Processing flow (inbound)
The processing flow in the inbound monitor (button 
Process History) shows all internal processing steps that are executed immediately after a document has been received.
The purpose of internal processing is to record incoming documents correctly from a technical perspective and assign them unambiguously. This process ensures that the documents can be consistently converted into the xSuite‑eDNA Helix internal format and reliably processed further.
The process flow includes the following processing steps:
Processing step | Description | |
|---|---|---|
1 | New | Accepting the document and validating technical data |
2 | Download document | Downloading the document in connector‑dependent format |
3 | Download attachments | Download of file attachments and technical data validation of incoming documents |
4 | Create PDF visualization | Generation of PDF visualization |
5 | Post processing | Post‑processing |
6 | Received | Complete reception of the document |
Processing step "New" (Inbound)
In the processing step New, xSuite eDNA Helix receives an incoming document via a defined input channel. Regardless of the input channel, the following data is recorded:
Time at which the document was received
xSuite eDNA Helix tenant and tax entity (Company)
Source system / technical sender of the document
The document reception process ensures that all documents are saved in xSuite eDNA Helix in a complete and unaltered form. After successfully receiving the document, xSuite eDNA Helix generates a work item for each document for further processing.
A work item contains the following data:
Technical and specialized metadata regarding the received document
unique references for tracking
Processing step "Download document" (Inbound)
In the Download document processing step, xSuite eDNA Helix downloads the document in a specific format. The format of the document depends on the respective connector and can be, for example, a JSON file or an XML file. This file is converted to the internal xSuite eDNA Helix format. This creates a work item in xSuite eDNA Helix. The downloaded document is saved in the corresponding work item.
Under Inbound → Invoices the data for the work item is displayed, e.g., the gross amount, the net amount, and the tax amount.
Processing step "Download attachments" (Inbound)
In the Download attachments processing step, xSuite eDNA Helix downloads the file attachments for the document that are provided via the respective connector. xSuite eDNA Helix saves the file attachments in the corresponding work item.
xSuite eDNA Helix downloads the following file attachments:
Original document from the sender
Documents downloaded via the connector in a specific format
Additional file attachments (optional)
Incoming e-invoices that are subject to the European standard EN 16931 are checked in xSuite eDNA Helix by the KoSIT validator (see Checking incoming electronic documents). The type of check performed depends on the connector.
Connector | Type of check |
|---|---|
Office365-Connector |
|
Ecosio-Connector |
|
Caution
No format check is performed for the Polish formats FA(2) and FA(3) in KSeF.
Checking incoming electronic documents
xSuite eDNA Helix automatically checks incoming electronic documents in "BIS Billing" (Peppol), "XRechnung" and "ZUGFeRD" formats for compliance with the European standard EN 16931 and the CIUS (Core Invoice Usage Specification) of XRechnung and BIS Billing.
xSuite eDNA Helix uses official Schematron validation rules from the European Union ("Validation Artefacts") as well as format-specific artifacts from KoSIT (format "XRechnung") and Peppol (format "BIS Billing") for validation. The result is provided in a machine-readable validation report as an XML file and in an HTML report.
Legal classification
The verification of incoming electronic documents serves as legal protection in accordance with Section 14 (1) of the German Value Added Tax Act (UStG). Only invoices that comply with the EN 16931 standard or Directive 2014/55/EU of the European Parliament are considered electronic invoices in Germany within the meaning of the German VAT Act.
If invoices do not comply with this standard, they are referred to as "other invoices." In the case of "other invoices," the PDF document is generally considered legally binding. The embedded XML file is only considered a processing aid. According to the current status, this regulation applies until the end of 2026 in accordance with Section 27, Paragraph 38 of the Value Added Tax Act (UStG).
Checking procedure
The system checks incoming electronic documents using the following three steps:
Syntax check: The system checks whether the structure of the electronic document complies with the syntactic requirements for the respective document type. This check is performed using the XSD validation files of the formats.
EN 16931 check: The system checks whether the content of the electronic document meets the requirements of EN 16931.
Format check: The system checks whether the electronic document complies with the format-specific rules.
Notice
Some formats have format-specific rules in addition to the rules of EN 16931. The formats are usually developed by a country's national authority, and are therefore country-specific rules.
Evaluation of the test report
Caution
xSuite eDNA Helix only provides a technically and legally accurate test report. The responsibility for evaluating and processing the invoice lies with the invoice recipient.
Formal rejection is only permitted in the case of technical or normative errors (XML/XSD or EN 16931 fatal). We recommend that the invoice be formally rejected or treated as an "other invoice", taking into account the transitional Section 27 of the German VAT Act (UStG) – individual provision.
Invoices that do not comply with EN16931 and are accepted are not eligible for input tax deduction in accordance with §15 of the German VAT Act (UStG).
Caution
Warnings do not prohibit acceptance, but indicate potential ambiguities. We recommend carefully checking invoices with warnings, especially if they occur systematically or with important business partners.
Based on the test result, you decide whether to accept, reject, or check an invoice. The following table provides an overview of possible test results and recommended actions.
Test result | Meaning | Recommendation |
|---|---|---|
Syntax check: XML syntactically valid EN 16931 test: compliant | The invoice is completely valid and must be accepted. | Accept |
Syntax check: XML syntactically incorrect | The XML document does not comply with the technical format standard (UBL 2.1 or CII). | Reject |
EN 16931 check: error (fatal) | One or more mandatory rules of EN 16931 were violated. The invoice does not comply with the legal requirements. | Reject |
EN 16931 test: warnings only | One or more recommended rules of EN 16931 were violated. Mandatory rules were not violated. | Accept and review for accounting purposes |
Format check: invalid format | For Germany, the format check is irrelevant. For other countries, testing must be carried out in accordance with legal requirements. | Germany: Accept Other country: Check |
Processing step "Create PDF visualization" (Inbound)
In the Create PDF visualization processing step, xSuite eDNA creates a visualization of the document in PDF format. The PDF visualization allows you to visually check electronic documents regardless of their original file format.
xSuite eDNA Helix converts the structured data (e.g., XML data or JSON data) into a standardized PDF layout for PDF visualization. The relevant content, such as sender, recipient, line items, amounts, and tax information, is clearly displayed. xSuite eDNA Helix saves the PDF file under the name {sender name}:{Invoice number}.pdf.
Notice
The PDF visualization is for viewing purposes only and has no influence on the technical or legal evaluation of the document. The original document remains unchanged and represents the authoritative, audit-proof basis for processing, (technical) validation, and archiving.
Processing step "Post processing" (Inbound)
During the Post processing step, xSuite eDNA Helix performs technical rework in the background.
Processing step "Received" (Inbound)
The processing step Received is the final step in the process. xSuite eDNA Helix has received and processed the document completely and makes it available to the downstream system.