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Important information on electronic invoicing
The German Aerospace Center e.V. (DLR e.V.)
and its sites throughout the world have introduced electronic invoicing (= XRechnung). As an indirect federal agency, DLR has a legal obligation to process invoicing documents in the structured data format prescribed by the federal coordination agency (KOSIT = Koordinierungsstelle für IT Standards).
Deutsches Zentrum für Luft- und Raumfahrt e.V. is required by the E-Invoice Act of 4 April 2017 (BGBl. (Federal Law Gazette) I, 770 ff.) to receive electronic invoices via digital channels and to process them seamlessly. Thus, the requirements for a continuous, digital processing procedure and audit-proof archiving, pursuant to the E-Rech-V (eInvoice Regulation), are fulfilled.
Pursuant to section 14 of the UStG (German VAT Act), in conjunction with section 5 of the E-Rech-V, the electronic invoice in a structured data format is the original document and is to be submitted or supplied to the financial authorities. For the transmission of the electronic invoice in the structured data format, the OZG (Online Access Act)- compliant invoice receipt platform (OZG-RE) at https://xrechnung-bdr.de must be used.
Since 27 November 2020, electronic invoicing in a structured data format has been mandatory for billers for transactions with direct/indirect federal authorities/facilities. Exceptions to this obligation (e.g. direct orders up to €1,000 net (total order value)) are regulated in section 3, paragraph 3 of the E-Rech-V.
Section 4 of the E-Rech-V sets out the requirements for the invoice data model and for transmission. The public administration accepts XRechnung invoices as well as other electronic invoices that comply with the European standard EN 16931 and the E-Rech-V. In addition, all electronic invoices must comply with the conditions of use of the OZG-RE. All information about the XRechnung standard is available from the Koordinierungsstelle für IT- Standards.
If the total contract value does not exceed an amount of €1,000 net, it is possible to submit the invoice document via the federal administration portal (see above), by post or by email (PDF format).
Documents in paper and PDF format cannot be submitted via the federal administration portal!
Deutsches Zentrum für Luft- und Raumfahrt e.V. Supplier Accounting Linder Höhe 51147 Cologne
If settlement documents are submitted in PDF format or in paper form above a total contract value of €1,000 net, they are not in order and will be rejected by Deutsches Zentrum für Luft- und Raumfahrt e.V.
Invoice documents that have not been properly submitted do not constitute grounds for defaulting, as per section 286 of the BGB (German Civil Code).
If you have any technical questions regarding the OZG-RE, please contact the support department at Bundesdruckerei GmbH, Berlin, on +49 (0)30 – 25 98 44 36 or by sending an email to sendersupport- xRechnung@bdr.de.
Your supplier accounting team,
Cologne, October 2021
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Requirements for invoice contents
In addition to the compulsory details for invoice items according to § 14 of the UStG, e.g. date of service/delivery, VAT ID of the service provider, consecutive/unique invoice number, name, address of the service provider and service recipient, etc., an electronic invoice must contain the following information in accordance with section 5 of the German E-Rech-V:
Routing identification number The DLR e.V. routing ID for all locations worldwide is: 992-03005-81. The payment date or, alternatively, the terms of payment Bank details of the payee De-Mail or email address of the invoicing party Additionally, an electronic invoice in a structured data format must contain the following information, if it was transmitted by the client to the invoicing party in advance or upon commissioning: Order number If DLR has not officially transmitted an order, the cost centre or the full name of the ordering party shall be indicated.
Supplier number (vendor number) according to the transmitted order.
Invoice format requirements
The respective current version of the XRechnung standard is to be used when issuing electronic invoices. A standard complying with EN 16931 must be used, provided it meets the requirements of the European standard for envoicing and the German E-Rech-V. The conditions of use for the OZG-RE must also be met. Invoice formats that do not meet these requirements cannot be considered and will be rejected by OZG-RE. Documents or attachments supporting the invoice must be included in the invoice record and may not be sent as an email or De-Mail attachment.
The maximum size of an invoice is 15 MB. The maximum number of supporting documents embedded into an invoice is limited to 200. Permitted file types for the embedded documents are: “png”, “pdf”, “jpg”, “jpeg”, “xlsx”, “ods” and “csv”. Attachments must not contain any active content (e.g. macros). Changes to these restrictions will be announced via the invoice receipt platform. Invoice documents with attachments that require a paper-based method of dispatch under other legal provisions (export certificates, customs documents or similar) are unaffected by the above regulations.
Requirements for the transmission of invoices
Only the OZG-compliant invoice receipt platform (OZG-RE), which can be accessed at https://xrechnung-bdr.de may be used for transmitting electronic invoices. This requires prior registration and activation of the desired communication channels. You can also find further information on electronic invoicing at the address given above. Electronic invoices delivered in any other way cannot be taken into account. It is not permissible to send invoices with the same invoice number in both electronic format and paper / PDF format.
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Information to be provided in line with sections 13 and 14 of the General Data Protection
Regulation (GDPR)
- Name and contact of the controller / Responsibility for data collection German Aerospace Center (DLR e.V.) Linder Höhe 51147 Köln Germany Phone: +49 2203-6010
E-Mail: contact-dlr@dlr.de
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Name and contact of the Data Protection Officer Data Protection Officer of the German Aerospace Center (DLR e.V.) Linder Höhe 51147 Köln Germany Phone: +49 2203-6010 E-Mail: datenschutz@dlr.de
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Purposes and legal basis for the processing Personal data will be processed for internal use of DLR and will be used within the framework of DLR’s procurement activities to establish contact to potential suppliers and to perform legal procurement procedures. The legal bases are section 6 1 (b) und (c) GDPR. The data are processed in order to handle all procurement activities of DLR pursuant to the German procurement law.
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Recipients of the personal data The data will be used within DLR by staff members to establish and perform procurement activities. In limited cases the company Creditreform AG as well as the Bundesamt für Justiz will receive and process personal data from DLR in order to meet the legal procurement requirements. These data might be personal data from you. Additionally, personal data might be obtained by staff members of customs authorities, export control and employees of Carousel Logistics GmbH.
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Personal data which will be obtained from a third party
In some cases your personal data will be obtained from the company Creditreform AG as well as the Bundesamt für Justiz (Gewerbezentralregisterauszug). DLR will receive these data in order to meet the legal procurement requirements.
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Retention period of the personal data At the end of a procurement procedure the personal data will be kept for no longer than it is necessary. Personal data will be stored as long as this is required by the law.
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Rights of the data subject As a data subject, you shall have the right of access, erasure and rectification of your personal data as well as the right to restriction of processing and data portability – as far as the legal requirements have been met.
You shall have the right to lodge a complaint with a supervisory authority if you consider that the processing of personal data relating to you infringes the rules of GDPR.