Self-billing
You can settle received goods automatically by using the self-billing procedure. Your ERP system generates a credit note based on the confirmed goods receipt and then triggers payment. We support this by setting up the interface and exchanging files in the format you prefer.
Refunds arising from returns are processed through the same interface as debit notes and are configured as part of the setup.
To use self-billing, you need an active dispatch notification interface that keeps the goods status synchronised between your system and Unite.
Key data fields for processing
Below you’ll find the key data fields required for processing. Mandatory fields are marked with an asterisk (*). The fields are grouped into header level (which covers the entire order) and line level (which relates to individual line items).
Important: Please check the data is complete and follow the guidance in the tables so we can process your orders smoothly.
Header level data
Description | |
Document number* | Sequential, unique number |
Document date* | Issue date of the credit note |
VAT ID of the service provider* | VAT ID of the relevant Unite national subsidiary |
VAT ID of the service recipient* | VAT ID of the customer |
Address of the service provider* | Full address (name, street, postcode, town/city, country code) of the relevant Unite national subsidiary |
Address of the service recipient* | Full address (name, street, postcode, town/city, country code) of the customer Please provide PO boxes as street information (e.g. ‘Postfach 1234’). |
Currency* | For example: EUR for euros |
Invoice type* | Defines the payment direction and distinguishes between credit notes and debit notes. Usually provided as text (for example, ‘credit note’ / ‘debit note’) or as a code depending on the format. |
Line level data
Description | |
Item number* | Unite item number as used in the order or PunchOut |
Item description | Optional: short description based on the basket/PunchOut information |
Quantity* | Number of items invoiced |
Order unit* | Coded unit (for example piece, pack, bottle) based on the basket/PunchOut information |
Unit price* | Net unit price based on the pricing quantity |
Line price* | Net price for the entire line (line price = quantity × unit price ÷ pricing quantity) |
Pricing quantity* | Quantity of items to which the unit price refers |
Tax rate* | Decimal value (for example, 0.19 for 19%) |
Service delivery date* | Delivery date or goods receipt date |
Order number* | Reference number assigned by your ERP system |
Order line number* | Line number of the item from your order |
Totals* | Net amount and tax amount for the full document |
Supported formats and transport protocols
Formats:
SAP IDoc XML (e.g. GSVERF03, Unite standard)
openTRANS 1.0
EDIFACT (e.g. INVOIC D96A & D10A)
Please note: Some formats such as openTRANS or EDIFACT don’t include a dedicated self‑billing format. In these cases, we adapt the invoice format. The customer (service recipient) takes the ‘supplier’ role, while Unite (service provider) acts as the ‘customer’.
Protocols:
HTTPS (Unite standard)
AS2 via HTTP or HTTPS
FTPS (server provided by you)
SFTP (server provided by you)
POP3/SMTP
Sample file
You can download commented sample documents in Unite’s SAP IDoc XML GSVERF03 format to guide your setup.