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Important information about using the email transmission channel at the CISP/ZRE and OZG-RE

by | Dec 17, 2020

Find out what you need to keep in mind when you are using the ‘email’ transmission channel on the Federal Government’s invoice receipt platforms.

The CISP/ZRE and OZG-RE invoice submission platforms provide invoice senders with various transmission channels for sending e-invoices to invoice recipients. The following aspects should be observed when using the email transmission channel on both invoice submission platforms:

General information on the ‘email’ transmission channel

The ‘email’ transmission channel can be used for transmission of e-invoices at the CISP/ZRE and at the OZG-RE. Please pay attention to the following instructions for both invoice receipt platforms:

  • Only one e-invoice may be sent per email at any given time.
  • If more than one invoice is included in an email, all attachments of the email including the invoices, will be discarded.
  • Attachments that are not e-invoices will be automatically deleted from the email.
  • Never use ‘no-reply’ email addresses.
  • Subject and text are irrelevant to the submission and are automatically deleted from the email and not forwarded to the invoice recipient; they can also be left blank.
  • There is currently no confirmation by email as to whether your e-invoicing is valid. You must check the processing status independently in the respective invoice receipt platform.

Below you will find information about using the ‘email’ transmission channel at the CISP/ZRE and OZG-RE.

Instructions for using the ‘email’ transmission channel at the CISP/ZRE

The following instructions for the ‘email’ transmission channel refer to the application on the CISP/ZRE invoice receipt platform.

Step 1: Registration

In order to be able to use the ‘email’ transmission channel, the invoice issuer must first register at the CISP/ZRE.

Step 2: Set up user profile

Step 2.1) Navigation in accounts

The registered invoice issuer can then activate the ‘email’ transmission channel in the user profile of the CISP/ZRE.

To do this, you must first select the respective account for which you want to use the ‘email’ transmission channel on the homepage.

The ‘natural person’ as the registered invoice issuer or the ‘company’, which the invoice issuer has previously created as a company account in the user administration section, are available for selection on the homepage.

The option ‘Create a CISP/ZRE account for a company’ can be found by clicking on ‘Start user administration’ on the right side of the homepage.

Once you have selected the account, you will be redirected to a new page. Scroll up and click on your name (with a downward pointing arrow next to it) at the top right. A drop-down menu will open. Click on the first selection option ‘User profile’.

Step 2.2) Selecting the ‘email’ transmission channel

It is very important in this step that you enter the correct information in your user profile. In the first section of the page, you will see the email address you used to register with the CISP/ZRE. In the next section, you can select the transmission channel you wish to use.

Select ‘Web entry and email’ and in the adjacent empty field please enter the email address with which you would like to send e-invoices to the CISP/ZRE in the future. This email address is the only one you can use to transmit e-invoices to the CISP/ZRE.

Step 2.3) Adjustments in the user profile (optional)

If you would like to send e-invoices from a different email address in the future, you must first enter the new email address in your user profile. E-invoices sent from a different email address will be automatically rejected. Keep this in mind when you are planning your internal processes and responsibilities for e-invoicing.

Step 3: Send e-invoicing by email

Once you have saved your details, you can submit e-invoices to CISP/ZRE by email from the email address you have stored.

More detailed information and tools (CISP/ZRE)

Would you like to familiarise yourself with sending e-invoices to the ZRE before you send e-invoices to your customers or invoice recipients?

A reference environment is available for testing the functionalities of the CISP/ZRE invoice receipt platform. In order to send e-invoices by email, registration and activation of the ‘email’ transmission channel in the user administration is also necessary for the reference environment.

To send e-invoices within the reference environment of the CISP/ZRE at https://ref.xrechnung.bund.de/ref/authenticate.do please use ref.xrechnung@portal.bund.de as the recipient address.

For the final submission of e-invoices to the invoice recipient on the productive environment at https://xrechnung.bund.de/prod/authenticate.do please use the recipient address xrechnung@portal.bund.de.

Additional information on the use of the CISP/ZRE – and in particular the transmission channels – can be found in the CISP/ZRE Terms of Use and the Technical Information on the CISP/ZRE Terms of Use.

Instructions for using the ‘email’ transmission channel at the OZG-RE

The following instructions for the ‘email’ transmission channel refer to the application on the OZG-RE invoice receipt platform.

Step 1: Registration

In order to be able to use the ‘email’ transmission channel, the invoice issuer must first register at the OZG-RE.

Step 2: Sending e-invoices by email

The functions of the invoice receipt platform on the OZG-RE homepage are displayed in tiles. Scroll down the page to the tile ‘Send externally created invoice via email’.

Click on ‘Send email’ and your email program will open; the recipient address for OZG-RE will already be automatically pre-filled for sending e-invoices.

Alternatively, you can select ‘Copy email address to clipboard’ to copy the recipient address for sending e-invoices to the OZG-RE, for example to transfer it to your address book.

The generically generated recipient address uniquely identifies you as the invoice issuer and can henceforth be used for sending your e-invoices to the OZG-RE. This email address always remains the same for your account, but you can retrieve this email address at any time on the homepage.

Attach your e-invoice to the email when you send it.

More detailed information and tools (OZG-RE)

Would you like to familiarise yourself with sending e-invoices to the OZG-RE before you send e-invoices to your customers or invoice recipients?

A test environment is available for testing the functionalities of the OZG-RE invoice receipt platform. Registration is also required in the test environment before you can send e-invoices by email.

You can test the functions of OZG-RE, such as sending e-invoices, in the OZG-RE test environment at https://test.xrechnung-bdr.de/edi/account/login.

For the final submission of e-invoices, you can reach the productive environment of the OZG-RE at https://xrechnung-bdr.de/edi/account/login.

However, you must register separately for the test environment and the productive environment of the OZG-RE.

Additional information on the use of the OZG-RE – and in particular the transmission channels – can be found in the terms of use of the OZG-RE.

Further information on e-invoicing and both federal invoice receipt platforms can be found in our FAQ section.

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