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Documents in Banqup

Overview​

In the context of e-invoicing, several types of documents (e.g. invoices, credit notes, purchase orders etc.) are commonly used to facilitate the electronic exchange of billing information between businesses.

These documents need to be generated or converted into standardized formats and in compliance with legal/tax regulations, both critical to the proper functioning and legality of e-invoicing systems.


Business processes related to documents represent one of the main pillars of Banqup platform, and include capabilities such as:

  • document exchange in compliance with regulations
  • processing of invoice related payments
  • calculating and validating taxes on invoices

The APIs available on the Banqup Dev Portal ensure the integration of these capabilities for an automated, real-time exchange of invoicing data between different systems.

Documents, files and attachments​

A document in e-invoicing refers to a formal, structured piece of information that contains details related to invoicing: e.g financial data, payment details, tax information etc. or any other information relevant to the company's operations, services, or interactions with clients and partners.


A file refers to the digital container that stores the data of one or more documents. Files are the medium through which electronic documents are stored, transmitted, and accessed.


In short, a document represents the structured data and information, while a file is the digital format used to store and transport that document.


Attachments are sent together with a document, and their relevance is usually tightly linked to that document. Attachments can be contracts, proof of shipment, expense reports, time sheets, payment instructions etc.

Document formats​

Input document formats​

E-invoicing improves the efficiency and accuracy of financial transactions by reducing the reliance on paper-based processes. Various document formats are a key component that enables the seamless exchange of information between different accounting systems and software.


In Banqup, invoices can be uploaded in UBL, XML or PDF format. Given the various e-invoicing compliance requirements in different countries, preparing the document for delivery to the customer sometimes involves its conversion to a different delivery format (see below).

Delivery formats by country​

The European standard on eInvoicing (EN16931) enables sellers to send invoices to multiple customers using a single eInvoicing format, eliminating the need to customize their invoicing processes for each trading partner. This standard defines the semantic data model of the core elements of an electronic invoice. It ensures that invoices exchanged across Europe have a common structure and are interoperable. UBL 2.1 and CII are syntaxes that represent this model in a structured format, making it machine-readable, interoperable and compliant with the core data model.


Each country must ensure that their e-invoicing systems are legally compliant with both national laws and EU regulations, which may result in variations in how the standards are implemented and enforced. The EN16931 standard defines Core Invoice Usage Specifications (CIUS) and Extensions to allow for the customization of the core invoice data model. In this way, different countries can define their specific business rules, constraints, and requirements within the framework of the core model.

Document identification​

Every Banqup document is associated with a unique UUID that is stored in the Banqup database as documentId. The UUID is generated when a new file is received/uploaded into Banqup and is necessary when performing document actions via the Banqup APIs.


To retrieve the document ID, call GET/spaces/spaceId/folder/documents, providing the spaceId and folder, at the minimum.

A document received from a supplier can also have a document number stated on the invoice, assigned by the supplier. This supplier-generated ID will be saved in the Banqup database as documentNumber.

Payable documents​

In order for a document to be considered payable, it needs to fulfill the following prerequisites:


  • Document is a purchase invoice.
  • Open balance is higher than 0.
  • The currency of the document is supported by Banqup and matches the currency of the payment account used to initiate the payment.
  • The creditor linked to the document has at least one payment account. If the creditor has multiple accounts, the account to be used needs to be specified.
  • The bank associated with the selected account is integrated with the Banqup system.

Check out the Payments documentation for more information on payment services available in Banqup.

See also​