Sales invoice dematerialization

Important

This feature requires the feature flags Portail ventes Domain > Vente Facturx and Statut Vente Facturx Labels.

Under French legislation, companies established in France must issue and receive dematerialized invoices through an Approved Platform, which acts as an intermediary between the customer and the supplier.

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

To be able to send a sales invoice to the customer via the Approved Platform, the associated Factur-X must first be generated.

Prerequisites:

  • A Communication mode for the Aggregated Platform must be set up beforehand. For more information about the communication mode, see Managing communication toward the Aggregated Platform for sales invoices.
  • Managing original PDFs by document type must be setup before hand. For more information about the setup of original PDFs for sales invoices and credit notes, refer to Sales invoices and credit notes.
  • The SIRET no. on the customer billing site (People > Customer > Sites tab > Site information) must be specified.
  • If the payment method is Debit, the billing site or the billed customer must be associated with an active mandate (Creating a mandate).
  • If the invoice payment method is Transfer or Currency transfer, the Cash journal must be specified in the Dematerialization tab.
  • If the VAT amount on the invoice is zero, the Exemption (VATEX) field must be specified in the Header tab, under the General information section.
1 From Management > Sales > Invoices, save the invoice being created.

The Transmission status, that can be seen on the Header tab of the invoice is To transmit.

2 Go to Edit > Book and print the invoice.

The invoice is booked.

From the Linked documents tab, the Factur-X in the PDF format is marked as Original document.

If the feature flag Portail ventes domain > Doc Vente Facturx label is enabled, documents marked as to be transmitted are included as attachments in the Factur-X file (see Marquer un document comme à transmettre ou non pour la dématérialisation des factures).

The invoice can then be sent via the DematEmissionFacturesVente batch or manually from the dedicated function.

Reference

For more information about sending sales Factur-X invoices, refer to Transmitting Factur-X files.

1 From Management > Sales > Invoices, start a search for invoices.
2 Right-click on a selection of non-booked invoices and click on Book the selected invoices/credit notes.
3 Select a report template in the Invoices template selection field.
4 If needed, specify more parameters (see Booking multiple invoices or credit notes).
5 Click on Start booking to the right and confirm.

The invoices are booked.

From the Linked documents tab of invoices, the Factur-X in the PDF format is marked as Original document.

If the feature flag Portail ventes domain > Doc Vente Facturx label is enabled, documents marked as to be transmitted are included as attachments in the Factur-X files (see Marquer un document comme à transmettre ou non pour la dématérialisation des factures).

Invoices can then be sent via the DematEmissionFacturesVente batch or manually from the dedicated function.

Reference

For more information about sending sales Factur-X invoices, refer to Transmitting Factur-X files.

Note

Editing an invoice's list from the search results does not allow you to generate the XML file associated to the Factur-X.

You must specify certain specific fields in order to prepare the invoice for dematerialization. You can anticipate by specifying those fields in the quotation, the order, the billing schedule, the contract or the delivery.

The dematerialization information is available in the Dematerialization tab of sales objects: quotations, orders, billing schedules, contracts, deliveries, and invoices.

The following fields are used to specify information relating to the dematerialized invoice:

Field Description
Contract number Contract number associated with the invoice.
Project group name Identifier corresponding to the contract or tender associated with the invoice.
Commitment number Sales order number associated with the invoice.
Effective date Effective date of the commitment, the contract or the project group.

By default, when an object is created, the information specified in the Billing site section is copied from the Dematerialization tab of the object’s billing site. If necessary, this information can be modified on the object.

Note

The Cash journal field is available only on invoices.

Reference

For more information about the Dematerialization tab of the billing site, refer to Managing the dematerialization information.

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 DematReceptionCDVFacturesVente batch (see DematReceptionCDVFacturesVente batch). A CDAR file is an XML document which contains information about the dematerialized invoice lifecycle.

This information cannot be entered or modified directly, except for AP Invoice Status in the event of an error.

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, submitted, rejected, paid, etc.

Reference

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

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

In Akuiteo, the following actions modify the status:

  • When an invoice is booked, status 1 - Pending is automatically applied. This status is then sent to the Approved Platform during the initial Factur-X transmission.

  • When a due date is cashed, status 212 - Cashed is automatically applied. This status is then sent from Akuiteo to the Approved Platform when the DematEmissionCDVFacturesVente batch is run (see DematEmissionCDVFacturesVente batch).

The other statuses can only be transmitted by the customer and retrieved by the DematReceptionCDVFacturesVente batch (see DematReceptionCDVFacturesVente batch).
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

Code and description of the reason when the invoice has been rejected by the customer.

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.
Expected action code and Expected action

Code and description of the expected action to correct the invoice when it has been rejected by the customer.

The possible values are the official expected action codes. For more information, see the AFNOR documentation on the XP Z12-012 standard.
Reason Miscellaneous comment specified by the customer.
Invalid data When tags are invalid in the Factur-X, the customer specifies the names of the relevant tags, which are then displayed in the Invalid data field.

The Technical status section is only visible on invoices.

This section contains technical information relating to invoice processing by the DematEmissionFacturesVente, DematReceptionCDVFacturesVente, and DematEmissionCDVFacturesVente 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 to the Approved Platform.
DMF 020577 SALES INVOICES FACTUR-X TRANSMISSION

Factur-X transmission makes it possible to send the Factur-X files to the Approved Platform according to the communication method configured in the Settings Portal.

Reference

For more information about configuring communication with the Approved Platform, refer to Managing communication toward the Aggregated Platform for sales invoices.

Only invoices that meet the following conditions can be transmitted:

  • The AP transmission status must be 1 - To transmit (Header tab).
  • Invoices must be booked.
  • Invoices must not be of Internal type (Header tab > General information section).
  • Invoices must have an original PDF (Linked documents tab).

The DematEmissionFacturesVente batch process is used to transmit the Factur-X to the Approved Platform.

Reference

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

Manual transmission of Factur-X files is used to search for and precisely select the invoices to be transmitted to the Approved Platform.

1 Go to Management > Sales > Factur-X transmission.

The invoice search screen opens.

2 Specify the desired criteria and start the invoice search.

Note

If invoices are already pending dematerialization, they are displayed in bold and the Selected column shows OUI.

3 Select the invoices to be dematerialized and click on at the top of the results table.

The list of all invoices pending dematerialization opens.

Tip

To remove invoices, select them and click on at the top of the table.

4 Click on in the action bar and go to Edit > Transmit invoices.

Factur-X files are transmitted to the Approved Platform according to the communication method configured in the Settings Portal.

The AP transmission status of transmitted invoices changes to 2 - Sent.

DMF 020576 SALES INVOICES UPDATE DEMATERIALIZATION STATUS

If necessary, the AP invoice status can be modified on an exceptional basis in the event of a data entry error by the customer.

Reference

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

Important

This manual status change only affects the display in Akuiteo and will not be sent to the Approved Platform.

Prerequisite: The invoices must be booked.

1 Open the AP invoice status modification window:

  • from the invoice record sheet in Edit > Modify AP invoice status, or

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

2 Select the new Dematerialization status from the drop-down list and click on Validate.

The AP invoice status is modified.

DMF 020578 SALES INVOICES MODIFY AP TRANSMISSION STATUS

The AP transmission status corresponds to the transmission status of the initial transmission of the invoice to the Approved Platform. This AP transmission status is displayed at the top of the Header tab on invoice record sheets. The status can be modified if necessary, for example to indicate that an invoice will not be transmitted or that it has already been transmitted.

Reference

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

1 Open the AP transmission status modification window:

  • from an invoice > to the right of in the action bar > Update AP transmission status, or

  • by right-clicking from a selection of invoice search results > Update AP transmission status.

2 Select the new AP transmission status from the drop-down list and click on Validate.

The AP transmission status of the invoices is modified.

When an invoice has been transmitted to the Approved Platform and the customer has paid a due date, receipt of that due date can then be communicated to the customer via the Approved Platform.

DMF 020579 SALES 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.

Reference

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

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 receipt 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 and click on Validate.

The AP transmission state of the due date is modified.

Due date payment receipts are transmitted using the DematEmissionCDVFacturesVente batch (see DematEmissionCDVFacturesVente batch).

Only the due dates matching the following criteria are processed by the batch:

  • The transmission status of the due date must be To transmit.

  • Due dates must be paid.

  • Due dates must be linked to invoices with at least one line in the credit VAT regime.

  • The delivery site of the invoices must be in France.

When the batch has transmitted the payment receipt of a due date, the AP invoice status in the Dematerialization tab of the corresponding invoice changes to 212 - Cashed.