diff --git a/content/applications/finance/accounting/customer_invoices/electronic_invoicing.rst b/content/applications/finance/accounting/customer_invoices/electronic_invoicing.rst index bb2de68d30..99da1616e0 100644 --- a/content/applications/finance/accounting/customer_invoices/electronic_invoicing.rst +++ b/content/applications/finance/accounting/customer_invoices/electronic_invoicing.rst @@ -4,14 +4,14 @@ Electronic invoicing (:abbr:`EDI (electronic data interchange)`) EDI, or electronic data interchange, is the inter-company communication of business documents, such as purchase orders and invoices, in a standard format. Sending documents according to an EDI -standard ensures that the machine receiving the message can interpret the information correctly. -Various EDI file formats exist and are available depending on your company's country. +standard ensures that the system receiving the message can interpret the information correctly. +Various EDI file formats are available depending on your company's country. -EDI feature enables automating the administration between companies and might also be required by -some governments for fiscal control or to facilitate the administration. +The EDI feature allows companies to automate administrative processes. It may also be required by +some governments for fiscal control or to support administrative procedures. -Electronic invoicing of your documents such as customer invoices, credit notes or vendor bills is -one of the application of EDI. +Electronic sending of documents such as customer invoices, credit notes, or vendor bills is one +application of EDI. Odoo supports, among others, the following formats. @@ -57,65 +57,67 @@ Odoo supports, among others, the following formats. .. seealso:: :doc:`../../fiscal_localizations` -.. _e-invoicing/configuration: +.. _accounting/e-invoicing/configuration: Configuration ============= -By default, the format available in the :ref:`send window ` depends on your -customer's country. - -You can define a specific e-invoicing format for each customer. To do so, go to -:menuselection:`Accounting --> Customers --> Customers`, open the customer form, go to the -:guilabel:`Accounting` tab and select the appropriate format. - -.. image:: electronic_invoicing/customer-form.png - :alt: Select an EDI format for a specific customer +.. _accounting/e-invoicing/national-electronic-invoicing: National electronic invoicing ----------------------------- Depending on your company's country (e.g., :doc:`Italy <../../fiscal_localizations/italy>`, -:doc:`Spain <../../fiscal_localizations/spain>`, :doc:`Mexico -<../../fiscal_localizations/mexico>`, etc.), you may be required to issue e-invoicing documents in -a specific format for all your invoices. In this case, you can define a default e-invoicing format -for your sales journal. +:doc:`Spain <../../fiscal_localizations/spain>`, :doc:`Mexico <../../fiscal_localizations/mexico>`, +etc.), it may be required to issue e-invoicing documents in a specific format for all invoices. In +this case, define a default e-invoicing format for the sales journal. -To do so, go to :menuselection:`Accounting --> Configuration --> Journals`, open your sales journal, -go to the :guilabel:`Advanced Settings` tab, and enable the formats you need for this journal. +To do so, go to :menuselection:`Accounting --> Configuration --> Journals`, open the sales journal, +go to the :guilabel:`Advanced Settings` tab, and enable the formats needed for this journal. -.. _e-invoicing/generation: +.. _accounting/e-invoicing/e-invoicing format: -E-invoices generation -===================== +E-invoicing format +------------------ -From a confirmed invoice, click :guilabel:`Send & Print` to open the send window. Check the -e-invoicing option to generate and attach the e-invoice file. +By default, the available format in the :ref:`send window ` +depends on the customer's country. -.. image:: electronic_invoicing/send-window.png - :alt: The Peppol option is checked and an e-invoicing XML file is attached to the email. +To define a specific e-invoicing format for a customer, go to :menuselection:`Accounting --> +Customers --> Customers`, open the customer form, go to the :guilabel:`Accounting` tab, and select +the appropriate :guilabel:`Format` in the :guilabel:`Electronic invoicing` section. -.. _e-invoicing/peppol: +.. image:: electronic_invoicing/customer-form.png + :alt: Select an EDI format for a specific customer + +.. _accounting/e-invoicing/generation: + +E-invoice generation +==================== + +From a confirmed invoice, click :guilabel:`Send & Print`. In the :guilabel:`Send` window, enable the +country-specific e-invoicing format option (such as :guilabel:`BIS Billing 3.0` for Belgium) to +generate and attach the corresponding e-invoicing XML file. + +.. _accounting/e-invoicing/peppol: Peppol ====== The `Peppol `_ network ensures the exchange of documents and information between enterprises and governmental authorities. It is primarily used for electronic invoicing, and -its access points (connectors to the Peppol network) allow enterprises to exchange electronic -documents. - -Odoo is an **access point** and an :abbr:`SMP (Service Metadata Publisher)`, enabling electronic -invoicing transactions without the need to send invoices and bills by email or post. +its access points (connectors to the Peppol network) allow companies to send electronic documents +such as customer invoices and credit notes, and receive documents like vendor bills and refunds. -If not done yet, :ref:`install ` the :guilabel:`Peppol` module (`account_peppol`). +In this case, Odoo acts as both an **access point** and an :abbr:`SMP (Service Metadata Publisher)` +and enables electronic invoicing transactions without the need to send invoices or bills by email or +post. -.. important:: +.. note:: + - Make sure to :ref:`install ` the :guilabel:`Peppol` module (`account_peppol`). - Peppol registration is **free** and available in Odoo Community - - You can send **Customer Invoices** and **Credit Notes** and receive **Vendor Bills** and - **Refunds** via Peppol. - - You can send in one of the following supported document formats: **BIS Billing 3.0, XRechnung - CIUS, NLCIUS**. + - Supported document formats for sending include **BIS Billing 3.0, XRechnung CIUS, and + NLCIUS**. - | The following **countries** are eligible for **Peppol registration in Odoo**: | Andorra, Albania, Austria, Bosnia and Herzegovina, Belgium, Bulgaria, Switzerland, Cyprus, Czech Republic, Germany, Denmark, Estonia, Spain, Finland, France, United Kingdom, Greece, @@ -123,159 +125,206 @@ If not done yet, :ref:`install ` the :guilabel:`Peppol` module Monaco, Montenegro, North Macedonia, Malta, Netherlands, Norway, Poland, Portugal, Romania, Serbia, Sweden, Slovenia, Slovakia, San Marino, Turkey, Holy See (Vatican City State) -.. _e-invoicing/peppol-registration: +.. _accounting/e-invoicing/peppol-registration: Registration ------------ -Go to :menuselection:`Accounting --> Configuration --> Settings`. If you do not have the -Peppol module installed, first tick the :guilabel:`Enable PEPPOL` checkbox and then **manually -save**. - -.. image:: electronic_invoicing/peppol-install.png - :alt: Peppol module installation +To register to Peppol, go to :menuselection:`Accounting --> Configuration --> Settings` and scroll +to the :guilabel:`PEPPOL Electronic Document Invoicing` section. -Fill in the following information: - -- :guilabel:`Peppol EAS`. This is the Peppol Electronic Address Scheme and usually depends on your - company's country. Odoo often prefills this with the most commonly used EAS code in your country. - For example, the preferred EAS code for most companies in Belgium is 0208. -- :guilabel:`Peppol Endpoint`. This is usually a Company Registry number or a VAT number. -- :guilabel:`Phone Number`, including the country code (e.g., `+32` in Belgium) -- :guilabel:`Primary contact email` +By default, Peppol is set to demo mode in Odoo. :ref:`Demo +` mode simulates Peppol transactions without +affecting real data, while :ref:`live ` mode +is used in production environments. -.. seealso:: - - `Peppol EAS - European Commision `_ - - `Peppol Endpoint - OpenPeppol eDEC Code Lists `_ - (open the "Participant Identifier Schemes" as HTML page) +.. _accounting/e-invoicing/peppol-registration-demo: -If you are migrating from another access point, insert the :guilabel:`Migration key` from the -previous provider. +Demo mode +~~~~~~~~~ -.. image:: electronic_invoicing/peppol-settings.png - :alt: Configuration for peppol +Registering in demo mode allows for a complete simulation of the Peppol workflow in Odoo, including +invoice sending and receiving, and bill receiving. However, no communication with the Peppol network +occurs, so actions like partner verification are not performed. -Finally, click :guilabel:`Validate registration`. If you want to explore or demo Peppol, you can -choose to register in :guilabel:`Demo` mode. Otherwise, select :guilabel:`Live`. +The following fields in the :guilabel:`PEPPOL Electronic Document Invoicing` section are generally +prefilled with demo data. Update or complete them as needed: - .. image:: electronic_invoicing/peppol-demo-mode.png - :alt: Peppol demo mode selection +- :guilabel:`Peppol EAS`: Peppol Electronic Address Scheme, which usually depends on the + company's country. This field is often prefilled with your country's most commonly used EAS code. + For example, the preferred EAS code for most companies in Belgium is `0208`. +- :guilabel:`Peppol Endpoint`: usually a Company Registry number or a VAT number +- :guilabel:`Mobile Number`, including the country code (e.g., `+32` in Belgium) +- :guilabel:`Primary contact email` -.. note:: - When testing Peppol, the system parameter `account_peppol.edi.mode` can be changed to `test`. - Then, a radio button appears with the option to register on the test server. +To set the demo mode, click :guilabel:`Validate registration (Demo)`. The :guilabel:`Application +status` is then :guilabel:`Active (Demo)`. - .. image:: electronic_invoicing/peppol-system-parameter.png - :alt: Peppol test mode parameter +.. tip:: + For **advanced users only**, running tests on Peppol's test network is possible using the test + mode. The server allows users to register on Peppol and to send/receive test invoices with other + participants. To do so, follow these steps: + + #. To deregister from the demo mode, go back to the :guilabel:`PEPPOL Electronic Document + Invoicing` section and click :guilabel:`Deregister from Peppol`. + #. Enable :ref:`developer mode `, open the Settings app, go + to :menuselection:`Technical --> System Parameters`, and search for + :guilabel:`account_peppol.edi.mode`. + #. Open the parameter and change the :guilabel:`Value` to `test`. + #. Go back to the :guilabel:`PEPPOL Electronic Document Invoicing` section; and click + :guilabel:`Validate registration (Test)`. + #. Update the :guilabel:`Mobile Number` and click :guilabel:`Verify mobile number` to verify it. + +.. _accounting/e-invoicing/peppol-registration-production: + +Production mode +~~~~~~~~~~~~~~~ + +To switch from the demo mode to the production mode, follow these steps: + +#. To deregister from the demo mode, go back to the :guilabel:`PEPPOL Electronic Document Invoicing` + section and click :guilabel:`Deregister from Peppol`. +#. Enable :ref:`developer mode `, open the Settings app, go to + :menuselection:`Technical --> System Parameters`, and search for + :guilabel:`account_peppol.edi.mode`. +#. Open the parameter and change the :guilabel:`Value` to `prod`. +#. Go back to the :guilabel:`Peppol Electronic Document Invoicing` section, and fill in the + following information: + + - :guilabel:`Peppol EAS`: Peppol Electronic Address Scheme, which usually depends on the + company's country. This field is often prefilled with your country's most commonly used EAS + code. For example, the preferred EAS code for most companies in Belgium is `0208`. + - :guilabel:`Peppol Endpoint`: usually a Company Registry number or a VAT number + - :guilabel:`Mobile Number`, including the country code (e.g., `+32` in Belgium) + - :guilabel:`Primary contact email` + - :guilabel:`Migration key`: If you are migrating from another access point, copy the key from + the previous provider. + + Then, click :guilabel:`Validate registration`. - .. image:: electronic_invoicing/peppol-test-mode-settings.png - :alt: Peppol test mode selection +.. seealso:: + - `Peppol EAS - European Commision `_ + - `Peppol endpoint - OpenPeppol eDEC Code Lists `_ + (open the "Participant Identifier Schemes" as HTML page) -Now, you can request a verification code to be sent to you by clicking :guilabel:`Verify phone -number`. +To request and receive a verification code, follow these steps: -.. image:: electronic_invoicing/peppol-registration-verify.png - :alt: phone validation request verification +#. Click :guilabel:`Verify phone number` in the :guilabel:`PEPPOL Electronic Document Invoicing` + section. -A text message containing a code is sent to the phone number provided to finalize the verification -process. + .. image:: electronic_invoicing/peppol-registration-verify.png + :alt: phone validation request verification -.. image:: electronic_invoicing/phone-registration.png - :alt: phone validation +#. A text message containing a code is sent to the mobile number provided to finalize the + verification process. +#. Enter the code and click :guilabel:`Confirm`. +#. The registration is then pending activation. +#. Select another purchase journal in the :guilabel:`Incoming Invoices Journal` field if necessary. -Once you enter the code and click :guilabel:`Confirm`, you can see that your registration is pending -activation. From this point onwards, the default journal for receiving Vendor Bills can be set. + .. image:: electronic_invoicing/peppol-registration-pending.png + :alt: pending application -.. image:: electronic_invoicing/peppol-registration-pending.png - :alt: pending application +#. The registration should be automatically activated within a day. -It should be automatically activated within a day. + .. tip:: + To manually trigger the scheduled action used to check the Peppol registration status, enable + :ref:`developer mode `, open the Settings app, go to :menuselection:`Technical + --> Scheduled actions`, and search for :guilabel:`Peppol: update participant status`. Open the + scheduled action, then click :guilabel:`Run Manually`. -.. tip:: - It is also possible to manually trigger the cron that checks the registration status by going to - :menuselection:`Settings --> Technical --> Scheduled Actions --> PEPPOL\: update participant - status`. +#. The application status should be updated to :guilabel:`Active` soon after registering on Peppol. -Your application status should be updated soon after you are registered on the Peppol network. + .. image:: electronic_invoicing/peppol-registration-active.png + :alt: active application -.. image:: electronic_invoicing/peppol-registration-active.png - :alt: active application +All invoices and vendor bills can then be sent directly using Peppol. -All invoices and vendor bills can now be sent directly using the Peppol network. +.. _accounting/e-invoicing/contact-verification: Contact verification -------------------- -Before sending an invoice to a contact using the Peppol network, it is necessary to verify that they -are also registered as a Peppol participant. +Before sending an invoice to a contact using Peppol, make sure the contact is registered as a Peppol +participant. To do so, follow these steps: + +#. Go to :menuselection:`Accounting --> Customers --> Customers` and open the customer's form. +#. In the :guilabel:`Accounting tab`, check the following information in the :guilabel:`Electronic + Invoicing` section: -To do so, go to :menuselection:`Accounting --> Customers --> Customers` and open the customer's -form. Then go to :menuselection:`Accounting tab --> Electronic Invoicing`, select the correct -format, and make sure their :guilabel:`Peppol EAS code` and the :guilabel:`Endpoint` are filled in. -Then, click :guilabel:`Verify`. If the contact exists on the network, their Peppol endpoint validity -is set to Valid. + - :guilabel:`Format`: :guilabel:`BIS Billing 3.0`, :guilabel:`XRechnung CIUS`, or + :guilabel:`NLCIUS`. + - :guilabel:`Peppol e-address (EAS)`: Select the relevant EAS code in the dropdown list. + - :guilabel:`Peppol Endpoint`: Enter the customer's endpoint identifier. -.. image:: electronic_invoicing/peppol-contact-verify.png - :alt: verify contact registration +#. Click :guilabel:`Verify`. If the contact is found on the Peppol network, its :guilabel:`Peppol + endpoint validity` is marked as :guilabel:`Valid`. + + .. image:: electronic_invoicing/customer-form.png + :alt: verify contact registration .. important:: - While Odoo prefills both the EAS code and the Endpoint number based on the information available + While Odoo prefills both the EAS code and the endpoint number based on the information available for a contact, it is better to confirm these details directly with the contact. -It is possible to verify the Peppol participant status of several customers at once. -To do so, go to :menuselection:`Accounting --> Customers --> Customers` and switch to the list view. -Select the customers you want to verify and then click :menuselection:`Actions --> Verify Peppol`. +.. _accounting/e-invoicing/send-invoices: Send invoices ------------- -Once ready to send an invoice via the Peppol network, simply click :guilabel:`Send & Print` on the -invoice form. To queue multiple invoices, select them in the list view and click -:menuselection:`Actions --> Send & Print`; they will be sent in a batch later on. Both -:guilabel:`BIS Billing 3.0` and :guilabel:`Send via PEPPOL` checkboxes need to be ticked. +To set Peppol as a default format for sending invoices, go to :menuselection:`Accounting --> +Configuration --> Settings`. In the :guilabel:`Customer Invoices` section, enable the +:guilabel:`Peppol format` option and :guilabel:`Save`. -.. image:: electronic_invoicing/peppol-send-print.png - :alt: Send peppol invoice +Posted invoices sent via Peppol are marked as :guilabel:`Ready to send` in the invoice's +:guilabel:`Peppol status` field. -Posted invoices that can be sent via Peppol are marked as :guilabel:`Peppol Ready`. -To display them, use the :guilabel:`Peppol Ready` filter or access the Accounting dashboard and -click :guilabel:`Peppol ready invoices` on the corresponding sales journal. +.. note:: + All invoices that are ready to be sent via Peppol can be viewed in the following ways: -.. image:: electronic_invoicing/peppol-ready-invoices.png - :alt: Filter Peppol ready invoices + - In the :guilabel:`Invoices` list view, use the :icon:`oi-settings-adjust` (:guilabel:`adjust + settings`) icon to add the :guilabel:`Peppol status` column or apply the :guilabel:`Peppol + Ready` filter in the search bar. + - In the Accounting dashboard, click :guilabel:`Peppol ready invoices` on the relevant sales + journal. -Once the invoices are sent via Peppol, the status is changed to :guilabel:`Processing`. The -status is changed to `Done` after they have been successfully delivered to the contact's Access -Point. +To send the invoice to the customer via Peppol, click :guilabel:`Send & Print` on the confirmed +invoice form. In the :guilabel:`Send` window, enable both :guilabel:`BIS Billing 3.0` and +:guilabel:`Send via PEPPOL`. + +.. tip:: + :ref:`Multiple invoices ` can also be sent in batches via Peppol. + +.. image:: electronic_invoicing/peppol-send-print.png + :alt: Send peppol invoice + +Once the invoices are sent via Peppol, the :guilabel:`Peppol status` is changed to +:guilabel:`Processing`. .. image:: electronic_invoicing/peppol-message-processing.png :alt: Peppol message status -.. tip:: - By default, the Peppol status column is hidden on the Invoices list view. You can choose to have - it displayed by selecting it from the optional columns, accessible from the top right corner of - the Invoices list view. +The status is updated to :guilabel:`Done` once the invoices have been successfully delivered to the +contact's access point. -A cron runs regularly to check the status of these invoices. It is possible to check the status -before the cron runs by clicking :guilabel:`Fetch Peppol invoice status` in the corresponding -sales journal on the Accounting dashboard. +.. tip:: + To manually trigger the scheduled action used to check the invoices' status, click + :guilabel:`Fetch Peppol`. .. image:: electronic_invoicing/peppol-fetch-message-status.png :alt: Fetch invoice Peppol status +.. _accounting/e-invoicing/receive-vendor-bills: + Receive vendor bills -------------------- -Once a day, a cron checks whether any new documents have been sent to you via the Peppol network. -These documents are imported, and the corresponding vendor bills are created automatically as -drafts. +New documents received via Peppol are checked daily. Any received documents are automatically +imported, and corresponding vendor bills are created as drafts, appearing in the vendor bills list +view. -.. image:: electronic_invoicing/peppol-receive-bills.png - :alt: peppol receive bills - -If you want to retrieve incoming Peppol documents before the cron runs, you can do so from the -Accounting dashboard on the main Peppol purchase journal that you set up in the settings. 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Factur-X integration with Chorus Pro` (`l10n_fr_facturx_chorus_pro`) module. -#. :ref:`Register ` with Peppol, as invoices are sent from Odoo to - Chorus Pro via the :ref:`Peppol ` network. +#. :ref:`Register ` with Peppol, as invoices are sent + from Odoo to Chorus Pro via the :ref:`Peppol ` network. #. If you don’t already have a Chorus Pro account, go to the `Chorus Pro `_ page, click :guilabel:`Créer un compte`, and create one. @@ -158,7 +158,7 @@ To send invoices to Chorus Pro, follow these steps: Once the invoice is sent, the Peppol status of the invoice is updated to :guilabel:`Done`. .. seealso:: - :ref:`Peppol ` + :ref:`Peppol ` .. _localizations/france/fec: