Invoicing EDEKA: the essentials
What counts is the central application handbook, version 1.0 of 15 October 2026. Regional companies may have requirements of their own.
Which invoice formats does EDEKA accept?
The central handbook describes CII syntax only. The regional guide of EDEKA Nordwest is broader.
Accepted
- ZUGFeRD 2.xx in CII syntax, per the central application handbook
- ZUGFeRD Extended, required for the BT-X elements such as the test indicator, order date and despatch advice date
- XRechnung in its current version, per the guide of EDEKA Nordwest
Not accepted
- A plain PDF invoice without embedded structured data
- Productive messages carrying the test indicator
- A PDF view that differs from the embedded XML, with section 14c of the German VAT Act in mind
Test messages run over a channel of their own and are sent only as a mail attachment to the test address named in the application handbook.
What has to be on the invoice?
EDEKA identifies all three parties through GS1 identifiers. That makes it a master data question before it becomes a mapping question.
General invoice details
- Invoice number (BT-1), issue date (BT-2) and document type (BT-3)
- Seller and buyer with name, address and tax identifier
- Lines with description, quantity, price and tax category
- Payment reference (BT-83) and the totals at document level
Additional requirements from EDEKA
- Supplier GLN (BT-29), 13 digits, scheme identifier 0088
- Buyer GLN (BT-46) and goods recipient GLN (BT-71), 13 digits each
- Item GTIN (BT-157) per line, scheme identifier 0160, 8, 12, 13 or 14 digits
- Buyer reference (BT-10) carrying the GLN of the invoiced entity, mandatory under a contract with EDEKA Zentrale
- Order number (BT-13) and despatch advice number, each passed on unchanged
- Fixed keywords for deposits, transport aids and the organic control number in the item attributes
Simplified sample view. The colouring shows typical categories of data, not the legal status of each individual field.
How can e-invoices reach EDEKA?
The delivery route is not in the central handbook but in the guide of the respective regional company.
To the dedicated e-invoicing address of the entity. One invoice and one attachment per e-mail, 10 MB at most, with the invoice number in the subject where possible.
Attachments embedded
Proof of performance and other documents have to be embedded in the invoice file and must not be attached to the mail separately.
Test phase
For the changeover, entities offer an optional test phase with feedback on whether the file can be processed.
From 1 January 2027 EDEKA Nordwest returns invoices that do not follow its guide for correction. In the event of an error, rejection is automatic and names the missing or incorrect content.
Fixed codes and hard rules
The handbook narrows several code lists down to a few permitted values and states rules that concern the invoicing process rather than the file.
Invoice number
Once per calendar year only. Numbers used more than once cause the data to be rejected.
Euro only
EDEKA accepts invoicing in euro and nothing else.
Units of measure and price divisors
Permitted are the units H87, EA, KGM, MTR and LTR, and the price divisors 1, 10, 100 and 1000. Prices with four decimal places at most, amounts with two.
Conditions at line level
Agreed item conditions have to be shown as allowances. For discount reasons at document level, fixed codes apply, EAB for an early payment discount for instance.
Time reference
Every invoice carries either the actual delivery or performance date or a billing period. The period applies at document level only, at item level it is ignored.
Document types
380, 381, 384 and 389. EDEKA names 381 and 384 after its own process view, which differs from the official titles in UNTDID code list 1001.
Creating an invoice for EDEKA with Invoice Portal
ZUGFeRD in CII syntax is among the formats Invoice Portal produces. Delivery by e-mail to the address of the invoiced entity is covered as well.
Prepare the master data
Store a GLN for the supplier, the buyer and every delivery address, and a GTIN for every item, in the customer master record.
Produce ZUGFeRD in CII
Create the invoice or import the export from your ERP, create the file and validate it against EN 16931.
Deliver by e-mail
One invoice per e-mail to the address of the invoiced entity, with attachments embedded.
Validation against EN 16931 cannot spot a missing GTIN in the item master or a wrong GLN. Missing GS1 identifiers cannot be produced during invoice output, they belong in the master data.
Frequent questions about invoicing EDEKA
Which format does EDEKA ask for?
Do I need GLN and GTIN?
What belongs in the buyer reference?
When does the deadline apply?
Why is my invoice rejected?
Create e-invoices and send them with confidence
With Invoice Portal you create, validate and send structured e-invoices over the delivery channels we support.
- Certified Peppol access point
- Creation, conversion and validation of structured e-invoices
- Integration over the API and the other interfaces we support
Prefer to write? info@invoice-portal.de · +49 561 56014568
EDEKA e-invoicing: get the full guide
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