FastTrack360 Version 12 Online Help
Invoice Log Enhancements to Support eInvoicing
- Max Ciereszko
Description
The Invoice Log, which captures actions that users invoke on invoices and credit notes from the Billing > Manage Delivery screen, has been enhanced to support the introduction of eInvoicing capability in FastTrack360.
Each time a user actions the delivery of an invoice via eInvoicing, an action is recorded and can be searched for and viewed on the Invoice Log screen. Once delivery has been actioned, the eInvoice will transition through eInvoicing statuses that determine if the invoice was delivered successfully to the PEPPOL network. Each time there is a transition in the eInvoicing status, a new entry is also created in the Invoice Log (for more information, see eInvoice Status below.
To cater for this, a number of enhancements have been made to the Billing > Invoice Log screen.
Invoice Log Screen Search Enhancements
Enhancements have been made to the Search section of the Billing > Invoice Log screen to cater for searching for instances of invoice delivery via eInvoicing.
The existing Delivery Method field, which is only available if the Delivery Status field is set to Yes, has been enhanced to include an option labelled eInvoicing so that it is possible to search for actions related to delivery of invoices via eInvoicing.
If the Delivery Method field is set to the eInvoicing or the pre-existing Any option, an additional field labelled eInvoicing Status is also available, as shown in the example below.
The eInvoicing Status field allows searching for instances of invoices delivered via eInvoicing based on the eInvoice Status.
Invoice Log Screen Results List Enhancements
Enhancements have been made to existing columns and new columns have been added to the Results section of the Billing > Invoice Log screen to cater for listing actions relating to eInvoicing. The table below describes these enhancements.
Column Name | Description |
|---|---|
Action | This is a pre-existing column that identifies the user action that affected an invoice. For eInvoices this column displays one of the following:
|
User Name | This is a pre-existing column that identifies the user who triggered the action that affected an invoice. If the action is Sent To eInvoicing this displays the username of the user who actioned the delivery of the eInvoice from FastTrack360. If the action is Status Update this displays System User to indicate that the action was an automatic update of the eInvoice status by FastTrack360 as opposed to an action that was invoked manually by a user. |
User Type | This is a pre-existing column that identifies the type of user who triggered the action that affected an invoice. If the action is Sent To eInvoicing this displays Agency to indicate that it was an agency user who performed the action. If the action is Status Update this displays System to indicate that the action was an automatic action triggered by FastTrack360. |
Delivery Method | This is a pre-existing column that identifies the actual method that was used to deliver the corresponding invoice. This column has been enhanced to display eInvoicing if the listed action represents an instance of a user actioning the delivery of an invoice via eInvoicing. |
eInvoicing Status | This is a new column that identifies whether a success/error response is yet to be received based on the delivery of the corresponding invoice (Submitted), the delivery was successful (OK) or the delivery was not successful (Error). For more information, see eInvoice Status below. This column is blank if the delivery method is anything other than eInvoicing. |
Delivery Error Reason | This is a new column that displays any error message that may have been generated as a result of an unsuccessful attempt to deliver an invoice via eInvoicing. You can refer to this column to troubleshoot eInvoicing delivery errors. For more information, see Troubleshooting eInvoice Delivery below. |
eInvoicing No. | This is a new column that displays an alternative invoice number for an eInvoice. This can be used by FastTrack support staff to troubleshoot issues with eInvoice delivery. This column is blank if the delivery method is anything other than eInvoicing. |
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The columns are highlighted in the example below.
eInvoicing Status
When a user actions the delivery of an eInvoice from the Manage Delivery screen, the existing Delivered flag for each selected invoice is set to Yes to indicate that delivery has been actioned. A separate eInvoicing status is tracked to determine the invoice was successfully transmitted to the PEPPOL network so that the Debtor can receive it.
The table below lists and describes the eInvoicing statuses that can apply.
Status | Description |
|---|---|
Submitted | Indicates that a user has actioned the delivery of the invoice and FastTrack360 has sent the invoice but a success or failure response has not been received yet. |
Completed | Indicates that the invoice was successfully dispatched to the PEPPOL network, and can therefore be received by the Debtor, and no further action is required to deliver the invoice. |
Error | Indicates that a user has actioned the delivery of the invoice but one of the following issues occurred:
For more information, see Troubleshooting eInvoice Delivery below. |
In the initial release of FastTrack360 v12.20, the eInvoicing functionality supports the ability to deliver invoices only and delivery of credit notes via eInvoicing is not supported.
If an attempt is made to deliver a credit note via eInvoicing, the delivery will fail (i.e. the eInvoicing Status will be set to Error) and the error will be recorded in the Invoice Log.
Support for delivery of credit notes will be provided in the FastTrack360 v12.20 Patch 1 release.
The eInvoicing status of an invoice and any error messages that may result from a delivery error can be checked at any time by viewing the Invoice Log.
Failed Delivery Icon
If the delivery of an invoice via eInvoicing fails, the eInvoicing status of the invoice will be set to Error. Where that is the case, an error icon is displayed next to the Invoice Log menu option in the Billing module menu on the left-hand side of the screen. That acts as an alert that an invoice failed to be delivered and therefore that action might be required to troubleshoot the delivery.
An example of the icon is shown below.
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The icon continues to display so long as the eInvoicing status of the most-recent delivery attempt of an invoice is Error.
Troubleshooting eInvoice Delivery
If the delivery of an eInvoice should be unsuccessful for any reason, an entry is written to the Invoice Log and the following information is displayed in the columns within the Invoice Log screen:
eInvoicing Status - this column shows Error to indicate delivery was unsuccessful.
Delivery Error Reason - this column shows a reason why the delivery was unsuccessful.
The table below lists and describes the errors that can be shown in the Delivery Error Reason column of the Invoice Log screen and the course of action that should be taken if the error is experienced.
Delivery Error Reason | Cause | Action to take… |
|---|---|---|
Billing Company not registered for eInvoicing | The eInvoicing registration process has not been completed successfully for the Billing Company, which issued the invoice, in FastTrack360. | Register the Billing Company for eInvoicing before attempting to deliver the eInvoice again. |
Debtor is not registered for eInvoicing | The gateway provider could not send the eInvoice to the debtor because the debtor could not be found on the PEPPOL network. | Check that the debtor’s corporate identity number (ABN or NZBN) and Taxation Number is correct on the corresponding Debtor record in FastTrack360. If it is incorrect, you will need to do the following:
 Otherwise, if the debtor’s details are correct, check with the debtor that they have been registered as a receiving entity on the PEPPOL network. Once the debtor has confirmed that they are registered, deliver the invoice again. |
Invalid Invoice | There is a problem with the invoice data that FastTrack360 has attempted to send. | Contact FastTrack Client Services for support. |
Benefits
These enhancements complement the introduction of eInvoicing in FastTrack360 buy providing a means by which delivery of invoices through eInvoicing can be audited and delivery errors can be surfaced to users and therefore can be actioned accordingly.
Configuration
No configuration required.
Classification-Public