Create new XML invoice profiles

In general, you will normally edit the standard profiles that are provided with the program to fit the XML invoices that you receive from your suppliers. However, it may be beneficial to create new profiles in cases where a supplier uses their own standard that contains unique identifiers that cannot be matched to the other standards. This will most likely involve using the General XML format that is provided with the program.

Note Keep in mind that if you create a new XML invoice profile using the General XML standard, you must use advanced rules to map the fields. Using standard rules will not work.

The new profile is still based on an existing XML invoice profile/standard, but it can then be edited without affecting the settings for all invoices that belong to the underlying profile/standard.

To create a new XML invoice profile from an existing profile:

A new XML invoice profile can be created from the current profile while optimizing an XML invoice definition (that is consequently already based on an existing XML invoice profile).

  1. In the XML Mapper, right-click the profile name at the top of the screen (to the right in the window above the tabs), and select Save as new XML profile.
  2. In the General tab of the dialog that is displayed, specify a unique name for the new profile and type in a description if desired.
  3. If the document type for the profile is something other than an invoice, type the name (Sales Order, for example) in the Document type box in the dialog. The text entered here is displayed in the banner of the document image generated for the XML document. Note, however, that if the XML profile is meant for invoices, this box should be left empty.
  4. Select the Identifiers tab to specify identifiers that will distinguish the new profile from the one it's based on (identifiers that have already been specified for the base profile are already listed here):
  5. Click Run for Test identifiers on current XML invoice to see how the identifier(s) work for this instance of the invoice. If needed, select an identifier, and click Edit to make any needed adjustments, and then test again.
  6. Repeat the previous two steps to specify any additional identifiers.
  7. Then click Run for Test identifiers on all XML invoices in the system to see which invoices that are currently in the system that match the new profile as it is currently specified.
  8. Click OK.
  9. You are asked if you want to assign the new profile to the current invoice:
    • Yes - the new XML invoice profile is created, and the current XML invoice is used as the invoice source for the profile.
    • No - the new XML profile is created, but no XML invoice source is connected to it. This would probably only be done as a preparatory step in situations when you know you will be receiving XML invoices in the future that are similar to the original profile but differ only by the extra identifier(s) you have specified for it. The first XML invoice that is processed that matches the profile is then used as the XML invoice source for the profile.

Alternative method

You can also create new profiles from the XML Maintenance dialog

  1. Using the Manager module, select Plugins > XML Maintenance.
  2. Select the XML invoice profiles tab.
  3. Right-click the invoice profile that you want to base the new one on and select Save as new XML profile.
  4. Follow steps 3 through 7 in the previous section. Note, however, that you will not be able to use the Runoption for Test identifiers on current XML invoice option (from step 4 above) since there is no invoice instance loaded when the profile is accessed from here.

Create a new XML invoice profile from an existing invoice definition

To create a new XML invoice profile from an existing invoice definition:

A new XML invoice profile can be created from the current invoice definition (if it has been saved) while optimizing an XML invoice definition (that is consequently already based on an existing XML invoice profile).

  1. In the XML Mapper, right-click the invoice definition name at the top of the screen just below the profile name (to the right in the window above the tabs), and select Save XML definition as XML profile.
  2. In the General tab of the dialog that is displayed, specify a unique name for the new profile and type in a description if desired.
  3. If the document type for the profile is something other than an invoice, type the name (Sales Order, for example) in the Document type box in the dialog. The text entered here is displayed in the banner of the document image generated for the XML document. Note, however, that if the XML profile is meant for invoices, this box should be left empty.
  4. Select the Identifiers tab, and click Add to specify identifiers that will distinguish the new profile from the one it is based on (identifiers that have already been specified for the base profile are already listed here):
  5. Click Run for Test identifiers on current XML invoice to see how the identifier(s) work for this instance of the invoice. If needed, select an identifier, and click Edit to make any needed adjustments, and then test again.
  6. Repeat the previous two steps to specify any additional identifiers.
  7. Then click Run for Test identifiers on all XML invoices in the system to see which invoices that are currently in the system that match the new profile as it is currently specified.
  8. Click OK.
  9. You are asked if you want to assign the new profile to the current invoice:
    • Yes - the new XML invoice profile is created, and the current XML invoice is used as the invoice source for the profile.
    • No - the new XML profile is created, but no XML invoice source is connected to it. This would probably only be done as a preparatory step in situations when you know you will be receiving XML invoices in the future that are similar to the original profile but differ only by the extra identifier(s) you have specified for it. The first XML invoice that is processed that matches the profile is then used as the XML invoice source for the profile.