Information on e-Invoicing

Billers can send their invoices to the University of Hohenheim as e-invoices.

EU Directive 2014/55/EU has been concretized in the Baden-Württemberg e-Government Act (EGovG) and E-Invoicing Ordinance (ERechVOBW) and must be observed.

Permissible formats for e-invoices:

"Billers and invoice senders must use the data exchange standard XRechnung dated 10 July 2019 (BAnz AT 31 July 2019 B1) in the current version for issuing electronic invoices.”

"Another data exchange standard is acceptable if it meets the requirements of the European standard for electronic invoicing ...” (ERechVOBW Sec. 4)

Accordingly, an e-invoice in ZUGFeRD 2.0 format is also permitted. Legally binding for a ZUGFeRD invoice (which contains a pictorial (PDF) and an XML component) is always the automatically processable XML part.

An invoice in PDF format is not permitted.

Transmitting e-invoices:

Invoice issuers and senders must always use the service portal of the state of Baden-Württemberg (ERechVOBW § 6) to send electronic invoices.
The invoice can be submitted here as follows:

• By uploading on the portal: https://service-bw.de/erechnung/
• By sending it as an attachment to an email: rechnung@service-bw.bwl.de
• (At a later date) by using the web service "Pan European Public Procurement OnLine" (short: PEPPOL) by input at any input node.

To ensure that an e-invoice reaches the University of Hohenheim (and is not rejected during the incoming inspection in the service portal), the e-invoice must contain:

• The name of the commissioning institution and the responsible employee(s)
• The routing ID. Routing IDs are comparable to an electronic postcode. Due to the decentralized structures of the University of Hohenheim, different routing IDs will be created for different institutions when e-billing is introduced. Therefore, it is important that the billing address is taken from the respective order.
  

Current information on the use of electronic invoices at the University of Hohenheim

Since the processing of electronic invoices is currently still a complex process, suppliers and service providers of the university are asked not to push the changeover from paper to e-invoices. If possible, billers should wait until the University can process e-invoices without media discontinuity. The project team is working on the conversion.