SAP EVER (Electronic Invoice Receipt)

EVER is used for the electronic processing of incoming invoices.

Invoices are recorded, checked and digitally archived in the system, replacing paper-based invoice processing.

EVER is relevant for employees who are involved in invoice processing (checking), ordering or approval. Students and lecturers are only indirectly affected if they are involved in procurement processes.

The organizational responsibility lies with the financial administration. Technical operation is carried out by the IT Service Center

EVER stands for "Electronic Processing of Incoming Invoices". The aim is transparent, audit-proof and efficient invoice processing.

The invoices are stored digitally in SAP using the XSuite software, where they are pre-entered by the accountants and forwarded to the reviewers and approvers via workflow. Processing can take place in SAP or the web-based XFLOW solution.

Paper-based invoice processing is no longer planned.

• Digital invoice receipt: Central recording of all incoming invoices.
• Workflow control: Invoices are automatically forwarded to the responsible processor.
• Checking and approval: Factual and arithmetical checks are carried out directly in the system.
• Archiving: All invoices are stored in an audit-proof manner.
• Access options: Processing either via SAP Business Workplace or via the xFlow web interface.

A UniAccount is required for use. Employees can log in either via SAP or via xFlow web access. Internet access and an up-to-date browser are required.

People with UniAccount use for access:

• SAP access: Processing within the SAP interface via the Business Workplace.
• xFlow web access: Use via the browser without SAP installation.
  Login is always with user name and EVER password.

• SAP access
• xFlow web access
• FAQs and help
• Contact form
• Training courses

Training videos are currently available. These explain the work steps in SAP and xFlow (e.g. factual check, release). Access is via Moodle with the UniAccount.

Processing is audit-proof. All invoices are archived digitally and changes are logged in a traceable manner. Access is only possible for authorized persons with an EVER or SAP account.

EVER fulfills the legal requirements for electronic invoice processing in the public sector and is based on a nationwide legal framework.