. The ISO codes are used for electronic invoicing. For more information, see “Address setup (form)” in the Help.
• Set up exchange rates in the Currency exchange rates form. For more information, see “Currency exchange rates (form)” in the Help. Verify that the value in the ISO currency code field for the currency code that is used for electronic invoicing (for example, EUR for Euro) complies with the three-character ISO standard.
• Set up sales tax codes for electronic invoices in the Sales tax codes form. For more information, see “Create various kinds of sales tax codes” in the Help.
• Set up the inventory units, according to the UN/CEFACT ICG standards, in the Units form, if required for your organization. For more information, see “Units (form)” in the Help.
• Set up an enhanced integration port. For more information, see “Create, edit, or delete an enhanced integration port” in the Microsoft Dynamics AX Developer’s Guide.

You must also complete the following setup procedures before you can generate electronic invoices in the electronic format:

• Configure Microsoft Dynamics AX for electronic e-invoicing
• Set up customer accounts for electronic e-invoicing
• Set up AIF for electronic e-invoicing
• Set up a batch group for electronic e-invoicing
• Set up batch processing for electronic e-invoicing
• Set up recurring batch jobs
• Set up a funding source associated with eInvoice parameters for a project contract

Configure Microsoft Dynamics AX for electronic e-invoicing


The electronic invoices that you generate include required information, such as the contact person, invoice number, and address information. Validation rules are applied when invoices are generated so that you can verify that the correct information has been entered. If you find errors, you can correct the errors before you submit the invoices to the government.

You must set up folders to save the error messages, the .xml files, and the PEPPOL files. Set up the following folder structure in a shared location that is accessible from the Application Object Server (AOS) computer and from any client computers that are used as batch servers in your system.

For project invoices:

• \\Server\PEPPOL\Project\Error
• \\Server\PEPPOL\Project\Processed files
• \\Server\PEPPOL\Project\Source
• \\Server\PEPPOL\Project\Target
• \\Server\PEPPOL\Project\XSLT

For sales invoices:

• \\Server\PEPPOL\Sales\Error
• \\Server\PEPPOL\Sales\Processed files
• \\Server\PEPPOL\Sales\Source
• \\Server\PEPPOL\Sales\Target
• \\Server\PEPPOL\Sales\XSLT

The folders are used as follows:

• Error – Used to save error messages that are generated when the .xml file is converted into PEPPOL standards.
• Processed files – Used to save documents after they are processed. The documents are moved from the Source folder to this folder.
• Source – Used to save the .xml file that is generated by Microsoft Dynamics AX.
• Target – Used to save the PEPPOL file after the .xml file has been processed.
• XSLT – Used to contain the eProjectInvoice.xsl or eSalesInvoice.xsl file.

Set up customer accounts for electronic e-invoicing

Use the Customers form to specify the address and contact details for each company that you need to generate electronic invoices for. You can create contacts in the Contacts form and assign the contact to a customer account. The contact information is included when you generate an electronic invoice for a customer. For more information, see “Customers (form)” in the Help.

1. Click Accounts receivable > Common > Customers > All customers to open the All customers list page.
2. Double-click a customer account, or on the Action Pane, click Customer to create a customer account. For more information, see “Create a customer record” in the Help.
3. Click the Invoice and delivery FastTab, and then select the eInvoice check box to use electronic invoicing for customer transactions.
4. Click the Addresses FastTab, and then enter the primary address information.
5. On the Action Pane, click the Customer tab, and then click Contacts > Add contacts to open the Contacts form.
6. Create a contact for the selected customer.
7. Close the forms.

Set up AIF for electronic e-invoicing

Use the Outbound ports form to set up AIF settings to generate electronic e-invoices. You can also create an outbound port and configure the services and adapters for the outbound port.

You must scan for new adapters and services before you configure outbound ports for the first time. The port configuration is affected when there is a change in Application Object Tree (AOT). You must also perform these scans each time a change that affects the port configuration is made to AOT.

1. Click System administration > Setup > Services and Application Integration Framework > Outbound ports to open the Outbound ports form.
2. Create an outbound port, and then in the Port name field, enter a name for the outbound port.
3. In the Description field, enter a description for the outbound port.
4. In the Adapter field, select File system adapter. This adapter is used to create and save the electronic e-invoices.
5. In the URI field, specify the location of the Source folder to save the sales. For more information, see Configure Microsoft Dynamics AX for electronic e-invoicing.
6. Click the Service contract customizations FastTab, and then click Service operations to open the Select service operations form.
7. Select SalesSalesEinvoiceService.Read, SalesSalesEInvoiceService.getKeys and SalesSalesEInvoiceService.getChangedKeys to make the sales invoices available to be used by the port, and then move marked services to the Selected service operations list.
8. Close the form.
9. In the Outbound ports form, select the Customize documents check box on the Service contract customizations FastTab, and then click Data policies to open the Document data policies form.
10. Click Enable all to enable all the data policies, and then close the form.
11. Click the Processing options FastTab; default encoding format UTF-8.
12. Click the Troubleshooting FastTab: Logging mode: All document versions
13. On the Outbound ports form, click Activate to use the port to exchange data by using AIF.
14. Close the form.

Note: Similarly, you can create an outbound port for project invoices. In the URI field, specify the Source folder for the project invoices, and select ProjProjEinvoiceService.Read on the Select service operations form.


Set up a batch group for electronic e-invoicing

Use the Batch group form to set up a batch group to process the invoices by using batch jobs. For more information, see “Batch group (form)” in the Help.

1. Click System administration> Setup > Batch group to open the Batch group form.
2. Create a batch group to process the sales or project invoices.
3. Click the Batch servers tab, select a server, and then move it to the Selected servers list.
4. Close the form.

Set up batch processing for electronic e-invoicing

Use the Batch job form to set up batch processing for electronic e-invoicing. You can process the electronic invoices by using batch jobs. For more information, see “Batch processing overview” in the Help.

You must set up a batch job for sales outbound electronic invoices and another batch job for project outbound electronic invoices.

1. Click System administration > Inquiries > Batch jobs > Batch jobs to open the Batch job form.
2. Select or create a job, and then click View tasks to open the Batch tasks form.
3. Create three tasks for the batch job. These tasks should use the following class names:
   • AifOutboundProcessingService
   • AifGatewaySendService
   • EInvoiceFileTransform_OIOUBL
4. In the Company accounts field, select the company that the batch job is set up for.
5. Select the task that uses the EInvoiceFileTransform_OIOUBL class name.
6. In the Batch group field, select a batch group.
7. Select the task that uses the EInvoiceFileTransform_OIOUBL class name, and then click Refresh to refresh the data on the form.
8. Click Parameters to open the E-invoice OIOUBL XSL File Transformation form.
9. Specify the location of the Source, Target, Processed file, and Error file storage folders. For the XSLT file path, select the eSalesInvoice.xsl or eProjectInvoice.xsl file.
10. Click OK.
11. To set up the order in which the batch tasks will run, in the Batch tasks form, on the Overview tab, select the batch task that uses the AifGatewaySendService class name (the second task). Set up a condition for this task to run when the batch task that uses the AifOutboundProcessingService class name (the first task) has ended.
12. In the lower pane, create a new condition.
13. In the Task ID field, select the batch task that uses the AifOutboundProcessingService class name.
14. In the Expected status field, select Ended.
    Note: Similarly, you can select the batch task that uses the EInvoiceFileTransform_OIOUBL class name, and set the condition to run the batch task when the batch task that uses the AifGatewaySendService class name has ended.
15. Close the forms.

Set up recurring batch jobs

Use the Recurrence form to specify recurrence patterns for batch jobs. For more information, see “Recurrence (form)” in the Help.

1. Click System administration > Inquiries > Batch jobs > Batch jobs to open the Batch job form.
2. Select the outbound electronic invoices batch job.
3. Click Recurrence to open the Recurrence form.
4. In the Time zone information, Range of recurrence, and Recurring pattern field groups, specify your options, and then click OK.
5. In the Batch job form, select the batch job, click Functions > Change status, and then click Waiting.
6. Close the form.

Set up a funding source associated with eInvoice parameters for a project contract

You must assign a funding source for a project contract. You must also set up eInvoice parameters for the funding source before you can generate a project invoice or project invoice credit note as an .xml file. Use the Funding source details form to set up a funding source for a project contract.

1. Click Project management and accounting > Common > Projects > Project contracts to open the Project contracts list page.
2. Double-click a project contract or on the Action Pane, click Project contract to create a project contract. For more information, see “Create a project contract” in the Help.
3. In the Project contracts form, click the Funding sources FastTab, and then create a funding source for the project contract. For more information, see “Assign funding sources to a project contract” in the Help.
4. In the Customer field, select the customer account that the eInvoice check box is selected for.
5. Click Details, and then in the Funding source details form, click the Other FastTab.
6. Select the Line-specific check box to specify dimension accounts for each project invoice line, and then in the Dimension account field, enter a dimension account number.
   Note: Clear the Line-specific check box to specify a dimension account for the project invoice, and then in the Dimension account field, enter a dimension account.
7. Close the forms.

Configure electronic e-invoicing for Microsoft Dynamics AX2009SP1

Prerequisites
The following prerequisites must be met before you install the hotfix for Austria electronic invoicing:     

• The Austrian configuration key is activated. 
• A three-character International Organization for Standardization (ISO) currency code is defined for all the currencies in the Exchange rates form (General ledger > Setup > Exchange rates). This ISO code is used for electronic invoicing. 
• The license key for Application Integration Framework (AIF) is available, and AIF is set up for  electronic e-invoicing. 
• The inventory units are set up according to the United Nations Centre for Trade Facilitation and Electronic Business Information Content Management Group (UN/CEFACT ICG) standards. The Austrian configuration key is activated. 
• A three-character International Organization for Standardization (ISO) currency code is defined for all the currencies in the Currencies form (General ledger > Setup > Currency > Currencies). This ISO code is used for electronic invoicing. 
• The license key for Application Integration Framework (AIF) is available, and AIF is set up for electronic e-invoicing. 
• The inventory units are set up according to the United Nations Centre for Trade Facilitation and Electronic Business Information Content Management Group (UN/CEFACT ICG) standards.

Setting up electronic e-invoicing

You must complete the following setup procedures before you can generate electronic invoices:

•       Configure Microsoft Dynamics AX for electronic e-invoicing 

•       Set up customer accounts for electronic e-invoicing 

•       Set up AIF for electronic e-invoicing

•       Set up channels for electronic e-invoicing 

•       Set up the AIF services and AIF actions for electronic e-invoicing

•       Set up the endpoints for electronic e-invoicing

•       Set up a batch group for electronic e-invoicing 

•       Set up batch processing for electronic e-invoicing 

•       Set up recurring batch jobs 

•       Add a customer account to the endpoint constraints list 

  Configure Microsoft Dynamics AX for electronic e-invoicing 

The electronic invoices that you generate include required information, such as the invoice number and address information. Validation rules are applied when invoices are generated so that you can verify that the correct information has been entered. If you find errors, you can correct the errors before you submit the invoices to the government. 

You must set up folders to save the error messages, the .xml files, and the PEPPOL files. Set up the following folder structure in a shared location that is accessible from the Application Object Server (AOS) computer and from any client computers that are used as batch servers in your system. 

For project invoices: 

•       \\Server\PEPPOL\Project\Error  

•       \\Server\PEPPOL\Project\Processed files  

•       \\Server\PEPPOL\Project\Source  

•       \\Server\PEPPOL\Project\Target 

•       \\Server\PEPPOL\Project\XSLT  

For sales invoices: 

•       \\Server\PEPPOL\Sales\Error 

•       \\Server\PEPPOL\Sales\Processed files 

•       \\Server\PEPPOL\Sales\Source 

•       \\Server\PEPPOL\Sales\Target 

•       \\Server\PEPPOL\Sales\XSLT 

The folders are used as follows:  

•       Error – Used to save error messages that are generated when the .xml file is converted into PEPPOL standards.  

•       Processed files – Used to save documents after they are processed. The documents are moved from the Source folder to this folder.  

•       Source – Used to save the .xml file that is generated by Microsoft Dynamics AX.  

•       Target – Used to save the PEPPOL file after the .xml file has been processed.  

XSLT – Used to contain the eProjectInvoice.xsl or eSalesInvoice.xsl file.

Set up customer accounts for electronic e-invoicing 
Use the Customers form to specify the address and contact details for each company that you need to generate electronic invoices for. You can create contacts in the Contacts form and assign the contact to a customer account. The contact information is included when you generate an electronic invoice for a customer. For more information, see “Customers (form)” in the Help. 

1.    Click Accounts receivable > Common Forms > Customer Details to open the Customers form. 

2.    Select or create a customer account. For more information, see “Create a customer account” in the Help. 

3.    Click the Setup tab, and then select the eInvoice check box to use electronic invoicing for customer transactions. 

4.    Click the Addresses tab, and then enter the primary address information. 

5.    Close the form. Note:  You must update the constraints list for the sales order endpoint and the project endpoint to include the customer account that is created after the initial setup of electronic e-invoicing is complete. For more information, see Add a customer account to the endpoint constraints list.

Set up AIF for electronic e-invoicing 
Use the Global settings form to set up AIF default settings for all document exchanges, and use the Local endpoints form to set up local endpoints. Endpoints are the points of origin for sent messages and the destinations for received messages. Use the Transport adapters form to activate and configure transport adapters to exchange data by using AIF. 

For more information, see “Global settings (form),” “Local end points (form),” and “Transport adapters (form)” in the Help and “Configuring and managing AIF” in the Server and Database AdministrationGuide. 

1.    Click Basic > Setup > Application Integration Framework > Global settings to open the Integration Framework global settings form.  

2.    In the Default encoding format field, select UTF-8.  

3.    Close the form. 

4.    Click Basic > Setup > Application Integration Framework > Local endpoints to open the Local endpoints form. 

5.    In the Company field, select the company for which e-invoices are generated. 

6.    In the Local endpoint field, enter a local endpoint. 

7.    Close the form. 

8.    Click Basic > Setup > Application Integration Framework > Transport adapters to open the Transport adapters form.  

9.    In the Adapter class field, select AifFileSystemAdapter. This adapter is used to create and save the .xml file.  

10.  Select the Active check box to indicate that the adapter can be used. 

11.  In the Direction field, select Receive Or Send. Close the form.

Set up channels for electronic e-invoicing 
Use the Channels form to create channels for sales and project invoices in AIF. For more information, see “Channels (form)” in the Help. 

You must create Source folders to save the sales and project invoices as .xml files before you create channels. For more information, see Configure Microsoft Dynamics AX for electronic invoicing. 

1.    Click Basic > Setup > Application Integration Framework > Channels to open the Channels form. 

2.    Create a channel for a sales invoice. 

3.    In the Channel ID and Name fields, enter a channel identifier and a name for the sales channel. 

4.    Select the Active check box to indicate that the channel can be used and can exchange messages. 

5.    In the Adapter field, select the file system adapter. 

6.    In the Direction field, select Outbound. 

7.    In the Address field, enter the path to the folder where the .xml files are saved. The files are saved in the Source folder for sales invoices. 

8.    Close the form. 

Set up the AIF services and AIF actions for electronic e-invoicing 

Use the AIF Services and Actions forms to configure the services and actions to use with AIF. For more information, see “AIF Actions (form)” and “AIF Services (form)” in the Help. 

1.    Click Basic > Setup > Application Integration Framework > Services to open the AIF Services form. 

2.    Click Refresh to display a list of services and operations, if required. 

3.    Select the Enabled check box for the SalesSalesEInvoiceService and ProdProjEInvoiceService services. 

4.    Close the form. In the Actions form (Basic > Setup > Application Integration Framework > Actions), verify that the Enabled check box is selected for the SalesSalesEInvoiceService.read and ProdProjEInvoiceService.read actions. 

Set up the endpoints for electronic e-invoicing
Use the Endpoints form to configure endpoints, which are recipients, for outbound sales invoices and outbound project invoices. For more information, see “How to: Send and receive electronic documents automatically” and “Endpoints (form)” in the Help. 

1.    Click Basic > Setup > Application Integration Framework > Endpoints to open the Endpoints form. 

2.    Create an endpoint, and then in the Endpoint ID and Name fields, enter an identifier and name for the endpoint. 

3.    In the Local endpoint ID field, enter a local endpoint, which is the company that generates the electronic invoices. 

4.    Click the General tab, and then in the Outbound channel ID field, select the channel that you set up for the sales or project invoice. For more information, see Set up channels for electronic invoicing. 

5.    In the Default encoding format field, select UTF-8. 

6.    Click the Constraints tab, and then select the customer accounts for who electronic invoices are generated. 

7.    Click the Users tab, and then select the user or group who can use the selected endpoint. 

8.    Save the endpoint, and then click Action policies to open the Endpoint Action Policies form. 

9.    In the Action ID field, specify the action (SalesSalesEInvoiceService.read or ProdProjEInvoiceService.read) to use for the selected endpoint. 

10.  Click the General tab, and then in the Status field, select Enabled, and in the Logging mode field, select Log all. 

11.  Save the endpoint action policy. 

12.  Select an action, and then click Configure to open the Value Mapping form. 

13.  Click the Items tab, and then in the Document value field in the Handling item numbers field group, select Not specified. This is required to generate electronic invoices for free text invoices. In the Document value field in the Handling units field group and Handling warehouse numbers field group, select Our. 

14.  Click the Other base data tab, and then in the Document value field in the Handling currency codes field group, select ISO currency code. In the Document value fields in the Handling delivery methods, Handling terms of delivery, and Handling misc. charges code field groups, select Our. 

15.  Close the Value Mapping form. 

16.  In the Endpoint Action Policies form, click Data Policies to open the Parameter Data Policies form. 

17.  Click Data Policies to open the Endpoint action data policies form, and then click Set > Enable all to select all the fields. 

18.  Close the Endpoint action data policies, Parameter Data Policies, and Endpoint Action Policies forms. 

19.  In the Endpoints form, click the Overview tab, and then select the Active check box for the endpoints. Close the form.

Set up a batch group for electronic e-invoicing 

Use the Batch group form to set up a batch group to process the invoices by using batch jobs. For more information, see “Batch group (form)” in the Help. 

1.    Click Administration> Setup > Batch group to open the Batch group form. 

2.    Create a batch group to process the sales or project invoices. 

3.    Click the Batch servers tab, select a server, and then move it to the Selected servers list. 

4.    Close the Batch group form to save your changes. 



Set up batch processing for electronic e-invoicing

Use the Batch job form to set up batch processing for electronic e-invoicing. You can process the electronic invoices by using batch jobs. For more information, see “About batch processing” in the Help. 

You must set up a batch job for sales outbound electronic invoices and another batch job for project outbound electronic invoices. 

1.    Click Basic > Inquiries > Batch job to open the Batch job form.  

2.    Create or select a job, and then click View tasks to open the Batch tasks form. 

3.    For the batch job, create three tasks that use the following class names: 

•       AifOutboundProcessingService 

•       AifGatewaySendService 

•       EInvoiceFileTransform_OIOUBL 

4.    Select the task that uses the EInvoiceFileTransform_OIOUBL class name. 

5.    In the Batch group field, select a batch group. 

6.    Press CTRL+S to save the batch task. 

7.    Select the task that uses the EInvoiceFileTransform_OIOUBL class name, and then click Parameters to open the E-invoice OIOUBL XSL file transformation form. 

8.    Specify the location of the Source, Target path, and Processed file storage, and Error file storage folders. For the XSLT file path, select the path for the esalesinvoice_no_oioubl.xsl file for sales outbound electronic invoices, or the path for the eprojectinvoice_no_oioubl.xsl file for project outbound electronic invoices. 

9.    Click OK to close the E-invoice OIOUBL XSL file transformation form. 

10.  To set up the order in which the batch tasks are run, in the Batch tasks form, on the Overview tab, select the batch task that uses the AifGatewaySendService class name (the second task). 

11.  Set up a condition for the selected batch task to run when the batch task that uses the AifOutboundProcessingService class name (the first task) has ended. 

•       In the lower pane, press CTRL+N to create a condition, and then in the Task ID field, select the batch task that uses the AifOutboundProcessingService class name. 

•       In the Expected status field, select Ended. 

Note:  You can also select the batch task that uses the EInvoiceFileTransform_OIOUBL class 

name and set the condition to run the batch task when the batch task that uses the AifGatewaySendService class name has ended. Close the forms.

Set up recurring batch jobs

Use the Recurrence form to specify recurrence patterns for batch jobs. For more information, see “About batch processing” and “Recurrence (form)” in the Help. 

1.    Click Basic > Inquiries > Batch job open the Batch job form. 

2.    Select the outbound electronic invoices batch job. 

3.    Click Recurrence to open the Recurrence form, set up the batch job process, and then click OK. 

4.    In the Batch job form, select the batch job, click Functions > Change status, and then select Waiting. Close the forms. 
Add a customer account to the endpoint constraints list

Use the Endpoints form to update the constraints list for the sales order endpoint and the project endpoint to include the customer account that is created after the initial setup of electronic e-invoicing is complete. 

1.    Click Basic > Setup > Application Integration Framework > Endpoints to open the Endpoints form. 

2.    In the Endpoint id field, select an endpoint that uses the SalesSalesEInvoiceService.read action. 

3.    Click the Constraints tab, and then add a customer account. 

4.    In the Constraint type field, select Customer. 

5.    In the Constraint ID field, select the customer account. 

Note:  You can also add the customer account to the endpoints constraints list for the project invoices. Select the endpoint that uses the ProdProjEInvoiceService.read action. Close the form. 


Posting invoices and generating .xml files  

You can post sales invoices, free text invoices, project invoices, and credit notes, and generate .xml files that can be submitted to the government. You can also post multiple invoices by using batch processing. For more information, see “Post an order in batch” in the Help. The e-invoice files are created in the shared folder that is specified for the EInvoiceFileTransform_OIOUBL batch job task for the batch job. 
 

Hotfix information

A supported hotfix is available from Microsoft. There is a "Hotfix download available" section at the top of this Knowledge Base article. If you are encountering an issue downloading, installing this hotfix, or have other technical support questions, contact your partner or, if enrolled in a support plan directly with Microsoft, you can contact technical support for Microsoft Dynamics and create a new support request. To do this, visit the following Microsoft website:

https://mbs.microsoft.com/support/newstart.aspx

You can also contact technical support for Microsoft Dynamics by phone using these links for country specific phone numbers. To do this, visit one of the following Microsoft websites:

Partners

https://mbs.microsoft.com/partnersource/support/

Customers

https://mbs.microsoft.com/customersource/support/information/SupportInformation/global_support_contacts_eng.htm

In special cases, charges that are ordinarily incurred for support calls may be canceled if a Technical Support Professional for Microsoft Dynamics and related products determines that a specific update will resolve your problem. The usual support costs will apply to any additional support questions and issues that do not qualify for the specific update in question.