Send an eInvoice

To send e-invoices means you create an issue document for customer, convert it to an electronic format (eSLOG) and send it as e-invoice via an electronic mailbox. When doing this, you receive an information about the delivery of the e-invoice.

This chapter presents a use case from creating to sending e-invoices.

WARNING For eExchange to work correctly, certain settings must be defined. For more information, see the chapter Settings for eExchange.

HINT For budgetary users, conducting business with e-invoices for all received invoices is mandatory. The system for budgetary users receives e-invoices in eSLOG format. The currently valid version is eSLOG 2.0.

CASE SUMMARY The person responsible in the Tecta company wants to send an e-invoice to the customer for a tent purchase. The person responsible wants to receive information about successful e-invoice delivery. This is done as follows: Creating an e-invoice Sending an e-invoice Information about e-invoice delivery – return receipt

1. Creating an e-invoice

From the menu, the person responsible selects Goods | Issue | Document and, in this case, document type 3900 – Collective issue.

The person responsible creates the invoice that will be sent to the customer by selecting the (Import/Export Data) button and the Export eDocument Document for Customer in the toolbar.

The person responsible follows the instructions in the chapter Export Document as eSLOG and exports the e-invoice to eDocumentation.

The e-invoice is saved to eDocumentation and receives the status Send.

2. Sending an e-invoice

In the toolbar of the Documents form, the person responsible selects the (Import/Export Data) button and the eWorkflow Send eDocument to bizBox.

• This feature forwards the e-invoice to the customer through an electronic mailbox.

HINT eWorkflow Send eDocument to bizBox forwards all e-documents in eDocumentation with the status Send to the recipient via an electronic mailbox. After sending, the e-invoices in eDocumentation gain the status Finished.

3. Information about e-invoice delivery – return receipt

When the customer receives the e-invoice, a return receipt is automatically created in the mailbox. The return receipt contains data about the e-invoice delivery.

HINT If the document contains errors, a return receipt is automatically created in the mailbox, containing descriptions of the errors in the document.

• To receive the return receipt from the mailbox, the supplier selects the Documents form and clicks the (Import/Export Data) button in the toolbar, then the Receive eDocument from bizBox eWorkflow.

• The person responsible receives a new return receipt document with the status Delivered, which means the document had been successfully delivered to the customer.
• If the document is not delivered, the reason for not delivering is visible in the return receipt.

• On the Links tab, in the Link Key field, the person responsible sees the link to the original invoice: 23-3900-000002 and ID of the e-invoice in eDocumentation: 23-DMS0-000179.

• Simultaneously, the status of the original e-invoice is changed from Finished to Delivered, which means that the invoice had been delivered to the recipient.
• On the Links tab, the link to the return receipt is recorded: 23-DMSO-000183.