Billing Company eInvoicing Registration

Description

A number of changes have been made to the Billing > Maintenance > Billing Company > Billing Company Entry screen to enable the triggering of a registration process that must be performed prior to a Billing Company being able to deliver invoices via eInvoicing and to update any subsequent changes to the Billing Company information that may affect the registration information.

The registration process is required so that the PEPPOL gateway can identify the sender of eInvoices and can establish that the sender is linked to an account that allows use of the gateway.

To enable the ability to register a Billing Company for eInvoicing, a new tab labelled eInvoicing has been added to the Billing Company Entry screen, as shown in the example below.

The fields and actions on the eInvoicing tab are described below.

Field/Action	Description

Field/Action	Description
PEPPOL ID	Displays the identifier that uniquely identifies the Billing Company as a valid sender on the PEPPOL (eInvoicing) network. This field is display-only and is automatically populated for information purposes when the eInvoicing registration process has been completed (for more information, see Configuration below).
Company ID	Displays a unique ID that identifies the Billing Company as an entity that is linked to the Access Workspace ID that has been issued to your business. This field is display-only and is automatically populated for information purposes when the eInvoicing registration process has been completed (for more information, see Configuration below).
Access Point Provider	Displays the name of the gateway that is facilitating connection to the PEPPOL network. This field is display-only and is automatically populated for information purposes when the eInvoicing registration process has been completed (for more information, see Configuration below).
Workspace ID	Displays the Access Workspace ID that has been provisioned to your business to enable eInvoicing. This field is display-only and is automatically populated for information purposes.
Bank Account Details
This section of the screen provides fields for capturing the details of the bank account into which debtors must pay invoices that are issued by the Billing Company. A complete set of bank account details must be recorded before you can register a Billing Company for eInvoicing because the banak account details must be populated as part of the data that is sent when delivering invoices through eInvoicing.
Registration
Registration Status	Displays one of the following to indicate the current eInvoicing status of the Billing Company: Not Initiated - indicates that the registration process has never been initiated. Initiated - indicates that the registration process has been initiated but a success or failure response is yet to be received. Registered - indicates that the registration process has been successful. Update Initiated - indicates that the Billing Company details have been updated and saved since the registration process was triggered and an update has been triggered automatically to synchronize the updated details. Failed - indicates that the registration process was triggered, either manually to register the Billing Company initially or automatically because of saving changes to the Billing Company, but the registration process failed. If this status applies, any error messages that are returned because of the failed registration attempt are displayed in the Registration Errors field. For more information about the registration process, see Configuration below.
Registration Errors	If the registration process fails, this field displays any error messages that have been returned due to the failed registration request. The error messages can be used to aid troubleshooting of the registration process. For more information about the registration process, see Configuration below.
	Triggers the registration process. This button is enabled only when all the following applies: a Workspace ID has been provisioned (i.e. the Workspace ID field is not blank). the registration status is Not Initiated or Failed. For more information about the registration process, see Configuration below.
	Retrieves the latest status for all invoices for the Billing Company, where the invoices have been delivered as an eInvoice from FastTrack360 but the eInvoicing Status has not updated from Submitted to OK or Error to indicate successful delivery or a delivery failure respectively. For more information, see eInvoicing Status.

Additional Mandatory Fields

To allow a Billing Company to be registered for eInvoicing, a number of pre-existing fields on the Billing > Maintenance > Billing Company > Billing Company Entry screen, which are otherwise not mandatory, are required to be filled in because the corresponding information is required to be sent as part of the invoice data that is transmitted when an invoice is delivered via eInvoicing.

Therefore, values must be provided in the following fields before a Billing Company can be registered for eInvoicing:

All fields except for Address Line 2 under Billing Company Entry > Contact Details
Taxation No under Billing Company Entry > Additional Details > Taxation Numbers.

Benefits

This enhancement facilitates the ability for Billing Companies in the Billing module to register with the eInvoicing gateway provider as a sender of invoices and it also allows the registration details to be synchronized in the event that Billing Company details are updated in FastTrack360.

Changes to make some existing fields mandatory and to capture additional information on the Billing Company record ensure that information that is mandatory when sending an eInvoice is captured and can therefore be sent when an invoice is delivered through eInvoicing.

Configuration

Each Billing Company that is to deliver invoices via eInvoicing must be registered for eInvoicing before you attempt to deliver eInvoices.

Before you attempt to register any Billing Company for eInvoicing ensure that you have been provisioned with an Access Workspace ID (for more information, see What you need to do before commencing eInvoicing).

Once you have been provisioned with a Workspace ID, the ID will be displayed in the Workspace ID field on the Billing > Maintenance > Billing Company > Billing Company Entry screen for all Bill Companies that exist in your FastTrack360 environment.

Before you attempt to register a billing company for eInvoicing ensure that, if not already defined, that you have added and saved a full set of billing company details and a taxation number on the Billing Company record. For more information, see Additional Mandatory Fields above.

As part of the registration process you will need to provide the details of the bank account into which debtors must pay invoices, including the following:

account name
account number
BSB (for AU) or NCC (for NZ) that identifies the financial institution branch at which the account is held.

To initiate the registration process for a Billing Company, follow the procedure below:

Step	Action

Step	Action
1.	Navigate to Billing > Maintenance > Billing Company and search for and open the relevant Billing Company record. The Billing Company record is displayed in the Billing Company Entry screen.
2.	Click the eInvoicing tab. The eInvoicing tab is activated.
3.	In the Bank Account Details section of the eInvoicing tab, key in the details of the bank account into which debtors must pay invoices that are issued by this Billing Company.
4.	In the Registration section of the eInvoicing tab, click the Register button. The value in the Registration Status* field changes from Not Initiated to Initiated.*

Once the registration process has been initiated successfully, it may take several minutes for the Billing Company details to register and during this time the Registration Status field will continue to display Initiated. While that is the case, it is recommended that you do not make any changes to the Billing Company record.

Once the Billing Company details register successfully, the Registration Status field will update to show Registered. That indicates that the registration process is complete.

Updates to Billing Company After Successful Registration

Once the registration process has been completed successfully and the registration status is Registered, if updates are made to key fields on the Billing Company record, on save of the changes FastTrack360 automatically triggers an update of the registration details in the background as soon as the changes are saved.

When that occurs, the registration status of the Billing Company will change to Update Initiated while the update is being processed. While the status is Update Initiated, you can continue to deliver eInvoices but the previous registration details will be used until the status changes to Registered again.

An update is automatically triggered whenever changes to the following Billing Company fields are saved:

Billing Company Name
Contact Details > First Name
Contact Details > Surname
Contact Details > Phone
Contact Details > Email.

Billing Company Rounding Settings

The Billing Company rounding settings, which are configured under Billing > Maintenance > Billing Company > Billing Company Entry > Rounding, must be set to round to two decimal places at the Invoice Sub Total (Including Tax), Invoice Sub Total (Including Tax) and Invoice Tax Total, as shown in the example below.