How to Submit E-Invoices

Step-by-step instructions for vendors, contractors, and partners to submit compliant electronic invoices to Aevum Zenth Conglomerate.

Overview

Aevum Zenth Conglomerate has transitioned to a fully digital invoicing workflow to streamline accounts payable, reduce processing times, and ensure tax compliance across all 400+ subsidiaries. All vendors and service providers are now required to submit invoices electronically.

✅ Processing SLA Validated e-invoices are processed within 5–7 business days. Early submission before the 20th of each month is recommended for faster payment cycles.

We support two primary submission channels:

  1. Aevum Zenth Vendor Portal (Recommended for most vendors)
  2. PEPPOL BIS 3.0 Network (For EDI/integrated accounting systems)

Submission Requirements

Before submitting, ensure your invoice meets the following compliance standards:

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Requirement Details
File Format UBL 2.1 XML, PEPPOL BIS 3.0, or PDF/A-3
Vendor ID Must match your Aevum Zenth vendor reference (e.g., AZ-8842-UK)
Invoice Number Unique sequential number, no special characters except hyphens
Tax Compliance VAT/GST registration, split rates by tax jurisdiction, valid tax IDs
PO ReferenceRequired for all goods & services. Attach original purchase order number
Bank Details IBAN/SWIFT or ACH routing number must match vendor master record
⚠️ Common Rejection Reasons Missing PO number, mismatched vendor ID, invalid tax calculation, or non-compliant file format. Invoices failing validation will be automatically returned with error codes.

Portal Submission (Step-by-Step)

1

Access the Vendor Portal

Visit https://vendors.aevumzenth.com and log in with your registered credentials. If you haven't received an invitation, contact AP onboarding at vendor-onboarding@aevumzenth.com.

2

Create New Invoice

Click "Submit Invoice" from the dashboard. Select the correct Aevum Zenth subsidiary/entity from the dropdown. The system will auto-populate your vendor ID and tax details.

3

Upload & Map Data

Upload your UBL/PDF file or use the interactive form to enter line items. The portal will auto-validate tax rates, PO matching, and currency conversions in real-time.

4

Review & Submit

Verify the validation report. If all checks pass (green status), click "Submit for Processing". You will receive a confirmation email with your submission reference number within 2 minutes.

PEPPOL Network Submission

Partners using integrated ERP systems (SAP, Oracle, NetSuite, Xero, QuickBooks) may submit via the PEPPOL BIS 3.0 network.

  1. Ensure your PEPPOL Access Point (AP) is registered with ID 0192:3080000098465 (Aevum Zenth Central AP)
  2. Map your invoice to the PEPPOL BIS 3.0 schema
  3. Include Aevum Zenth's SMEN-ID and receiver metadata in the header
  4. Transmit via your AP partner. Status notifications (AS2/PEPPOL status messages) will be returned automatically
<cbc:BuyerAssignedAccountID>AZ-CENTRAL-AP</cbc:BuyerAssignedAccountID>
<cbc:BuyerOrderReference>PO-XXXX-XXXX</cbc:BuyerOrderReference>
<cbc:AccountingSupplierParty>...</cbc:AccountingSupplierParty>

Validation & Tracking

All submissions enter an automated validation engine before routing to the relevant subsidiary AP team.

  • Status Dashboard: Log in to the portal to track invoice status (Received → Validated → Approved → Scheduled for Payment → Paid)
  • Error Codes: If rejected, view the detailed error log in your portal. Common codes: ERR_PO_MISSING, ERR_TAX_MISMATCH, ERR_FORMAT_INVALID
  • Resubmission: Correct the flagged fields and resubmit. The system retains your draft for 30 days.
  • Audit Trail: All transactions are immutably logged for financial compliance and external audit purposes.

Frequently Asked Questions

Yes, PDF/A-3 format is accepted via the Vendor Portal. However, structured XML/UBL formats are processed 40% faster. Ensure all tax and PO data is embedded or manually entered in the portal form.

Your Vendor ID is provided in your onboarding welcome email. You can also retrieve it by logging into the portal and navigating to Profile → Vendor Details. If lost, contact AP Support with your legal business name and tax registration.

Rejected invoices are returned to your portal dashboard with specific error codes and descriptions. You can edit and resubmit immediately. Repeated validation failures may require manual review by the AP team.

Yes. Invoices validated by the 20th of the month are typically processed in the next payment run. Submissions after the 20th roll to the following cycle. Early submission is strongly encouraged.

Need Assistance?

Our Accounts Payable support team is available to help with portal access, validation errors, PEPPOL configuration, and payment inquiries.

Email: ap-support@aevumzenth.com
Portal Helpdesk: Submit a Ticket
Response Time: Within 1 business day (Mon–Fri, 09:00–17:00 CET)

Please include your Vendor ID, Invoice Number, and Submission Reference in all communications.