Sending Invoices & Credit Notes Via eInvoicing

Before you commit to delivering eInvoices to a debtor from FastTrack360, please read Debtor eInvoice Processing Requirements to understand what data FastTrack360 currently supports to facilitate automatic processing of eInvoices by debtors.

Invoices and credit notes with a delivery method of eInvoicing can be sent electronically to debtors in Australia and New Zealand from FastTrack360 to a debtor’s receipting system via an eInvoicing gateway.

When an eInvoice is sent from FastTrack360, it is automatically flagged as Delivered to indicate that delivery has been actioned by a user. Unlike other delivery methods supported by FastTrack360, which cannot guarantee that an invoice/credit note was received by the intended recipient, eInvoicing supports the ability to determine if delivery was successful. Because of this, a separate eInvoicing status is maintained in FastTrack360 to track delivery status. That is, when you action the delivery of an eInvoice from FastTrack360 the eInvoicing status is initially set to Submitted. The status updates to Completed once a delivery response is received from the eInvoicing gateway if the delivery was successful. Alternatively, if the eInvoice could not be delivered, the status updates to Error.

For tracking purposes, an entry is recorded in the Invoice Log each time the eInvoicing status of a document changes.

If delivery of an eInvoice fails an error icon is displayed next to the Invoice Log menu, as highlighted in the example below, and a delivery error reason is recorded in the Invoice Log. You can refer to the error reason to determine what action to take to successfully deliver the document.

For more information, see Using the Invoice Log.

Once a document has been delivered successfully via eInvoicing (i.e. the eInvoicing status is Completed) it cannot be delivered via eInvoicing again because from that point onwards the document remains available for downloading from the eInvoicing gateway by the debtor at any time. However, it is still possible to print or send the invoice via ad-hoc email.

How to Deliver Invoices & Credit Notes Via eInvoicing

How to Distribute Invoice/Credit Notes to Debtors via Email

Using the Portal > Billing > Manage Delivery screen, search for the relevant closed invoices/credit notes.

The invoices/credit notes matching your criteria are listed in the results list.

2.

In the results list, tick the invoices/credit notes that you want to deliver and click Deliver as eInvoice.

The Deliver as eInvoice button is enabled only if all of the invoices/credit notes that you have ticked meet all the following conditions:

they have a delivery method of eInvoicing
they do not have an eInvoicing Status of Submitted or Completed.

To determine the preferred delivery method of any invoice/credit note in the results list, refer to the Delivery Method column in the list.

The Delivered flag for each selected invoice/credit note is set to Yes to indicate that delivery of the invoice has been actioned in FastTrack360.

The eInvoicing Status of each selected invoice/credit note initially changes to Submitted and then Completed once a successful delivery response is received from the eInvoicing gateway.