Managing dematerialized invoices

From the Finances tab of the relevant customer record sheets, check Dematerialize invoices in the Accounting parameters section to be able to search for a customer, using the Manages dematerialization criteria from the search screen's Options section.

The customer site linked to the invoice must be prepared before the invoice can be dematerialized.

1 From the record sheet of the relevant customer, go to the Sites tab then double-click on the desired line to open the site record sheet.
2 Check that the SIRET number is correctly entered in the General tab > Site details section > SIRET # field.
3 Make sure the address and the Country are correctly entered in the General tab > Contact details section.
4 Open the Edit menu > Change dematerialization management.

The Dematerialization window opens.

5 Check Dematerialize invoices.
6 In the Dematerialization code field, select the CHORUS code from the help list then click on Validate.
7 In the CHORUS tab, fill in the Service code, Service label and Cash journal depending on the requirements of the public entity.

The customer site is prepared.

Open the Management menu > Sales > Invoices to access the invoices search screen.

To easily find the relevant invoices to be dematerialized, check the Dematerialization supported criteria from the Main criteria tab > Types section.

Before dematerializing an invoice, you can fill in CHORUS-specific fields in order to prepare the invoice for the dematerialization. You can also anticipate by filling in those fields in the quotation, the order, the billing schedule or the delivery.

From the record sheet of a sales management object, open the CHORUS tab and specify the following information:

Field Description
Contract number Contract number associated with the object.
Project group name Name of the project group associated with the object.
Commitment number

Chorus legal commitment number.

This number links the object and Chorus billing.
Effective date Effective date of the commitment, the contract or the project group.
Service code Code of the Chorus service group used in the company.
Service label Name of the service label used in the company.

It is also possible to fill in CHORUS-specific fields from the contract, in the CHORUS tab: Contract number, Market name, Commitment number, Effective date and Cash journal.

Akuiteo performs a check before generating any dematerialized file. Make sure that:

  • the SIRET number of the invoice's company and billing site are specified,
  • the invoice's company address is specified,
  • the invoice number is not more than 20 alphanumeric characters,
  • the currency code is not more than 3 alphanumeric characters,
  • the country code (for the customer's company and the supplier's billing site) is not more than 2 alphanumeric characters.

A main attachment can be added to the dematerialized invoice. This attachment is the original of the invoice published by Akuiteo.

Important

There can only be one main attachment.

To add a main attachment:

  • When the validated invoice is being published, make sure the Original option is checked.
  • In the Linked documents tab of the invoice, there must be only one .PDF document with the icon (to indicate the document is an Original).

A document will not be added as a main attachment if it is not an Original in .PDF format.

Note

Chorus does not accept files with a name exceeding 50 characters. If the name of the main attachment is too long, Akuiteo will automatically shorten the end of that name when the XML file is generated.

Additional attachments can be added to the dematerialized invoice. You can add as many additional attachments as necessary.

To add an additional attachment:

  • The document must be in .PDF format.
  • The document cannot be an Original. In the Linked documents tab of the invoice, the document must not be associated with the icon.
  • The document must be filed under CHORUS:
    1. Right-click on the document line from the Linked documents tab of the invoice, then click Filed under.
    2. In the Filed under field, enter CHORUS.
    3. Click Validate.

A document will not be added as an additional attachment if it is not in .PDF format and if it is not filed under CHORUS.

Note

Chorus does not accept files with a name exceeding 50 characters. If the name of the additional attachment is too long, Akuiteo will automatically shorten the end of that name when the XML file is generated.

Note

The CHORUS PRO portal has quotas for transferring dematerialized invoices:

  • On the test environment: 5 queries per second with a maximum of 50,000 queries per day
  • On the production environment: 20 queries per second with a maximum of 1 million queries per day

When these quotas are reached, the invoices can no longer be transferred.

1 Open the Banking menu > Batch reports and batch processing > Dematerialization of invoices.
2 In the search screen, fill in the relevant criteria to find the invoices to be dematerialized, then start the search. The Dematerialization code is the only required criteria.
3 From the search results, select the invoices to be dematerialized then click on .

The selected invoices are displayed in the Dematerialize invoices screen.

4 To print a summary of the invoices, open the Edit menu > Start printing.
5 Open the Edit menu > Generate the Chorus files.

The XML files are generated and can be accessed in the storage directory associated with the dematerialization code. A compressed file including all the XML files is also generated and stored in a \targz\ sub-folder in the storage directory. You can then transfer the XML files or the compressed file to CHORUS.

The transmission status of the dematerialized invoices changes to 2 - Sent in Akuiteo and the transmission date is added in the Header tab.

Specific case with CHORUS PRO

When dematerialized invoices are automatically transferred to CHORUS PRO, Akuiteo checks the setup depending on each invoice's company:

  • If a specific setup is enabled for the company, dematerialized invoices are automatically transferred to the CHORUS PRO portal using the specified connection parameters.
  • If there is no specific setup for this company, Akuiteo uses the setup for *****.
  • If the setup is not enabled, invoices are not transferred.

For each dematerialized invoice that is automatically transferred, the information retrieved by CHORUS PRO is stored in the invoice's CHORUS tab:

  • Transaction ID - The transaction ID is retrieved for each dematerialized invoice that was successfully transferred to the CHORUS PRO portal.
  • Invoice status - The invoice status refers to the CHORUS PRO status and makes it possible to follow, from the Desktop Application, the progress of each dematerialized invoice. To update these statuses, you must set up the CheckFacturesClientChorus batch.

These fields are filled in automatically by Akuiteo and cannot be modified manually. However, if the transmission status of an invoice is updated manually and set to 1 - To transmit, these fields are emptied.

Reference

For more information about using CHORUS PRO, refer to Transferring dematerialized invoices automatically to CHORUS PRO.

Open the Management > Sales > Invoices menu to access the invoices search screen, then click on the CHORUS tab. The CHORUS-specific fields are available as search criteria.

If you are using CHORUS PRO, it is also possible to search for dematerialized invoices with their Chorus status, to be selected from the drop-down list.

If an invoice is rejected after its transfer, the dematerialization status must be updated manually.

If you are interfaced with CHORUS PRO to automatically transfer invoices, you must check manually that each dematerialized invoice has been successfully transferred. When an invoice is successfully transferred, a transaction ID is retrieved and stored in the Transaction ID field. To identify the invoices that have not been transferred to CHORUS PRO, search for invoices with the dematerialization status set to 2 - Sent and with no transaction ID.

1 From the dematerialized invoice's record sheet, click on Edit > Modify > Update the dematerialization status.

The Dematerialization status window opens.

2 Select the new dematerialization status from the drop-down list of the Status field.
3 Click on Validate.

The dematerialization status of the invoice is updated.

1 Start an invoice search with the relevant criteria.
2 From the search results, right-click on the desired invoice then click Update the dematerialization status.

The Dematerialization status window opens.

3 Select the new dematerialization status from the drop-down list of the Status field.
4 Click on Validate.

The dematerialization status of the invoice is updated.