An EAN invoice (also called an OIOUBL invoice) is an electronic invoice sent via the public EAN network. The invoice is transferred automatically in a PEPPOL- or OIOUBL-approved format directly to the recipient's EAN number — instead of as a PDF or on paper.
EAN invoicing is used primarily for sales to public institutions and certain larger private companies that require electronic invoices in a specific digital format.
For EAN dispatch to take place, the customer must have a valid EAN number registered on their customer account, the invoice must be posted in the correct OIOUBL format, and the required metadata (e.g. requisition number, contact person and CVR number) must be filled in.
The EAN invoices screen is accessed in the Financial app.
1. Open Financial.
2. Click Sales in the menu.
3. Select EAN invoices.
You now see the list of EAN invoice requisitions.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The screen shows a table overview of all EAN invoice requisitions in the system. Each row represents one requisition — i.e. one dispatch instruction linked to a specific invoice.
Default filtering on opening: When you open the list, the filter on the Sent column is set to "Not sent" by default. This means that only requisitions not yet dispatched are shown. You can change or remove this filter to see all requisitions including those already dispatched.
Date: Creation date of the requisition — typically corresponding to the invoice's posting date. The column supports filtering on a date range.
Created by: Username of the employee who created or posted the invoice. The column supports filtering via user lookup.
Invoice: The invoice number of the linked invoice. The invoice number is a clickable link — click it to open the invoice in a popup window.
Customer: Customer name of the customer the invoice is issued to. The column supports filtering via actor lookup.
Org. unit: The organizational unit the invoice belongs to. Relevant for companies with multiple units. The column supports an extended filter based on the organizational units you have access to.
Processed: Date the requisition was processed (the XML file generated). The column supports filtering on "Processed" / "Not processed".
Sent: Date the requisition was sent electronically. The column supports filtering on "Sent" / "Not sent".
Error: Shows any error message if the requisition has failed during processing or dispatch. The column supports filtering on "Error" / "No error".
Additional columns can be shown or hidden via the column selector in the grid.
The search field in the top right allows free-text search across the requisitions. Each column filter is activated by clicking directly on the relevant column header. The filters on Created by and Customer require an explicit confirmation press (button) before they are applied; other filters are applied immediately on selection. See also How to search in lists for more about searching and filtering.
Use the Refresh button (the reload icon) to reload the current page of the list without changing filters or search.
A requisition normally goes through the following state sequence:
Created (unprocessed) → Processed (XML generated) → Sent (dispatched electronically).
If an error occurs during processing or dispatch, an error message is registered on the requisition.
Select a requisition in the list by clicking the row, after which the toolbar buttons are enabled or disabled according to the requisition's state.
Downloads the selected requisition's XML file to your computer. The file name corresponds to the invoice number (e.g. `FV-001234.xml`).
If the requisition has not yet been processed, it is processed automatically (XML generated) before the download starts. If processing fails, an error message is shown and the download is not completed.
The button is active when a requisition is selected in the list.
Sends the selected EAN requisition electronically to the recipient's EAN address. Typically used if the invoice was not dispatched automatically on posting, or if it needs to be resent.
If the requisition has not yet been processed, it is processed automatically before dispatch. If processing fails, the dispatch is aborted and an error message is shown.
The button is active when a requisition is selected in the list.
Opens a dialog with the raw error message for the selected requisition. The error message is shown in a text field and may, for example, be due to an invalid EAN number, missing CVR, missing reference or formatting error.
The button is only active when the selected requisition has a registered error (the Error column is filled in).
Resets an already processed requisition back to the unprocessed state. The requisition can then be processed and sent again.
The button is only active when two conditions are both met: the selected requisition is processed (the Processed date is filled in), and your user has the special permission ResetEanInvoicePermission. If you do not see the button enabled even though the requisition is processed, your user most likely lacks the required permission — contact support.
Deletes the selected requisition. Deletion is only possible if the requisition has not yet been dispatched (the Sent column is empty). Already dispatched requisitions cannot be deleted.
The button is shown as an icon on the right of the toolbar and is only active when the selected requisition has not been sent.
The EAN requisitions can also be accessed and handled directly from a single invoice. When you open an invoice in the editor, you will find the EAN invoices tab in the bottom panel (the tab is visible when the invoice is not new).
The tab shows the same list as the standalone EAN invoices screen, but filtered to show only requisitions for the current invoice. The default "Not sent" filter is not preselected here — all requisitions for the invoice are shown immediately. The buttons Download, Send, Show error, Reset and Delete work the same way as on the standalone list.
In the invoice's top toolbar you will find a button for EAN dispatch. The button's caption changes depending on the invoice's state:
EAN is shown if no EAN requisition has yet been created for the invoice. A click starts the creation of a new requisition.
Resend EAN is shown if a requisition has already been created for the invoice. A click creates a new requisition and resends the invoice.
The button is only visible and active when all of the following conditions are met: the customer (or the other payer) has an EAN number registered, the invoice is posted, and the invoice lines are of uniform sign (all positive or all negative). If the invoice is missing a requisition number, the system asks you to enter one before the requisition is created.
If the creation of the requisition fails, an error message is shown. Possible causes are: the invoice is not posted, EAN number is missing, customer is missing, CVR is missing, or the CVR is invalid on the customer or the other payer.
If you have any questions, you are welcome to contact support.
Want to know more?
You can customize how this area works under the settings:
Settings for EAN invoices
Walkthrough of all settings under EAN Invoice in Financial, including FTP setup for outgoing and incoming OIOUBL invoices as well as behavior settings for automatic dispatch and supplier creation.
