Upload UBL XML, PDF or image files

You can record a supplier invoice from a PINT AE XML file, a PDF, or a photo of the invoice. The file type decides how much Alya Books can read automatically.

Steps

1. Go to Incoming Invoices → Record incoming invoice.
2. Drop or choose the file (XML, PDF, PNG, JPEG, WebP; up to 20 MB). With an XML you can add the supplier's PDF as a second file.
3. Click Upload and continue. The review page opens so you can check the details.

For many files at once, use Bulk upload on the list page: each file becomes its own document and gets a result line with an Open button.

PINT AE / UBL XML

• The XML is parsed and validated against PINT AE and against your TRN. Number, dates, supplier and billing addresses, delivery address, references, lines with their descriptions, VAT breakdown, totals, payment terms and every payment means (IBAN, account owner, BIC, reference) are filled in.
• A view of the document is generated from the XML and shown on the Generated view tab of the review page. The XML itself stays the legal document.
• Files embedded in the XML are extracted and listed on the Files tab next to the original XML. A PDF embedded by the supplier is shown on the Supplier copy tab.
• An XML that is not a UBL Invoice or CreditNote fails with "not a UBL Invoice" in the import log.

PDF and images

• When AI reading is enabled on your Alya Books environment, the fields and lines are read from the PDF or photo. The validation report notes the confidence; check every field before you accept. The source column shows PDF · AI.
• When AI reading is not enabled, Alya Books creates an empty draft with a warning and you type the fields in yourself. The source column shows PDF · manual.
• The original file is shown on the Supplier copy tab. Received originals are kept as they arrived: a new upload never replaces one, and members cannot delete them.

XML and PDF together

On the Record page, add the PDF next to the XML. In Bulk upload, upload INV-100.xml and INV-100.pdf together: files with the same name (before the extension) are combined into one invoice. The XML is the source of the data and the PDF is shown on the Supplier copy tab.

Good to know

• Duplicates are refused: a document with the same supplier TRN and invoice number as one already received fails with "Duplicate" in the import log.
• Unsupported files such as .docx fail with "Unsupported file".
• Every attempt is listed on the Import log tab, including failed ones.

Related

• How incoming invoices are validated
• Review, accept or reject an incoming invoice