Validating or rejecting temporary invoices

Important

Validating a temporary invoice cannot be reversed.

Prerequisites:

  • All the required fields of the temporary invoice must be specified.
  • The total of the VAT amounts of the lines must be equal to the VAT amount in the header.
  • The total of the pre-tax amounts of the lines must be equal to the pre-tax amount in the header.

If a temporary invoice does not gather all these conditions, it must be completed or corrected (see Lines). Otherwise, it will not be validated and t he final invoice will not be generated.

When a temporary invoice is validated, it can not longer be modified.

Note

A final invoice generated from the Purchase Portal has the following characteristics in the Desktop Application > Management > Purchases > Invoices:

  • It is booked.
  • Multi-project is checked in the header.
  • Interface is checked in the header.
  • The Factur-X is attached as a document linked to the final invoice.
DMF 040908 PURCHASES TEMPORARY INVOICES CREATE FINAL INVOICE

Prerequisite: The temporary invoice must be in the To be processed state.

1 From the temporary invoice, click on > Create final invoice.
2 Confirm the invoice validation.

The temporary invoice switches to the Validated state and the final invoice is generated.

In the case which the validation failed, an error message is displayed and the required fields not specified are highlighted.

DMF 040910 PURCHASES TEMPORARY INVOICES VALIDATE MULTIPLE INVOICES

Prerequisite: The temporary invoices must be in the To be processed state.

1 Start a search for temporary invoices.
2 Check the temporary invoices to validate.
3 At the top of the results, click on > Validate selected invoices and confirm the validation.

The temporary invoices switch to the Validated state and the final invoices are generated with their Factur-X as linked documents.

In the case which temporary invoice could not be validated, an error message is displays the relevant temporary invoices numbers.

Important

Denying a temporary invoice cannot be reversed.

The manager can deny a temporary invoice:

  • When it has an error that requires a modification, for example an error on the amount. The supplier has to transfer either an amended invoice which cancel and replace the initial invoice either a credit note. This new Factur-X can be imported again in the Purchase Portal. A reference to the initial invoice must be mentioned in the amended invoice or the credit note.
  • When it has an addressing error, which means an error on the address of the purchasing company. The supplier must transfer the invoice with the correct address under the same invoice number. This new Factur-X can be imported again in the Purchase Portal.

When a temporary invoice is denied, it can no longer be modified.

DMF 040909 PURCHASES TEMPORARY INVOICES REJECT TEMPORARY INVOICE

Prerequisite: The temporary invoice must be in the To be processed state.

1 From the temporary invoice, click on > Reject temporary invoice.
2 Confirm the denial of the invoice.

The temporary invoice switch to the Denied state.

DMF 040911 PURCHASES TEMPORARY INVOICES REJECT MULTIPLE INVOICES

Prerequisite: The temporary invoices must be in the To be processed state.

1 Start a search for temporary invoices.
2 Check the temporary invoices to deny.
3 At the top of the results, click on > Reject selected invoices and confirm the rejection.

The temporary invoice switch to the Denied state without generating final invoices.

DMF 040916 PURCHASES TEMPORARY INVOICES MARK INVOICES AS VALIDATED

Important

This evolution requires enabling the following feature flag: Portail achats domain > Marquer Valider Facture Temp Manuel Label.

When the <ram:ReceivingAdviceReferencedDocument><ram:IssuerAssignedID> tag of the xml file linked to the Factur-X is specified with the purchase invoice number, the invoice is automatically marked as validated when imported in the Purchase Portal > Temporary invoices. It is also possible to manually mark an invoice as validated.

Prerequisite: The temporary invoice must be in the To be processed state.

1 From the temporary invoice, click on > Mark invoice as validated.
2 In the window that opens, select the purchase invoice to link to the temporary invoice.
3 Click on Validate.

The temporary invoice is now in the Marked as validated status and can no longer be modified.

Note

When a temporary invoice is marked as validated by mistake, it is possible to cancel this action by clicking on > Mark invoice as not validated. It goes back to the To be processed status.