Graphic Central Invoicing

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Information for business partners

Central Invoicing

Ruhr University Bochum has a digital central invoicing. The following options are available for the transmission of your invoice:

You can submit your XRechnung invoice by email or via the web entry module.
In both cases, the invoice must be created in XRechnung format (XML file).
For every invoice submitted in XML format, you will receive an automatic response from the
e-invoicing portal - either a confirmation or an error notification.
A PDF invoice is not an e-invoice. If you submit a PDF invoice via email, it will be deleted without further notice.
Always enter the routing ID in the BT-10 field. Without the routing ID, the invoice cannot be delivered. If you are using Peppol, the german routing ID must be provided in addition to the Peppol ParticipantID!
The Terms of Use for the e-invoicing portal apply to both the data collection module and direct
mailing. Please review them carefully in advance.
To check in advance whether your invoice will be accepted, you can use a KOSIT-validator.

Please also ensure that the XRechnung fields are filled in correctly:

In BT-10 “Buyer Reference” (Käuferreferenz) enter the routing ID: 05911-06001-11
Only one entry may be made per field.
Please enter only the Ruhr University Bochum address as the invoice recipient.
The organizational unit (e.g. the chair) can also be entered as the delivery address.
The ordering party must be entered as the contact.
The order number must be the BVG number provided. Please leave the vendor number field blank.

For Peppol:

Use the corresponding ParticipantID 0204:05-NRW-83
In addition to the ParticipantID, enter the German routing ID (LeitwegID) 05911-06001-11 under “Buyer reference.”
When using Peppol, please be sure to follow the “E-Invoicing - Guidance for Your IT”

By e-mail directly to rechnung@ruhr-uni-bochum.de
Please do not send e-mails to personal or functional e-mail addresses.
One document per e-mail: Each e-mail may only contain one invoice as an attachment.
Invoices only: Please do not send delivery bills, offers or other documents to this address.
Minimum information on the invoice: Each invoice must contain the SNB number and the name of the customer.
No invoice-related data in the text of the e-mail: We only archive the PDF documents and can therefore only consider information from these.
Important: Invoices that do not meet these requirements cannot be processed by our system and are automatically rejected. This can lead to delays in payment processing.

We prefer invoices in XRechnung/ZUGFeRD format or as PDF invoices. Paper invoices are an exception that should be avoided as a matter of urgency.
The SNB number provided and the name of the customer must be listed on the first page of the invoice.
The addition "Zentraler Rechnungseingang" (Central invoicing) must be listed in the address field.
Invoice address of the Ruhr-Universität:
Ruhr University Bochum
Zentraler Rechnungseingang
Postfach 10 20 20
44720 Bochum
Please do not send any other documents, letters, advertising or goods to this address.

E-mail address: Please send reminders exclusively to mahnung@ruhr-uni-bochum.de. Do not send reminders to the personal e-mail inboxes of Ruhr University Bochum employees.
Copy of invoice: To ensure speedy processing, please enclose a copy of the invoice with the reminder.
BVG (order transaction number) and name of the person placing the order:
These details are absolutely necessary for our internal allocation. Unfortunately, simply stating a customer number is not sufficient. Missing information will lead to delays in processing. Note: The person placing the order is instructed to state the corresponding SNB number with every order.
Avoid sending by post: Please refrain from sending reminders by post in future.