Basware e-Invoice Email user guide

5 (12)Version 1.53 Creating and sending an invoice3.1 Concerning the invoice contentBasware will create an electronic data file from your .pdf invoice and deliver this e-invoice to the recipientwith the original .pdf image.The following data fields are mandatory for Basware to be able to process the invoice.• Invoice type i.e. is your document an “invoice” or a “credit note”• Invoice receiver, company name• Invoice receiver e-invoice address• Invoice sender, supplier / company name• Invoice date• Total invoice sum• Currency code (please note that this should be written in letters, e.g. USD, EUR)• VAT / Sales tax / GST value• Bank account number (IBAN or local format)• Bank code / Swift or BIC code / Clearing codeAdditionally you may include any data in the invoice, but Basware will only capture the following datafields from the invoice to be included in the electronic data file.• Invoice number• Due date• Order number• Contract number• Buyer ReferenceEnsure from your customer that you are including all relevant data in your invoice.3.2 Instructions for creating the invoice layoutBasware’s Business Transactions Email service is based on scan and capture technology, which setssome requirements to the invoice layout.Please note that the invoice layout should stay as consistent as possible. Here are some issues thatshould be taken into consideration when producing the invoice layout:• Try to keep invoice header data as stable as possible• Separate row data information clearly from header and footer information. Take into account thatthe row data description might be placed differently if case of a short or a long description.• Try to avoid small and closely placed fonts• Use text instead of imagesBasware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.Basware.com