Import an invoice

If the parameter central "Enable e-invoice import" is enabled, the Invoice Data can be imported using the dedicated API, and a specific invoice form is displayed for the invoice’s “General” tab.

The setting “Allow an invoice without an identified PO number (Pre-invoice)” enables the import of e-invoices even if there is a problem recognizing the PO number or the original invoice (in the case of a credit memo), in order to minimize data rejections from a functional standpoint. Specific actions will be suggested to resolve these bottlenecks in the invoicing process.

The reconciliation of an imported e-invoice is performed solely by comparing the expected amounts deducted from the target PO with the total amounts on the invoice.

E-invoice import is only available for the invoicing mode Invoicing upon PO.

Prerequisites

The PO covered by the invoice must have been received, unless the User has the "Invoicing for quantities not received"in its Profile. In this case, the PO must have been created.
The user identified during the API call must have the appropriate Profile permissions. "Purchase / Invoice / Authorize the creation of invoices via an e-invoice import API" Enabled to allow the invoice to be generated.

Creation Process

Nominal creation

The API is used to create an invoice that is imported into the application.
The application generates the invoice, identifies and recognizes the CARL Source PO, and populates the invoice with that information.
The application calculates the total invoiced amounts based on the total amounts received via import.
Invoice lines are generated, and the system calculates the cumulative total amounts for the generated invoice.
If the amounts are close between the total invoiced amount derived from the imported data and the cumulative total derived from the expected invoice lines, the invoice can be validated and closed. This can be done manually or automatically, depending on the selected settings.

Resolving a pro forma invoice

When creating an invoice without a corresponding CARL Source PO during import—and if permitted by the dedicated module setting—the invoice can be created in Preliminary Invoice (Information visible on the form.) This means that the invoice displays only the general tab and is read-only.

To resolve the issue and continue the invoicing process, you must manually work around the absence of the associated PO, which is required for an invoice.

In the Actions menu , select "Link to a PO".
→ The PO's listed are eligible for invoicing. The user can select the PO that corresponds to the pre-filled e-invoice.
The application populates the PO and initializes the invoice lines and total amounts.
→ The changes have not yet been saved, and it is still possible to cancel the link between the PO and the e-invoice.
The user can save the entry if they wish to confirm that it is correct and proceed with the invoicing process.
→ If the amounts are close, the invoice may be approved if necessary.
If the option to automatically approve imported invoices is enabled, the imported and reconciled invoice will be automatically approved.
If the option to automatically close imported invoices is enabled, imported and reconciled invoices that have been validated will be automatically closed.

If the setting for automatically updating the balance of PO's that have been fully received and invoiced is enabled, the invoice balance will update the PO balance shown on the invoice.
→ Receiving an e-invoice with no reconciliation errors and the correct PO code can then trigger the addition of the invoice, followed by its validation and settlement, and result in the automatic closure of the corresponding received PO.

Resolving a Pre-Credit Note

When creating a [type] invoice Have If no original invoice is linked and if permitted by the module settings, thehave can be created in Pre-credit (Information visible in the form).

This means that the invoice in question displays only the general tab of the invoice and is read-only.

To resolve the issue and continue the invoicing process, the information must be reconciled manually.

In the Actions menu , select "Link to an original invoice".
→ The invoices generated are eligible for invoicing Have. The user can select the original invoice linked to the pre-filled e-invoice.
The application populates the original invoice and automatically fills in the invoice line items and total amounts.
→ The changes have not yet been saved, and the original invoice can still be canceled.
The user can proceed with the entry if they wish to confirm that the original invoice is correct.
→ If the amounts are close, the invoice may be approved if necessary.
If the option to automatically approve imported invoices is enabled, the imported and reconciled invoice will be automatically approved.
If the option to automatically close imported invoices is enabled, the imported and reconciled invoice will be automatically closed once it is validated.