Purchase invoice dematerialization

Important

This feature requires enabling the following feature flag Portail achats domain > Statut Fac Achat Label.

Under French legislation, companies established in France must issue and receive electronic invoices through a Approved Platform.

In Akuiteo, the supported dematerialized invoicing standard is Factur-X.

Factur-X files issues by suppliers can be imported in Akuiteo:

  • manually from the Purchase Portal;

  • with the DematReceptionFacturesAchat batch process, according to the communication method configured in the Settings Portal.

Importing purchase Factur-X files automatically creates the corresponding temporary invoices, which are visible in the Purchase Portal. These temporary invoices must then be validated from the Purchase Portal in order to create final supplier invoices used in the Desktop Application.

Reference

For more information about importing Factur-X files and creating final invoices, see Importing dematerialized invoices and Validating or rejecting temporary invoices.

Dematerialization information is available in the Dematerialization tab of purchase invoices:

Field Description

Service code

Routing code specified by the supplier, used to identify the customer’s billing site on the Approved Platform.

This field is retrieved identically from the Factur-X when importing it.

This field can be modified by updating the invoice header (see Modify the header).

Addressing

Email address specified by the supplier, corresponding to the recipient of the Factur-X on the customer’s billing site.

This field is retrieved identically from the Factur-X when importing it.

This field can be modified by updating the invoice header (see Modify the header).

The AP lifecycle section is only visible on invoices.

The information displayed in this section is automatically updated:

  • when a CDAR file corresponding to the dematerialized invoice is retrieved by the DematReceptionCDVFacturesAchat batch (see DematReceptionCDVFacturesAchat batch). A CDAR file is an XML document which contains information about the dematerialized invoice lifecycle.

This information cannot be specified or modified directly from this tab.

Field Description
External reference (AP)

Unique external reference of the dematerialized invoice on the Approved Platform (AP).

This field cannot be modified.
AP invoice status

Status corresponding to the progress in the lifecycle of the dematerialized invoice: pending, approved, disputed, cashed, etc.

To modify the AP invoice status, refer to Modifying the AP invoice status.

Reference

For more information about the different statuses/states in invoice dematerialization, refer to Statuses and states for invoice dematerialization.
Last update date of status

Last update date of the AP invoice status.

This date is automatically updated to the current date each time the AP invoice status changes.
Rejection reason code and Rejection reason

Reason displayed when the invoice has been rejected by the Approved Platform.

The rejection reasons apply to the following cases:

  • technical rejection during transmission;

  • routing and addressing error;

  • calculation or amount error;

  • VAT non-compliance or non-compliance with legal notices;

  • refusal by the recipient;

  • commercial dispute.

The possible values are the official rejection reasons. For more information, see the AFNOR documentation on the XP Z12-012 standard.

This field is specified when the user sets the AP invoice status to 207 - In conflict or 208 - On hold (see Modifying the AP invoice status).
Expected action code and Expected action

Code and description of the next action the customer expects from the supplier in order to continue processing the invoice.

The possible values are the official expected action codes. For more information, see the AFNOR documentation on the XP Z12-012 standard.

This field is specified when the user sets the AP invoice status to 207 - In conflict or 208 - On hold (see Modifying the AP invoice status).
Reason

Miscellaneous comment specified by the customer.

This field is specified when the user sets the AP invoice status to 207 - In conflict or 208 - On hold (see Modifying the AP invoice status).
Invalid data

When tags are invalid in the Factur-X, the customer specifies the names of the relevant tags and those are displayed in the Invalid data field.

This field is specified when the user sets the AP invoice status to 207 - In conflict or 208 - On hold (see Modifying the AP invoice status).

The Technical status section is only visible on invoices.

This section contains technical information relating to invoice processing by the DematReceptionFacturesAchat, DematReceptionCDVFacturesAchat and DematEmissionCDVFacturesAchatBatch batches.

This information cannot be manually modified.

Field Description
Technical status

Status corresponding to the technical progress of the invoice following processing by the batches.

Reference

For more information about the different statuses/states in invoice dematerialization, refer to Statuses and states for invoice dematerialization.
Last update date of technical status Last update date of the technical status.
Number of retries Number of attempts to transmit the Factur-X.
DMF

040656 PURCHASES INVOICE UPDATE DEMATERIALIZATION STATUS

040728 PURCHASES CREDIT NOTE UPDATE DEMATERIALIZATION STATUS

The AP invoice status corresponds to the progress status in the invoice lifecycle. If necessary, the AP invoice status can be modified to indicate to the supplier that the invoice:

  • is in conflict or on hold.

  • has been completed after being on hold.

This change will be transmitted to the Certified Platform via the DematEmissionCDVFacturesAchatBatch batch (see Managing the transmission of lifecycle updates to the supplier).

1 Open the AP invoice status modification window:

  • individually from an invoice > Edit > Modify dematerialization status.

  • by right-clicking on a selection of invoice search results > Modify dematerialization status of selected lines.

2 Enter the information:
Field Description
Dematerialization status

Select the new status for the dematerialized invoice:

  • 207 - In conflict: Select this status to contest the invoice, for example in the event of a VAT error or an incorrect price.

  • 208 - On hold: Select this status to put the invoice on hold, for example in the event of missing information.

  • 209 - Completed: Select this status to indicate that the invoice has been completed by the supplier after being on hold.

Reference

For more information about the different statuses/states in invoice dematerialization, refer to Statuses and states for invoice dematerialization.
Rejection reason code and Rejection reason

Select the invoice rejection reason.

This field is displayed only if the selected Dematerialization status is 207 - In conflict or 208 - On hold.

The help list displays official rejection reasons. For more information, see the AFNOR documentation on the XP Z12-012 standard.
Expected action code and Expected action

Select the action expected from the supplier.

This field is displayed only if the selected Dematerialization status is 207 - In conflict or 208 - On hold.

This field is required if the selected Dematerialization status is 207 - In conflict.

The help list displays official expected actions. For more information, see the AFNOR documentation on the XP Z12-012 standard.
Reason

Specify the reason associated with the invoice rejection.

This field is displayed only if the selected Dematerialization status is 207 - In conflict or 208 - On hold.

This field is required if the selected Dematerialization status is 207 - On hold.
Invalid data

Specify this field when data on the invoice is invalid, in order to indicate to the supplier which information must be corrected.

This field is displayed only if the selected Dematerialization status is 207 - In conflict or 208 - On hold.
3 Click on Validate.

The AP invoice status and lifecycle information are modified.

DMF 040657 PURCHASES PURCHASE INVOICES MODIFY DUE DATE AP TRANSMISSION STATUS

In the detail of an installment from the Due dates tab of an invoice, the AP transmission field indicates the transmission status of a due date.

By default, the transmission state of a due date is To transmit. If necessary, the transmission state can be modified, for example to resend the due date payment in case of an error or to prevent transmission for a due date.

1 From the Due dates tab of an invoice, right-click on the desired due date line, then click Modify AP transmission status.
2 Select the new AP transmission state:

Reference

For more information about the different statuses/states in invoice dematerialization, refer to Statuses and states for invoice dematerialization.

3 Click on Validate.

The AP transmission state of the due date is modified.

When an due date has been paid or lifecycle information is manually modified on an invoice, this change will be transmitted during the next run of the DematEmissionCDVFacturesAchatBatch batch.

Reference

For more information about the DematEmissionCDVFacturesAchatBatch batch, see DematEmissionCDVFacturesAchatBatch batch.