The Billing module includes an Invoice Log feature that records certain events pertaining to the delivery of invoices/credit notes to debtors. An entry is written to the Invoice Log whenever a user performs any of the following actions:
prints an invoice/credit note
previews an invoice/credit note
emails an invoice/credit note
sets the Delivered flag for an invoice/credit note manually.
For documents delivered via eInvoicing (AU and NZ only), an entry is also written to the Invoice Log each time the eInvoicing status of the document changes from Submitted to Completed or Error. For more information, see eInvoicing Status below.
The Invoice Log can be used as a means to help identify and fix problems with delivery of invoices/credit notes. For example, if a debtor claims to have not received an invoice that was due to be paid, you can refer to the Invoice Log to check the following:
if the invoice was printed, emailed or sent to the debtor by some other method
which staff member was responsible for delivering the invoice
date and time the invoice was flagged as Delivered by the system.
If the Invoice Log shows that a staff member emailed the invoice to the debtor, and thereby flagged the invoice as Delivered, it may be the case that a network problem may have prevented the email from being physically received by the debtor, or the email address of the debtor may be incorrect. Steps can then be taken to fix the problem and the invoice can be resent to the debtor.
eInvoicing Status
For documents that are delivered via eInvoicing, when a user actions the delivery of an eInvoice from the Manage Delivery screen, the Delivered flag for each selected document is set to Yes to indicate that delivery has been actioned. A separate eInvoicing status is tracked to determine if the document 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:
To determine the reason why a delivery error occurred, refer to the Delivery Error Reason column on the Invoice Log screen. For more information, see Common eInvoicing Errors below. |
Common eInvoicing Errors
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. |
Invoice Log Screen
Invoice Log entries can be viewed in the Invoice Log screen. If you have security permission to distribute invoices to debtors, you can access the Invoice Log screen by navigating to Billing > Invoice Log.
The Invoice Log screen consists of the following sections:
a search section that allows you to specify search criteria identifying the invoice(s) for which you want to be Invoice Log entries
a results list that lists log entries matching the search criteria you specify in the search section of the screen.