Received Invoices (Eingangsrechnungen)

Received invoices are invoices you receive from your suppliers and service providers. In dVersum, you can upload these invoices, have them automatically parsed, review, approve, and prepare them for accounting.

Accessing Received Invoices

In dVersum: Navigate to Finance and click on the Received Invoices card, or go directly to /finanzen/eingang.

Uploading Invoices

PDF Upload

1. Click on Upload Invoice in the top right corner
2. Select a PDF file or drag it into the upload area
3. dVersum analyzes the file automatically

Automatic Detection

During upload, the PDF file is checked for embedded XML data. If the file contains a ZUGFeRD or XRechnung attachment, all invoice data is automatically extracted:

• Invoice number, invoice date, due date
• Supplier name, address, VAT ID
• Line items (description, quantity, unit price, tax rate)
• Payment information (IBAN, BIC, payment reference)
• Total amounts (net, VAT, gross)

Supported E-Invoice Formats

dVersum recognizes and processes the following formats:

The detected format is displayed in the invoice list and on the detail page.

Status Workflow

Each received invoice goes through a defined status workflow:

Note: The Validate, Approve, and Reject actions are only available for invoices with "Received" or "Validated" status. "Book" is only possible after approval. "Mark as Paid" is available from "Approved" or "Booked" status.

Statistics Cards

Above the invoice list, four key metrics are displayed:

Filtering and Searching

Status Filter

Use the dropdown menu to filter the list by status: All, Received, Validated, Approved, Booked, Paid, or Rejected.

Free-Text Search

The search field searches invoice number, supplier name, and other fields. The search is automatically executed after a short delay.

Invoice Detail Page

Click on an invoice in the list to open the detail page (/finanzen/eingang/{id}).

Invoice Data

The detail page shows all extracted fields:

• Invoice number, invoice date, due date, service date
• Supplier name, address, VAT ID
• Line items with quantity, unit, unit price, tax rate, and line total
• Subtotal (net), tax amount, and total (gross)

Payment Information

On the right side, payment details are displayed:

• Supplier's IBAN and BIC
• Payment reference

XML Validation

Via the Validate button, the embedded XML is checked against the EN16931 standard. The result shows:

• EN16931 (green) -- Invoice is compliant
• Invalid (red) -- Validation errors found

In case of errors, the individual validation issues are listed with details.

Accounting (Expense Account / Aufwandskonto)

For each received invoice, you can assign an expense account (Aufwandskonto). This account is used as the counter account in the DATEV export.

In dVersum: On the invoice detail page, you will find a dropdown with common expense accounts in the Accounting section.

Available Accounts (SKR03)

Available Accounts (SKR04)

Tip: If you don't select an expense account, the default expense account of your organization will be used for the DATEV export. Per-invoice assignments take precedence.

DATEV Export

Received invoices are included in the DATEV export as creditor bookings (Kreditorenbuchungen). The input tax (deductible VAT / Vorsteuer) is automatically included in the calculation. The expense account per invoice determines the counter account in the booking batch.

Supplier Linking

If a supplier name recognized during upload already exists in the supplier management, the invoice is automatically linked to the supplier. You can create new suppliers under Finance > Suppliers.

dVersum Tip

Upload received invoices as ZUGFeRD or XRechnung PDFs whenever possible. The automatic XML extraction saves manual data entry and immediately gives you all relevant invoice data structured in the system. Use the validation to ensure invoice compliance.