| CargoSoft Special Newsletter Electronic Invoices
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Welcome to the CargoSoft special newsletter on the subject of e-invoices (eInvoicing). We have compiled everything you need to know about the current situation at CargoSoft for you as a user:
What is CargoSoft actually implementing?
What is the legal situation in Germany?
What is an e-invoice?
What is the ZUGFeRD format?
What does it look like in other countries?
We hope you find the topics we have compiled on this subject helpful and wish you an interesting read.
Your CargoSoft Team
What does CargoSoft actually implement?
We are planning to implement the following two points for our CargoSoft TMS customers as of 01.01.2025:
Receipt and processing of electronic invoices in the format according to the EN 16931 standard
Sending invoices from the CargoSoft TMS in ZUGFeRD format (corresponds to EN 16931)
Point 1 enables you to implement the legal requirements as of January 01, 2025.
Important in this context: CargoSoft TMS does NOT provide audit-proof archiving of electronic invoices or associated files as part of the implementation of eInvoicing processes. Here you can fall back on our existing solutions (integration of your DMS solution, etc.).
As we are currently still in the implementation phase, we will inform you about delivery, costs and training later in the year.
What is the legal situation in Germany?
What is an e-invoice?
The e-invoice (eRechnung / eInvoice) is an electronic invoice format that complies with the European standards for electronic invoicing EN16931.
It is a structured data format that enables automated processing of invoice information.
The e-invoice is only machine-readable in XML format. It cannot be easily "viewed" by humans.
In Germany, this structured invoice in XML format is called XRechnung.
What is the ZUGFeRD format?
ZUGFeRD is an acronym for "Zentraler User Guide" of the "Forum elektronische Rechnung Deutschland" and is a German cross-industry data format for electronic invoice data exchange. It complies with the EN16931 standard.
The ZUGFeRD format is a hybrid format. In addition to the XML format (for machine readability), the ZUGFeRD format also contains an image part (PDF) that can be read by the human eye.
What is the situation in other EU countries?
From 01.07.2024, all economic operators based in Romania are obliged to report their invoices on the RO e-Factura platform within 5 working days of the date of issue.
The Romanian Tax Authority ANAF (Agentia Nationala de Administrare Fiscala) provides the platform for submitting and downloading the structured invoice.
RO e-Factura is accessible via an API connection.
CargoSoft offers the Romanian API for transferring the structured RO e-Factura.
The structured invoice in XML format CII 16B with the national CIUS-RO usage specification transfers all relevant CargoSoft TMS outgoing document data to the Romanian financial system.
The transfer is confirmed with a registration number.
Corresponding status messages are displayed in the CargoSoft Transport Management System.
Implementation for Romania
Implementation for Poland
In April 2024, the Polish government announced the postponement of the deadline for the implementation of the mandatory KSeF system.
The Ministry of Finance has completed an external audit of the National E-Invoicing System (KSeF), which revealed critical errors in the implementation of the project. The new date of introduction of the mandatory KSeF presupposes the gradual implementation of mandatory e-invoicing.
KSeF will be mandatory from February 1, 2026 for companies whose sales value (including tax amount) exceeds PLN 200 million in 2025 and will apply to other companies from April 1, 2026.
Due to increased requests from our clients, we are planning to implement it in 2025.
Would you like a quote or do you have specific questions?
