xs channel - FAQ

Our products are rebranded as part of the Unifiedpost Group family. Our product xs channel has been rebranded and given new name - Channel

1. General

• For whom is xs channel suitable?
  xs channel has been developed for all companies who would like to send digital invoices to own customers, to recipients registered in the crossinx network or to the public administration. With xs channel, you have the possibility to control the outgoing invoice process efficiently and cost-effectively.

• Which technical requirements are necessary for xs channel usage?
  xs channel is a cloud-based application. Therefore, all you need is a working Internet connection and an up-to-date browser. You submit your invoices as PDF or structured data and we convert them into your customer's preferred format.

• Where is my data stored?
  The data is hosted exclusively in Germany and it is therefore subject to the data protection law of the Federal Republic of Germany and the EU General Data Protection Regulation.

• What happens to my data after contract termination?
  Access to the portal is guaranteed until the cut-off date of the termination. You are responsible for downloading and archiving your invoices, subject to retention, in your own system before the user account is disabled. crossinx will delete all invoices after the termination date has been reached.

• What are the costs for using xs channel?
  The setup costs for the xs channel service for outgoing e-invoices consists of a one-time only setup fee of 190€ and a yearly basic fee of 99€. We are happy to advise you in a personal conversation under 069 4800 6510.

2. Registration

• How does the registration process work?
  After signing a contract, we will process your one-time-only activation and invoice sending party setup. As soon as this step has been completed, you will receive a confirmation e-mail from us. You will now be able to log into xs channel as an already registered user.

• I am not the main user. Is it possible to add more users at a later stage?
  After registration, it is possible to add an unlimited number of users under „Settings > Users“.

• How many users can I create?
  xs channel is licence free, you may create as many users as you need.

• Is it possible to transfer the admin rights of the main user at a later stage?
  All xs channel users have admin rights.

• I cannot read the captcha during registration, is there an acoustic version available?
  An acoustic version of the captcha is not available. If you have problems with deciphering the code, please generate a new captcha code via the „Update“ button.

• Where can I find the General Terms and Conditions?
  The General Terms and Conditions are listed here: General Terms and Conditions of Business

• How can I change my password?
  The password can be changed at any time under „Settings > User“. If you have forgotten your password, you can reset it on the login page.

• Why do I need to enter my bank details?
  At least one bank account is required for your setup. This will be used by crossinx in their invoices to your company. It will also be used to enrich your outgoing invoices to your customers, in case your bank data is missing in the input files.

3. My Network

• How do I add new customers?
  The quick links „Create New Customer“ or „Import Customer List“ allow you to create private or corporate customer entries. Via the quick link „Discover Network“ you can search for your customers in the crossinx network by entering their company name. Once identified, you may send them a registration request.

• What information is required when creating new customers?
  Creating new customer entries requires the customer number and the contact details including the address of the company.

• How does the automatic import of customer master data work?
  Under „Network > Import Customer List“ you have the option of importing your customer master data. You may use the sample file available in the interface, containing the required data structure. Additional information can be found in the detailed instruction sheet, available under „Network > Import Customer List > Instructions“.

• Can I set up individual communication channel?
  Customer-specific sending options can be set up under the menu „Network > Customers > select customer > Cockpit“. In order to initiate the change, please click on „Change”. You may now update the Communication Channel and Data Conversion type and update your selection by clicking on „Save“.

• How do I find my customers in the network?
  Using the „Discover Network“ quick link, you can search for your customers by entering their company name. Once you have identified your customers, you may send them a registration invitation by using the „Registration“ button. This will open a new window on the right-hand side, where you will need to select „Registration > Send enrolment”.

• How do I add customers who are not in the network?
  Under „Network“ you can use the quick link „Create New Customer“ or „Import Customer List” for creating manually private or corporate customers. The customer data you have entered can be found under „Network > Customers“.

4. Documents

• What documents and attachments can I submit?
  xs channel allows you to upload invoices and master data files. Via the „Extended upload“ function within the product, you can upload additional attachment files (purchase orders, delivery notes, employment certificates) in JPEG, PNG, TIFF or PDF formats. The maximum file size is 15MB. You may also send your invoices to crossinx by e-mail. When sending by e-mail, attachments must be merged with the PDF invoice. Attachments that are separately submitted via e-mail will not be processed by crossinx. Please note that e-mails containing more than one invoice are going to be rejected.

• What formats are supported?
  PDF documents can be submitted via e-mail. The upload function supports additional formats, such as IDOC, Edifact, XML, CSV, ZUGFeRD (current version) and XRechnung (current version).

• What information is required in an invoice?
  Invoices must be VAT-compliant and meet legal requirements as well as formal criteria. The mandatory information is defined according to §14 (4) UStG. Please make sure that all invoices sent to crossinx contain a customer number. The customer number is used as routing element and enables us to deliver your invoices to the correct recipient.

• What happens in case my invoices goes in status Error?
  Our support team monitors constantly the production environment– if an information is missing or if other problems occur, we will contact you right away.

• Is invoice content customizable for customers?
  Some invoice recipients may require additional mandatory information. Please inform yourself about the validation rules imposed by the recipient prior submitting your invoices.

• Where can I find the status of my documents? (Example XRechnung Landesportal)
  The status of your documents can be checked in the xs channel portal under the „Documents“ menu. This status refers to the internal crossinx document processing and delivery. In order to check the actual business status of your documents, we recommend you to inquire this information directly from the end-recipients, portals or federal authorities.

• Why can't I see my documents in the portal?
  Invoices which are not listed in the xs channel portal under the menu „Documents“ are either still being processed or have failed during the validation process. Our production environment is constantly monitored. We will correct any technical errors shortly or inform you about necessary changes to the content of the invoice.

• What do I do if I have sent an incorrect invoice?
  If an incorrect invoice has been sent, but did not reach the recipient yet, we can help you to submit a corrected invoice, by removing the duplicate invoice Id validation in our system. If the incorrect invoice has already reached the recipient, an invoice correction must be issued together with a new invoice (with new invoice number).

5. Invoice submission to crossinx

• How can I submit documents to crossinx?
  You can either upload your invoices manually via the xs channel portal or submit them to crossinx via e-mail.

• Who is allowed to send invoices via crossinx?
  Sending and uploading invoices to crossinx is limited to white-listed e-mail addresses and users. If you have created several users for your employees, upload rights will be assigned to them. Additional white-listed e-mail addresses can be added and administrated in the xs channel portal under „Settings > E-mail settings > E-mail addresses for sending my invoices to crossinx“.

6. Invoice submission to customers

• Which invoice formats can be sent over?
  crossinx supports the following structured formats for submitting your invoices to your customers:

  • PDF

  • Standard Format Edifact D.01A

  • Standard Format SAP XML IDOC INVOIC02

  • Standard Format CSV

  • Standard Format XML

  • XRechnung (current version)

  • ZUGFeRD (current version)

  In addition, you can use our printing service for paper-based submission to customers.

• Can additional external portals be addressed, e.g. Zentrale Rechnungseingangsportal des Bundes (ZRE)?
  Yes, you can address different public administration portals (such as ZRE or OZG-RE) by e-mail. If you are interested in sending invoices internationally, please refer to our individual solution „i channel“. It supports the submission of invoices to:

  • PEPPOL international: Belgium, France, Croatia, Netherlands, Austria

  • European Clearance System: Italy

  • Nordic Reach: Denmark, Finland, Norway, Sweden

  • International Clearance System: Argentina, Brazil, Chile, Colombia, Costa Rica, Ecuador, Guatemala, Mexico, Peru, Turkey, Uruguay

  If you require assistance with digitisation, please do not hesitate to contact us. You are welcome to use the contact form from below for your enquiries.

• What is my sending e-mail address?
  You define your sending e-mail addresses under the menu item „Settings > E-mail Settings“. Two types of sending e-mail addresses can be identified:

  • A sending e-mail address for submitting invoices to your end-customers. The domain of the e-mail address will always end with @xmail.crossinx.com.

  • One or more sending e-mail addresses for submitting your invoices to the crossinx system.

• What happens if a customer replies to the sending email?
  If a customer replies to your sending email address, crossinx will forward the customer request to your „Forwarding E-mail Address“. We recommend that you enter a real e-mail address under the menu item „Settings > E-mail addresses > Forwarding E-mail Address“ in the event of receiving possible customer replies.

• Are the texts of the submission e-mails to my customers customisable?
  The submission e-mails to your customers can be designed either by default for all or individually for a specific customer. For the individual customer e-mail settings, you can select the desired customer under the menu „Network > Customers“ and compose a sending e-mail message in the menu „Sending Options“.

• Which submission options are available?
  xs channel offers E-mail/Upload as a dispatch and transmission method.

7. Legal Archive

• Who can access the archive?
  All users with access to the xs channel can download the documents from the portal and archive them locally. Transferring the archive content to the xs channel user via e-mail or another protocol is not supported.

• How long will my documents be archived?
  Invoices must be stored in their original form for 10 years (extension to 11 years possible). crossinx offers the following document archiving options:

  • Short-term archiving - 3 months (included)

  • Medium-term archiving - 1 year (additional charges apply)

  • Long-term archiving - 11 years (additional charges apply)

  Medium-term and long-term archiving can be purchased under „Settings > My account > Add archive option“.

• What happens when the archiving period expires?
  At the end of the archiving period agreed with crossinx, you will no longer have access to the files designated for archiving. You are responsible for downloading your invoices before the end of this period and for archiving all documents subject to retention in your own system.