Receive supplier e-invoices and draft the bill
Upload a supplier's UBL e-invoice, check what the system found, and create a draft supplier bill.
Before you begin
- The Received supplier e-invoices feature is on for the company (a company administrator turns it on or off under Applications > E-invoicing > Features).
- The supplier exists as a partner whose tax number matches the supplier tax number in the file. If none matches, you can choose the supplier later.
- Set Product for unmatched received lines in Configuration > Settings so lines with no matching product can still be billed.
Steps
- Open E-invoicing > E-invoicing > Received e-invoices and click Upload e-invoice.
- Choose the supplier's UBL Invoice or CreditNote XML file. The limit is 5 MB.
- Upload. The system stores the file as evidence, checks it is safe, de-duplicates it and reads it.
- Open the new row (numbered INB-...). Read the state, supplier, totals and lines.
- If the state is Valid, click Draft the bill. If no supplier was matched, choose one in the Supplier selector first.
- A draft supplier bill is created in Billing. An accountant reviews and posts it. E-invoicing never posts it.
States
| State | Meaning |
|---|---|
| Valid | Safe, complete and addressed to this company |
| Needs review | Something does not add up; read the errors |
| Duplicate | The identical file, or the same invoice number with different content, was already received |
| Bill drafted | A draft bill exists. Use Open bill |
| Rejected | Unsafe, unreadable, or rejected by a person |
What the checks look for
- The file is well-formed XML with no
DOCTYPEor entity declaration at all, is nested no deeper than 40 levels and has no more than 20,000 elements. Otherwise it is rejected without being parsed: "The document declares a DOCTYPE or entities, which is never accepted." - It is a UBL invoice or credit note and is addressed to this company's tax number.
- The invoice number is present. Lines add up to the line total, and net plus tax equals the total (tolerance 0.01).
A file with the same number but different content becomes Needs review. Neither version is merged. Review both before any bill is made.
What the draft bill contains
The bill is dated with the e-invoice's issue date. The reference is the supplier's invoice number. Quantities, prices and tax rates come from the file. A line whose seller item id equals one of your product codes uses that product. Other lines use the fallback product. Without one you see "Choose a product for line(s) 2, or set the fallback product in settings."
Reject a received document
Open the row and click Reject, then give a reason such as Not our order. The reason is stored as "Rejected: Not our order". A settled document cannot be rejected again: "This document is already settled."
What happens next
An event is written when a document is validated. You can download the original file again; its SHA-256 matches the stored value.
Good to know
- A received credit note has no Draft the bill button. Match it to its bill by hand.
- Draft bills are never posted automatically.
- Duplicates cannot create a second bill.