Receiving of E-invoices via UBL Email Plug-In

ZoneCapture's UBL Email Plug-In lets you receive e-invoices as XML files in UBL format via email, as an alternative to true e-invoicing or PDF scanning.

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Introduction

ZoneCapture supports receiving e-invoices through 2 channels:

• The e-invoicing network, including PEPPOL (the largest network). This is "true" e-invoicing, and requires you to purchase the ZoneCapture E-Invoicing module.
• Email containing an XML file in UBL format.

This article describes the email plug-in that supports XML files in UBL format.

What is a UBL file, and why does ZoneCapture support it?

Universal Business Language (UBL) is a structured XML format that contains all invoice information in a defined, fixed structure. UBL ensures compatibility through its electronic formatting standard, and reduces the costs associated with e-invoices. In addition to supporting true e-invoicing, ZoneCapture supports the flow of e-invoices in UBL format via email, largely due to new e-invoicing regulations in Germany starting in 2025. Sending XML files in UBL format via email is one of the allowed e-invoicing flows in Germany, so ZoneCapture introduced support for it.

UBL format isn't specific to Germany. You can use this solution for e-invoices from other countries too, as long as the XML file uses the supported format.

When should I use the UBL Email Plug-In?

Use this dedicated email plug-in when some of your vendors deliver e-invoices via email, sending an XML file in UBL format to your AP inbox, and you want ZoneCapture to source data from the XML file instead of relying on OCR scanning of a PDF file.

Vendors typically deliver UBL files via email in Germany and the Netherlands.

Where do I find the UBL Email Plug-In's email address?

If your NetSuite account has ZoneCapture bundle version 2.14.0 or higher installed, find the UBL email address as follows:

1. Navigate to Customization > Plug-Ins > Manage Plug-Ins.
2. In the Email Capture Plugin section, find ZC UBL Email Plugin.
3. Copy the email address directly from there.

How do I use the UBL Email Plug-In?

Before you start using the UBL email plugin, activate it:

1. Navigate to Customization > Plug-Ins > Manage Plug-Ins.
2. In the Email Capture Plugin section, find ZC UBL Email Plugin.
3. Select the checkbox next to the plugin name.
4. Click Save.

The email address is now ready to use.

The email address accepts emails that contain either:

• 1 XML file, or
• 1 XML file and 1 PDF file.

Emails that don't meet this criteria, such as emails containing only a PDF file, or multiple PDF or XML files, generate an error. ZoneCapture cannot process these records.

Once you send a valid email to the dedicated email plug-in, ZoneCapture begins processing the attachments. It reads the XML file in UBL format and extracts data to automatically populate fields on the vendor bill.

If the original email also includes a PDF file, ZoneCapture attaches it to the transaction and displays it in the split screen. In this case, the PDF serves only as an additional attachment, since ZoneCapture sources the data from the XML file.

Once ZoneCapture processes the email, you'll see a bill-to-process record created in Incoming Transactions to Be Processed.

What data does ZoneCapture extract from a UBL XML file?

By default, ZoneCapture extracts the following details from the XML file:

• Vendor master data, such as name, tax registration number, email address, and IBAN/bank account number. ZoneCapture uses this data to automatically match the vendor, so make sure your NetSuite master data matches the data inside the XML file.
• Buyer master data, such as name and tax registration number. ZoneCapture uses this data to automatically match the subsidiary, so make sure your NetSuite master data matches the data inside the XML file.
• Purchase order number
• Document number
• Document date and due date
• Document type (bill or credit)
• Amount
• Document lines, including item name, description, quantity, rate, and amount

What happens if an invalid XML file is sent to the UBL Email Plug-In?

The UBL email plugin accepts emails containing either 1 attachment (an XML file) or 2 attachments (a PDF file and an XML file). Only then does ZoneCapture begin processing the attachments. As a first check, ZoneCapture validates the XML file to confirm it's an actual UBL file.

Important: If the file doesn't meet the requirements for a valid UBL file, ZoneCapture creates the bill-to-process record with the status Data Recognition Error. If this happens, verify with your vendor what format they're sending. If their XML isn't an actual UBL file format, consider using the standard ZoneCapture email plugin for scanning PDFs instead.

Why do I see a notification about an inactive e-invoice license?

When a customer without an active e-invoicing license receives email via the UBL Email Plugin, ZoneCapture displays the following notification in Incoming Transactions to Be Processed:

If you see this notification, follow the instructions in the banner. You need an active E-Invoicing license module to process transactions received via the UBL Email Plugin.

Limitations

The UBL Email Plugin is designed to interpret XML files in UBL file format.

Important: Some vendors might send XML files in CII (Cross Industry Invoice) format instead. ZoneCapture's UBL Email Plugin does not support this format. Contact your vendor and ask if they can provide the file in UBL format instead.

Sending a CII file to the UBL email plugin results in a Data Recognition Error status on the bill-to-process record.

You can verify the actual format by opening the XML file. A CII file includes the following keyword in its header:

A UBL file includes the following keyword in its header: