Sending E-Invoices via Email from DCW

Did you know?

You can create e-invoices in DCW using the “Post Sales Document” program. To this end, we have, among other things, added the “Unit of Measure” field to the entry screen and enabled you to specify the required invoice type. The e-invoice is automatically saved in IFS.
With the new consulting solution “Sending E-Invoices via Email,” you can now send the created e-invoice as an email attachment directly from DCW to your customers.

What does the consulting solution include?

Once the CL is installed, you’ll have new options and function keys in the “Edit E-Invoice (Outgoing)” program. Using the F10 key, you can switch the view between e-invoices that have not yet been sent, those that have already been sent, or all e-invoices, with the rows containing the sent invoices displayed in a different color than the unsent ones. Additionally, you can use one option to display the customer’s email address to which the email would be sent and another to initiate the sending process. For e-invoices that have already been sent, there is also an option to resend them, in which case the system determines the current email address.

How are email addresses determined?

Since most companies have set up dedicated email addresses for e-invoices ([email protected]) that differ from the addresses used for other correspondence (e.g., reminders, payment notices), you will need to enable a new telecommunications field in the address master. Use DCW’s table management to configure the appropriate settings so that the system can find the correct email address.
In addition, a sender linked to an email address must be set up for the employees who send the emails. Otherwise, sending emails will not be possible.

What other configurations are required?

You will also need an email template containing the body of the actual email, in which you refer to the invoice attached. Furthermore, we have set up a role-based authorization for email sending so that you can control who is allowed to send invoices via email.

What else is important?

As part of this CL, only the generated e-invoice in XML format is sent. The print output, which continues to be generated, is stored in the spool files and is therefore not taken into account.
The price of the CL is a one-time fee of 2,000 EUR. Installation takes place as part of a PTF release.
We are currently working on another consulting solution that will enable you to generate ZUGFeRD invoices directly from DCW. We will let you know as soon as this solution is available.