cXML Invoice in New Zealand
cXML stands for Commerce eXtensible Markup Language and it is a standard format of electronic data exchange. Implementing this markup language aims to enhance seamless electronic communication between trading partners.
Computers are able to read and interpret the data in the documents and invoices and allows it to move forward with processing. This is due to the consistency and specific structure of the data in cXML. The cXML data format is considered to be more advanced and flexible than EDI or other modes of electronic data exchange.
How the cXML invoice works
Following is a discussion on how the cXML invoice works:
Data input in the system
At this stage, it is like a normal invoice and contains content that includes product quantity, price, description, invoice notes, due date and other pertinent information.
XML format
The above invoice content is converted to the format of XML - Extensible Markup Language. There is a need to use specific tags or codes related to invoice content such as date, quantity, description, notes and other items on the invoice.
Transmission of the document
Once the invoice content is finalized, the next step is to transmit data from the seller’s computer to the buyer’s computer. Generally, transmission of cXML invoices are done over HTTPS protocol to the recipient’s or buyer’s system.
Customer’s validation
The customer’s server runs validation checks for the invoice received. As soon as it runs all the checks and ensures the validation and completion of the essential data, it sends a confirmation back to the seller’s system and proceeds the invoice for further consideration and approval.
Advantages and disadvantages of a cXML invoice
The following table notes the advantages and disadvantages of a cXML invoice:| Advantages | Disadvantages |
| cXML mode of electronic transmission is highly flexible and uses standard data format, which leads to documentation consistency. | The business has to incur massive costs when implementing cXML. Further, software, integration, and staff training costs may outweigh the benefits. It is not suitable for small businesses. |
| This technology supports real-time data monitoring. Hence, it helps with better data visibility and decision-making. | cXML is focused on standardization of the data set and structure. It is not easy to customize tailored invoicing solutions. Furthermore, it is not suitable for businesses with special invoicing requirements. |
| There is no need to use paper when using electronic invoices such as cXML. Hence, it is environmentally friendly. | There is a heavier dependence on third-party service providers when using cXML. This means that any downtime in the service might lead to operational problems for the business. |
| This technology is easy to understand as humans and machines can easily read data codes and structures. Furthermore, there is no human intervention in the process of sending invoices. This means that there is a higher pace of accuracy and reliability. | |
| Overall, the execution of the billing function is quick when using cXML. This leads to enhanced efficiency of the collection department. |
Invoicing tools for New Zealand: