Receiving an e-Invoice

Receiving an e-invoice is importing an e-invoice from the unified platform for eBusiness bizBox to eDocumentation and creating a PANTHEON receiving document – Received invoice, on the basis of the eSLOG receiving document import.

CASE SUMMARY The purchasing department of the Tecta company received ordered material. The supplier sent an e-invoice. The person responsible wants to import the received e-invoice from the bizBox system to eDocumentation and create a PANTHEON receiving document for it. This is done as follows: Importing e-invoices to eDocumentation Selecting the e-invoice in eDocumentation and running the Import eSLOG Invoice eWorkflow Creating a received invoice on the basis of the e-invoice import (eSLOG receiving document import) Reviewing the imported e-invoice

1. Importing e-invoices to eDocumentation

For e-invoice exchange, the Tecta company uses the unified document exchange platform bizBox, from where the person responsible imports received e-invoices to eDocumentation.

HINT To successfully import e-invoices, define the correct settings in the Units of Measurement Register, the International Unit of Measurement Codes 2 column. The international code of the unit of measurement PCS is H87. For easier trackability of e-documents, you can link documents of received e-packing slips and e-invoices. The process is described in detail in the chapter Document links.

WARNING When an e-invoice is received, a return receipt with the status is automatically created and sent to the sender.

2. Selecting the e-invoice in eDocumentation and running the Import eSLOG Invoice eWorkflow

HINT To create an eSLOG invoice, the e-invoice must first be imported to eDocumentation from eMailbox bizBox. For instructions about importing, see the chapter Receiving eDocument from bizBox to eDocumentation.

Next, the person responsible wants to import the received e-invoice from eDocumentation to PANTHEON receiving document – Received invoice.

• To do so, the person responsible finds and selects an e-invoice for which the PANTHEON invoice is being created on the Documents form using the search engine.
• This is done by using a suitable eWorkflow. Therefore, the person responsible clicks the (Wizards) button in the toolbar and selects the preprepared Import eSLOG invoice eWorkflow from the drop-down menu.

HINT To use the desired preprepared eWorkflow, it must first be transferred via Web Service.

3. Creating a received invoice on the basis of the e-invoice import (eSLOG receiving document import)

• The eWorkflow shows the Import e-invoice task.
• To the form, the eWorkflow has imported data from the e-invoice, such as data about the invoice, lines, invoice preview and settings for creating the document.

• In the upper part of the window, the person responsible checks data about the invoice with the actual invoice (preview) and supplements them if needed.

HINT Before importing e-documents, edit the general settings in the Subjects Register: in the Business Documents field on the Customer panel, select eDocument – Simple Invoice, and in the Subject's EAN Code field, enter the subject's external ID. In the Items Register, enter this data for items in the External ID field. This way, data will be automatically filled in when the eWorkflow runs. Potential errors at import are recorded in the Error column. These must be resolved before the PANTHEON invoice is created.

• The person responsible checks the item lines on the invoice and supplements them if needed.

HINT If you receive the same invoice multiple times, where the supplier's item A will always be the same as your item B, select the option: Add Missing External IDs to Items Register at Import.

• From the drop-down list, the person responsible selects the Document Type to be created. In this case, it is a cost invoice: 1200 – Invoice for costs.

• The person responsible checks all data and selects the Confirm button to create the document.

WARNING If you want to cancel the business process, select the Cancel button.

The workflow is completed.

4. Reviewing the imported e-invoice

• Lastly, the person responsible wants to review the newly created PANTHEON invoice and its link to eDocumentation.
• In the menu, the person responsible selects Goods | Receiving | Document | 1200 - Invoice for costs.
• The workflow created a new PANTHEON document at import. By clicking the Documentation tab, the person responsible checks the links to eDocumentation.

• The Documentation tab contains several subtabs.

• On the Links subtab, the documents linked to the current document in eDocumentation are visible.
• In this case, the person responsible sees that PANTHEON document 23-1200-000023 is linked with the document in eDocumentation that is recorded in the Link Key field 23-DMS0-000073.

HINT The link creation procedure is explained in detail in the chapter Links.

• On the Metadata tab, additional data about the document is visible. This data was entered into the required fields for metadata at import to eDocumentation.
• In this case, the person responsible sees that the document was received by subject Andragoški zavod Maribor and classified with the classification: 250 – Invoices (received, issued, internal) and documentation required to create them, as the imported document is an e-invoice.

HINT You can set the metadata fields on the classification in the Classification Scheme.

The person responsible wants to check the files that were received with the e-document. To do so, the person responsible clicks the Files tab, where files that constitute the eSLOG document are visible.

In this case, where the received document type was e-invoice, the attached files are:

• XML document; eSlog_380_number.xml – which means that the imported document is an eSLOG invoice,
• XML envelope; envelope.xml – which means the eSLOG envelope was imported and
• PDF; sLog_380_number.pdf – which means that a pdf version of the document was created at import, for review.