Digital Invoice Processing

In the Max Planck Society all incoming invoices and credits notes are processed only in digital way.

Special mailboxes exist für all institutes to receive invoices and credit notes and their attachments, but no other documents.

For the successful processing of your invoice, please observe the following rules:

• E-mails to these mailboxes will not be read, only attachments are processed.
• Only one invoice or credit memo per email
• An e-mail incl. attachments must not exceed 10 MB in size.
• Attachments will be processed only in compliance with the following rules:
  • One invoice file per e-mail; file name of invoice file basically arbitrary…
    …but NOT starting with AN or AT
    …and not containing any of the words Packing List, Return Form, Delivery Note, Tax Exemption Certificate, DL Details, Terms and Conditions, or Cancellation.
  • Attachments to the invoice can be added to the mail; these file names MUST start with AN or AT and they must be in PDF format.
• In accordance with Section 14 of the German Value-Added Tax Act (UStG), we accept invoices in the following formats: ZUGFeRD (preferred) or XRechnung. In accordance with the applicable transitional provisions and exceptions under the law, PDF documents may also be processed.
• E-mails with other file types or e-mails with attachments that are not marked as such will be rejected as incorrect.
• Send the invoice to the invoice mailbox only, not to a list with multiple recipients.
  For this purpose, use the copy (cc) function.

Incoming Mailboxes of the Institutes