xs collector- FAQ

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

1. General

• For whom is xs collector suitable?
  xs collector is the light version of our basic product x collector for the electronic receipt of invoices. xs collector has been developed for all companies wanting to receive digital invoices from own suppliers or senders registered in the crossinx network. With xs collector, you have the possibility to control the incoming invoice process efficiently and cost-effectively.

• Which technical requirements are necessary for xs collector usage?
  xs collector is a cloud-based application. Therefore, all you need is a working Internet connection and an up-to-date browser.

• Where is my data stored?
  The data is hosted exclusively in Germany and 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 collector?
  The setup costs for the xs collector service for incoming e-invoices consists of a one-time only setup fee of 390€ and a yearly basic fee of 199€. 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 receiving 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 in to xs collector 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 collector 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 collector users have admin rights.

• I cannot read the captcha in the registry, 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 via the „Update“ button.

• Why can't I see the menu toolbar?
  Should the scaling of your screen be greater than 125% (recommended), the menu toolbar will be minimized and displayed as. With one mouse click you are able to open the entire menu toolbar.
  
  

• Where can I find the Terms of Use?
  The Terms of Use 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 the invoices to your company.

• What is my e-mail address for receiving invoices?
  You define your e-mail address for receiving invoices under the menu item „Settings > E-mail Settings”. The domain of the e-mail address always ends in @xmail.crossinx.com. The e-mail address for receiving invoices is used by suppliers to send you invoices in XRechnung or ZUGFeRD format by e-mail.

3. My Network

• How do I add new suppliers?
  Under „Network“ you can use the quick link „Create New Supplier“ for creating private or corporate suppliers manually. The supplier data you have entered can be found under „Network > Suppliers“.

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

• What does the field „No formal requirements (UStG § 4 No. 8-28)" mean?
  §14 is the standard for invoices in Germany. Special cases, such as small amount invoices from freelancers, are not affected by it. By marking this field, the mandatory field check according to §14 in the xs collector is omitted.

• How do I find my suppliers in the network?
  Using the „Discover Network” quick link, you can search for your suppliers by entering their company name. Once you have identified your suppliers, you can 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”.

4. Documents

• What documents can I receive?
  xs collector allows you to receive invoices and credit notes via e-mail. Reminders cannot be processed.

• 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.

• What happens in the event of incorrectly issued invoices?
  Our support team monitors constantly the production environment – in case of missing information within the invoices or other technical issues, we will contact your suppliers right away.

• Where can I find the status of my documents?
  The status of your documents can be checked in the xs collector portal under the „Documents” menu. This status refers to the internal crossinx document processing and delivery.

5. Documents receipt in xs collector

• Which invoice formats can be received?
  In the xs collector, the documents are accepted in xRechnung or ZUGFeRD format. A PDF file and a CSV file are generated from this data. This data is sent by e-mail to the address entered under company details or can be downloaded from the xs collector.

• Which suppliers can send me invoices?
  Suppliers must be registered in the system in order to send invoices to the xs collector. At least one e-mail address must be added on the "whitelist". This can be done in several ways:

  • When creating a supplier, an e-mail address is specified in the contact details. This is then automatically placed on the "whitelist" and the supplier can send invoices from this address.

  • If no e-mail address is specified when creating a supplier record, the supplier can only be registered if a contact with an e-mail address is specified.

  • There is also the possibility to activate a domain for a company with multiple employees allowed to send invoices. In this case, a „*” must be placed in front of the @ sign (*@crossinx.com).

6. Archive

• Who can access the archive?
  All users with access to the xs collector portal can download the documents themselves and archive them locally.

• 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.

• When are my documents moved to the archive?
  All invoices are initially visible for 3 months in the „Documents” and „Workflow” menus. Only users with admin rights have access to them. After 3 months, the documents are moved to the archive.