Send an Invoice using e-Invoicing

Overview

e-Invoices can be sent from the Invoices > Drafts report only. In its current release, e-Invoicing cannot be used as a Send Method from the Invoicing > Preview and Send report, however this is planned to be available in a later release. 

Set a Send Method for an e-Invoice

When you enter into the editable view of a draft invoice, you’ll see an additional Send Method to ‘Send via E-Invoice’. This is only visible if e-Invoicing is enabled in your portal, and the Customer and Billing Entity that you've set on the invoice are in Australia.

You’ll need to ensure that this option is selected prior to sending your invoice.

Sent e-Invoices

Once the invoice has been sent, the Astute system will automatically update its status.

• When an invoice is successfully sent, it will update to a status of Sent and the invoice record will be moved to the Invoicing > Sent or Invoicing > Outstanding report, depending on how your portal is configured. 
• If an invoice has errored or rejected, it will update with a status of Error or Rejected accordingly and will stay in the Invoicing > Drafts report. You can view the error or rejection reason by expanding the invoice line, and will need to amend these errors before you can resend. You can edit an invoice that is in either of these statuses and resend it by clicking the Send button again. 
• If an invoice is awaiting a response, it will stay on the Invoicing > Drafts report with a status of Awaiting Response. These invoices cannot be edited; you will need to wait until the system receives a success or error response. The checkbox to select the invoice is also hidden while in this status.
• If an invoice fails during generation (ie at the point that the invoice is 'sent'), it will update with a status of Generation Failed and you'll need to expand the invoice line to view the errors associated with it. You'll need to amend the errors before you resend the invoice.  

You'll be able to view the message linked to an e-Invoice by clicking on the 'Message' link in the 'E-Invoicing Details' column of the Invoicing > Drafts report. This message will be available for any invoices with a status of Rejected, Error, or Awaiting Response.

The e-Invoicing message for a successfully sent invoice can be viewed in the Invoicing > Outstanding or Invoicing > Sent reports. 

Invoice Tax Types

When an invoice is being edited in Invoicing > Drafts, you’ll be able to edit the Invoice Tax Type field that appears under the Tax dollar amount. You will need to ensure that the amount entered in the invoice and the Invoice Tax Type you have set correlate with one another. 

The dropdown field will include all enabled invoice taxes that have been configured for your portal in Config > Invoicing > Invoice Taxes, and a ‘None’ option to reflect that no tax is applicable.

If you update the Invoice Tax Type field, the tax dollar amount in the invoice will automatically recalculate, unless you have manually edited this value. However, if the tax dollar amount has been manually edited, it will remain the same. 

Any changes to the Invoice Tax Type will be reflected in the History section in the right column of the invoice. 

Important: When an e-Invoice is sent, you need to ensure that the tax dollar amount matches the Invoice Tax Type selected, otherwise the invoice will error during validation in PEPPOL. 

For example:

• an invoice item with a zero tax dollar amount should be assigned ‘None’ so that the e-Invoicing message reports it as tax exempt. 
• an invoice item assigned an Invoice Tax Type of GST (10% tax), a quantity of 2, and a unit price of $200 should have a tax dollar amount of $40 (ie quantity x unit price X 10% = tax amount)

In entities where e-Invoicing is not enabled, the Invoice Tax Type field will remain read-only.