Reviewing E-Invoice Status

Introduction

Once you have created or sent electronic invoices, you may want to track their status.

Solution Overview

To track the status of issued e-invoices, you can review

• the contents of the fields

  • E-Invoice Status,
  • E-Invoice Provider Status and
  • E-Invoice Error on the invoice,

• the attached validation report and

• the related provider notifications.

If configured accordingly, you can easily assess the current status in a graphical representation.

If the distribution has failed, see Recovering From Distribution Errors.

Solution Details

Reviewing Status Fields

1. Open the detail view of the invoice whose e-invoice status you want to review.

2. Review the relevant status fields to identify possible issues.

   The following fields hold e-invoice status information:

   E-Invoice Status

   Indicates the result of the e-invoice creation. Depending on the creation and distribution methods, the applicable statuses differ:

   E-invoice creationPeppolAvalara ELR

   Status	Description
   Not created	Indicates invoices that have not been processed to create an e-invoice file.
   Validation Error	The e-invoice validation has failed. The validation report is attached to the invoice record.
   Created	The e-invoice has been successfully created and validated. The e-invoice XML file is attached to the invoice record.
   Created With Warnings	The e-invoice has been successfully created, but the validation has produced warnings. The e-invoice XML file and the validation report are attached to the invoice record.

   Status	Description
   Not created	Indicates invoices that have not been processed to create an e-invoice file.
   Validation Error	The e-invoice validation has failed. The validation report is attached to the invoice record.
   Created	The e-invoice has been successfully created and validated. The e-invoice XML file is attached to the invoice record.
   Created With Warnings	The e-invoice has been successfully created, but the validation has produced warnings. The e-invoice XML file and the validation report are attached to the invoice record.
   Distribution Error	The e-invoice processing with the distribution provider has failed. Details are saved to the E-Invoice Error field on the invoice.
   In Peppol Queue	The e-invoice has been successfully transferred to Peppol and is waiting for being processed.

   Status	Description
   Not created	Indicates invoices that have not been processed to create an e-invoice file.
   Validation Error	The e-invoice validation has failed. The validation report is attached to the invoice record.
   Created	The Avalara UBL XML has been successfully created and validated. The Avalara UBL XML file is attached to the invoice record.
   Created With Warnings	The Avalara UBL XML has been successfully created, but the validation has produced warnings. The Avalara UBL XML file and the validation report are attached to the invoice record.
   Distribution Error	The e-invoice processing with the distribution provider has failed. Details are saved to the E-Invoice Error field on the invoice.
   In Avalara Queue	The Avalara UBL XML file has been successfully transferred to Avalara ELR and is waiting for being processed.
   Avalara Processing Complete	Avalara ELR has successfully processed the e-invoice data, and the produced e-invoice XML file has been downloaded and attached to the invoice record.

   While an invoice is waiting in the status In Peppol Queue or In Avalara Queue, an error reported by the distribution provider updates the E-Invoice Status as well, so that the invoice leaves the queue status – you can send or recreate the e-invoice again, individually as well as in bulk from a list view:

   E-Invoice Provider Status	E-Invoice Status
   Send Error Receiver Error	Distribution Error
   Validation Error Conversion Error	Validation Error

   Info

   Outside of these queue statuses, provider notifications leave the E-Invoice Status unchanged. A Peppol e-invoice that has been delivered successfully therefore remains in the status In Peppol Queue – the delivery is shown in the E-Invoice Provider Status.

   E-Invoice Provider Status

   Tracks the lifecycle of the e-invoice with the distribution provider. Depending on the distribution provider, the applicable statuses differ:

   PeppolAvalara ELR

   Status	Description
   Queued	The e-invoice is ready to be sent to the recipient.
   Validation Error	The e-invoice validation has failed.
   Conversion Error	The e-invoice conversion (to a specific recipient format) has failed.
   Send Error	Sending the e-invoice to the recipient has failed.
   Sent	The e-invoice has been sent to the recipient.
   Receiver Error	Receiving the e-invoice by the recipient has failed.
   Received	The e-invoice has been received by the recipient.

   Status	Description
   Queued	The Avalara UBL XML file has been successfully transferred to Avalara ELR and is waiting for being processed.
   Send Error	The e-invoice processing in Avalara ELR has failed.
   Completed	The e-invoice has been successfully processed in Avalara ELR but has not been sent to the recipient. The relevant e-invoice requires additional processing in JustOn Billing & Invoice Management.
   Sent	The e-invoice has been successfully processed in Avalara ELR and sent to the recipient via the Avalara network.

   E-Invoice Error

   Shows detailed error information produced by JustOn Billing & Invoice Management while creating or processing the e-invoice XML file.

Reviewing Validation Report

In case of warnings or errors during the e-invoice creation, JustOn Billing & Invoice Management attaches a validation report to the invoice record. Typically, this HTML file indicates data quality issues like missing fields, wrong data formats, etc.

To review the validation report:

1. Open the detail view of the invoice whose e-invoice status you want to review.

2. In the Notes & Attachments related list, click the name of the validation report (einvoice_<invoice-date>_<invoice-number>_<einvoice-format>_validation_report).

   Depending on your browser settings, this immediately displays the file or prompts you to download it.

3. Review the error report to identify the data quality issues.

   Use this information to correct the invoice data. For reference purposes, see E-Invoice Data Mapping.

Reviewing E-Invoice Provider Notifications

As Avalara ELR or Peppol transfer the e-invoices to the recipients, the sender will receive notifications about the distribution status. JustOn Billing & Invoice Management stores this information in dedicated notification records, which are related to the original invoice.

If configured accordingly, you can access the notifications via the dedicated related list:

1. Open the detail view of the invoice whose e-invoice status you want to review.
2. In the Peppol Notifications related list, click the name of the relevant record to open it.

3. Review the provided information to identify possible issues.

   The relevant data includes:

   Field	Description
   Type	Shows the type of the notification. For Avalara ELR, the value is statusChange. For Peppol, possible values include Stage-Update, Stage-Success, Error.
   Stage	Indicates the processing status of the e-invoice. For Avalara ELR, possible values include Pending, Complete, Error. For Peppol, possible values include Validation, Conversion, Transmission, Reception.
   Message	Shows the key message of the notification as provided by e-invoice provider, for example Transmission of your document was successful.

Reviewing Avalara ELR Document Status

Avalara ELR provides real-time status information and error logs. If configured accordingly, you can quickly access this information for the relevant invoices.

1. Open the detail view of the invoice whose Avalara document status you want to review.

2. Click to open the action menu, then click Check Avalara Document Status.

   This retrieves the current information directly from Avalara ELR and displays it in a pop-up window.

Using Status Component

If configured accordingly, you can easily assess the current status of an invoice in a graphical representation. Depending on the current e-invoice status, the component displays relevant details and, if applicable, action buttons for the next possible steps.

1. Open the detail view of the invoice whose e-invoice status you want to review.

2. In the Process States page component, review the current status.

   Clicking See Details displays more information and available action buttons, which you can use to further process the e-invoice.

   E-Invoice Status	Available Action Buttons	Notes
   Not Created	Create E-Invoice
   Validation Error	Recreate E-Invoice	Review the validation report and correct the invoice data before creating the e-invoice again.
   Created	Send E-Invoice
   Created With Warnings	Send E-Invoice	Review the validation report to decide whether to send the e-invoice as it is or to correct the invoice data and create it again.
   Distribution Error	Resend E-Invoice	Review the E-Invoice Error field, see Recovering From Distribution Errors.
   In Peppol Queue In Avalara Queue Avalara Processing Complete		Displays the current e-invoice provider status and, in the details, the related provider notifications.

   In addition, the component evaluates the E-Invoice Provider Status. Every error reported by the distribution provider – Send Error, Receiver Error, Conversion Error, Validation Error – offers the action button Resend E-Invoice.

Recovering From Distribution Errors

The status Distribution Error indicates that the e-invoice has reached the distribution provider but could not be processed or delivered there. The produced e-invoice file itself is usually intact – you can send it again without creating it anew. For the status preconditions of the e-invoice actions, see E-Invoice Status Transitions.

1. Open the detail view of the invoice whose distribution has failed.

2. Review the E-Invoice Error field and the related provider notifications to identify the cause.

   For Avalara ELR, you can additionally check the document status and consult the Avalara Cockpit.

3. Resolve the cause.

   Cause	Resolution
   Wrong or missing invoice data, like an incorrect recipient address or scheme	Correct the invoice data, then create the e-invoice again, see Creating E-Invoices.
   Problem in the provider configuration, like an inactive Avalara ELR country mandate or one that does not match the recipient country	Have your administrator correct the configuration, see Setting Up Avalara ELR. The e-invoice file does not have to be created again.
   Temporary problem at the distribution provider	Wait, then send the e-invoice again.

4. Send the e-invoice again, see Sending E-Invoices.

   This transfers the e-invoice to the Peppol Network or Avalara ELR again, and the E-Invoice Status changes to In Peppol Queue or In Avalara Queue.