With the upcoming new release of eVo we are adding the ability to create PDF\A documents.
Historical this has not been a key requirement of the transactional documents created usually by Formate, but to recap.
PDF/A is a specialized version of the PDF format designed for long-term archiving and preservation of electronic documents.
Key characteristics:
- Self-contained: All fonts, colour profiles, and other resources must be embedded within the file.
- Future-proof: The document can be viewed and reproduced consistently years or decades later without relying on external resources.
- Restricted features: Certain elements that may not be sustainable for archiving are prohibited, such as audio/video content, JavaScript, encryption, and external references.
- Standards-based: PDF/A is defined by ISO standards (e.g., PDF/A-1, PDF/A-2, PDF/A-3, and PDF/A-4).
Common uses include:
- Legal documents
- Contracts and records management
- Government and regulatory filings
- Medical records
- Document management systems
For example, a standard PDF might display differently if required fonts are missing on another computer. A PDF/A file avoids this issue by embedding the fonts, ensuring the document appears the same wherever and whenever it is opened.
So historically PDF/A is “PDF for archiving”, designed to guarantee that documents remain readable and reliable over the long term.
ZUGFeRD
However, with the introduction of PDF\A-3, data files can be embedded into the PDF document, which leads to standards such as the German ZUGFeRD
ZUGFeRD (Zentraler User Guide des Forums elektronische Rechnung Deutschland) is a hybrid electronic invoice standard that combines a human-readable PDF document with structured invoice data in a machine-readable XML format.
In simple terms, ZUGFeRD is an electronic invoice format that looks like a normal PDF to people but contains structured XML data that computers can automatically process.
Key characteristics:
- Two-in-one invoice: The recipient can view the invoice as a normal PDF while accounting systems can automatically extract and process the embedded XML data.
- Based on international standards: ZUGFeRD is aligned with the European e-invoicing standard EN 16931.
- PDF/A foundation: The XML invoice data is embedded within a PDF/A-3 document, ensuring long-term archiving and consistent presentation.
- Automated processing: Reduces manual data entry, improves accuracy, and supports straight-through invoice processing.
- Interoperability: Widely used in Germany and compatible with the French Factur-X standard.
Typical benefits include:
- Faster invoice processing
- Lower administrative costs
- Reduced errors from manual input
- Compliance with e-invoicing regulations
- Long-term document preservation
Valid PDF/A conformance levels for ZUGFeRD
Typically you’ll see:
- PDF/A-3B (most common)
- PDF/A-3U
- PDF/A-3A (least common)
In eVo – PDF/A-3B with an embedded ZUGFeRD/Factur-X XML file
Within eVo, you create the pdf as normal, simply selecting PDF\A-3B as the type, then format your data into an xml file as needed and embed it in the PDF created. With the power of eVo the data structure can be tailored to your exact need (ZUGfeRD has its own detailed xml structure that can be found on line here as an example)