Create customers and suppliers in B2Brouter

To create your customers and/or suppliers, use the quick actions or go to the Contacts section in the top menu. Once in this section, you can create your customers in two ways:

1. Create a contact manually

To create a new contact manually, once you are in the Contacts section, use the Add Contact option.

Identification

Through the Country dropdown, select your contact’s country.
In the next box, add your contact’s Tax Identification Number (in the case of Spain, the NIF or DNI).

If you have selected a country where companies can have different types of identifiers, the option You do not have (country identifier name) will be activated at the bottom. Activate it and you will be able to enter another type of identifier:

Fill in the identifier information in the corresponding box.
You can only enter one of the above mentioned identifiers to be able to invoice through B2Brouter.

Finally, use the option Validate identifier and continue.

Now two things can happen, depending on whether the company you are creating is in the B2Brouter directory (Verified data) or not (Unverified data):

The contact is in the B2Brouter directory.

The information of the Fiscal data and the Invoice sending method of your contact are added automatically, using the data in the B2Brouter directory.

You only need to select whether you want to add a Customer, a Supplier or a Customer and supplier at the top, as well as adding the information from the last two sections Invoice payment method and Language (see the next section).

Finally, use the Continue option. The contact is created in B2Brouter and you can start invoicing.

The contact is not in the B2Brouter directory.

If the data are not entered automatically, it means that the company does not appear as verified in our directory. In this case, the contact data must be entered manually.

Fiscal data

First of all, select the type of contact you want to add: Customer, Supplier or Customer and supplier.

Next, add the contact’s fiscal data such as name, address, postcode, etc. Please note that fields marked with an asterisk are mandatory.

Invoice sending method

This section is very important, as this is where you select the method or network by which the invoices are sent to this contact. Firstly, you have to check one of the options according to the type of customer:

E-mail link

This option allows sending an e-mail to the client, with a link to the invoice. The receiver only has to click on the link and accesses the invoice within B2Brouter, from where he can download it.

Attachment by e-mail

This option allows sending an e-mail to the client with the invoice attached. You can also send the invoice in different formats, selecting the one you prefer from the drop-down Transport:

E-mail attachment

This option allows you to send an email to the customer with the invoice attached. You can also send the invoice in different formats, selecting the one you prefer from the drop-down Method:

PDF
Facturae: Spanish electronic invoice format.
UBL (Universal Business Language): European electronic invoice format.

If you select the last option, remember to indicate the e-mail address to which you wish to send the invoice in the previous step, where the customer’s general data are indicated.

Open network (public administrations and Peppol)

This option allows you to send electronic invoices to the main open networks to which the public administrations of different countries are adhered, as well as to private companies that, due to the regulations of their country, need to send or receive electronic invoices. Once you have checked this option, you must select where you want to send the invoice through the drop-down menu Method:

Europe

ePrior: if you select this option, you must also indicate the customer’s ePrior identifier. Select the type of identifier in the Eprior Scheme ID dropdown and then add the identifier in Eprior Endpoint ID.
Peppol: if you select this option, you must also specify the client’s Peppol identifier. To do this, you must first configure Peppol connection.

Under Company Peppol ID select the type of identifier from the drop-down menu and then add the Peppol identifier.

Spain

FACe: it is the General Entry Point of the Ministry where practically all the public administrations of the country are adhered.
FACe detached: it is the same as the previous one but, in the case of sending files attached to the invoice, they are sent separately.
FACeB2B: this is the General Entry Point that allows private Spanish companies to exchange electronic invoices. Currently only government contractors and subcontractors are required to use it.
FACeB2B detached: it is the same as the previous one but, in the case of sending attached files to the invoice, they are sent separately.
eFACT Catalonia: it is the General Entry Point where practically all the public administrations of Catalonia are adhered.
Junta de Andalucía: it is the General Entry Point where the administrations related to the Junta de Andalucía (not visible) are adhered.
Junta de Castilla - La Mancha (PeCAM): is the General Entry Point where the administrations related to the Junta de Castilla - La Mancha are adhered. To send to this General Entry Point it is necessary to configure the connection first.
Junta de Galicia: this is the General Entry Point where the administrations related to the Junta de Galicia (not visible) are adhered. To send to this General Entry Point it is necessary to configure the connection first.
Government of the Canary Islands (PeFAC): it is the General Entry Point where the administrations related to the Government of the Canary Islands are adhered.
Eusko Jauralitza (Basque Government): it is the General Entry Point where some of the administrations related to the Basque Government are adhered. To send to this General Entry Point it is necessary to configure the connection first.
Osakidetza (Basque Health Department): this is the General Entry Point where the administrations of the Basque Health Department are attached. To send to this General Entry Point it is necessary to configure the connection first.
Diputación de Álava: this is the General Entry Point where the administrations related to the Diputación de Álava are attached (not visible).
Diputación de Vizcaya: it is the General Entry Point where the administrations related to the Diputación de Vizcaya are adhered (not visible).
Water Consortium of Bilbao Vizcaya: is the General Entry Point of the Water Consortium of Bilbao Vizcaya.
eEfaktur: it is the General Entry Point where some administrations of the autonomous community of the Basque Country are adhered.

France

Chorus: it is the platform where you have to send electronic invoices to invoice the French public administration. To be able to do this, you first need to register on the Chorus Pro portal.

If you select Chorus Pro as the sending method, at the bottom of the Method drop-down, the Service code box is activated, where the customer’s service code must be added in order to be able to send the invoice correctly.

Italy.

SDI: this is the platform through which electronic invoices are sent for invoicing in public and private companies in Italy.

If SDI is selected as the sending method, several options are activated at the bottom of the Method drop-down menu:

Activate the Is a Public Administration option if the customer is a public administration.
In the VAT collection dropdown, select the desired option.
In the Addressee Code option, add the customer’s addressee code.

Portugal

FE-AP Saphety
FE-AP
efacturaGov

These are the platforms through which electronic invoices are sent to the Portuguese public administration.

Cyprus

Ariadne: is the platform through which electronic invoices are sent to the public administration of Cyprus.

Andorra

Government of Andorra: is the platform through which electronic invoices are sent to the Government of Andorra.

In order to send an electronic invoice to the Government of Andorra, you must have processed and registered your digital certificate with the client.

United Kingdom

Peppol NHS: is the network that allows the exchange of electronic documents between the English health service and its providers. To do this, you first need to configure the Peppol connection.

If you select Peppol NHS as sending method, at the bottom of the Method drop-down, the Peppol Company ID options are activated, where you need to add the customer’s Peppol identifier.

Germany.

Peppol XRechnung
Peppol ZuGFeRD

If you select either of the two formats as shipping method, at the bottom of the Method drop-down the Peppol Company ID options are activated, where the customer’s Peppol identifier has to be added.

Netherlands.

Peppol NLS CIUS: this is the e-invoice format used in the Netherlands.

If you select this option as the shipping method, the Peppol Company ID options are activated at the bottom of the Method dropdown, where the customer’s Peppol ID must be added.

Australia / New Zealand

Peppol AU-NZ: this is the e-invoice format used for invoicing in the Australian and New Zealand public administration.

If you select this option as sending method, at the bottom of the Method dropdown, the Peppol Company ID options are activated, where you have to add the customer’s Peppol identifier.

Singapore.

Peppol SG

This is the network through which electronic invoices are sent to Singapore.

Invoice payment method

From this space you can configure a default payment method for the invoices you send to the customer you are creating:

In the Collection method dropdown, select how you want to receive payment for the invoices.
In the drop-down Receive payment on this account, select the account number or IBAN where you want to receive the payment.
In the Expiration drop-down list, select the due date of the invoices.

What applies to each invoice — When you send an invoice to this contact, the payment fields (method, bank account, due date, currency) follow this priority order:

Whatever the invoice itself carries — whether you typed it manually on the web form or it came filled in on an invoice imported via API, SFTP, connectors, or PDF upload.

Whatever is configured here on the contact — when an imported invoice does not carry payment data, B2Brouter fills it in with these values. On the web form, the fields appear pre-filled with these values and you can change them before issuing.

Empty — if nothing is configured on the contact either.

The global payment configuration on the account is the template that applies when you create a new contact; it does not act directly on existing invoices.

Once you have filled in all the above data, a Summary tab opens with the general data of the contact created. In addition, you can see who created the contact, as well as more specific details in Activity. You also have the option to add Comments that you consider relevant.

On the other hand, if you go to Actions at the top right, you can directly create invoices and quotes from the created contact. You can also delete the contact.

2. Create your customers or suppliers automatically

You can upload a CSV file with the data of your customers and, in this way, they are automatically created with the information contained in the imported file. From the Contacts section, use the Import file option:

From the Download CSV file example link you can download an example of the file you need to import to create your customers automatically.
Use the example to create the file with your customer data.
Use the Add file option to find the file in your system and upload it to B2Brouter.
Finally, use the Import option.

If the file is correct, your customers will be created automatically in B2Brouter.

3. Actions you can perform once you have created the contact

Once you have created the contact, you can perform various actions, such as editing the contact details, adding organisational units or reference persons, and creating invoices and delivery notes from the contact.

Edit the created contact

Once you have created the contact, access the Contacts section from the main menu at the top. Select the contact you wish to edit and you will see the contact summary displayed. To edit any data, go to the left hand menu and select the section you require.

Fiscal data

From this section you can edit your contact’s tax details such as name, address, postcode, etc.

Contact data

In this section you can edit your contact’s details such as first and last name, telephone number, email address, etc.

Collection

In this section you can change your contact’s bank details, such as payment method, account number or payment due date.

Integration

From this section, you can add or modify the internal integration code that your client has in your management system.

Invoices

Here you can edit the method of sending invoices, the email address of your contact where notifications are sent, the format of the invoice, etc.

Organisational units

An Organisational Unit is a department, head office or delegation of a company. From this section you can add one or edit an organisational unit already created.

People

The contact person can be the reference person of your client and/or supplier, or a contact person in a commercial prospecting. From this section you can add one or edit a person already created.