Reviewing E-Invoice Status

← Managing E-Invoices

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.

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.

   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.

Info

Be aware that your administrator may have disabled the validation report for warnings.

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 recreating the e-invoice.
   Created	Send E-Invoice
   Created With Warnings	Recreate E-Invoice Send E-Invoice	Review the validation report and correct the invoice data before recreating the e-invoice.
   Distribution Error	Recreate E-Invoice	Review the E-Invoice Error field.
   In Peppol Queue In Avalara Queue Avalara Processing Complete		Displays the current e-invoice provider status and, in the details, the related provider notifications.