FAQs
EOS Electronic Invoice for Italy, using an accredited web service (IX-FE by Abletech), extends the functionalities of ERP Dynamics 365 Business Central to enable sending and receiving electronic invoices compliant with current regulations. The service is accessible via a web portal and integrated with Dynamics 365 Business Central, allowing for archiving/creation, sending and receiving, organizing, and legally storing electronic invoices.
Below is a list of questions and their respective answers related to the features provided by Eos Platform for compliance with electronic invoicing regulations:
| FAQ |
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| QUESTIONS ON THE ACTIVE CYCLE |
| QUESTIONS ON THE PASSIVE CYCLE |
| GENERAL QUESTIONS |
| Question |
Answer |
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| Questions on the active cycle | |
| Can invoices be sent in bulk or only one at a time? |
Invoices can be sent:
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| How does electronic invoicing integrate with a system where the EDI module is already active, which allows sending Invoices and Credit Notes to Customers? |
The EDI system will continue to operate in parallel with the Active and Passive Cycles of Electronic Invoicing but without any legal value. The information transmitted by the EDI system must also be reconciled with what passes through the SdI. Only the latter is fiscally valid. The EDI functionalities and those of electronic invoicing are not integrated. An invoice received via EDI can be manually linked to the XML file when it is received from the SdI. |
| Do payment method codes need to be standardized with those provided by the Tax Agency? |
Yes, in the Payment Methods table setup, the Payment Method Code for electronic documents should be filled in with the codes provided by the Tax Agency. N. B. When receiving electronic invoices (Passive Cycle): if the company uses only one payment method, it will be automatically reconciled by the system. If the company has multiple Business Central payment codes corresponding to the codes of the Tax Agency, the user will need to manually link these payments. |
| If I have sent an incorrect invoice (e.g., quantity or amount), can I reissue it? |
If the invoice has already been received by the recipient, a Credit Note must be issued. If the recipient has not received the invoice because it has been blocked by the SdI (e.g., it did not pass the checks), it can be resent. Business Central allows you to regenerate the file (with a different ID) and resend it (an ID can only pass through the SdI once). N. B. Two files with different IDs can contain the same Invoice Number reference. |
| In the case of advance payments, should advance invoices also be transmitted? | Yes, they should be transmitted as invoices in all respects. |
| How should self-invoices issued for gifts be handled? | In Business Central, you can issue a self-invoice by selecting "Self-invoicing Customer" as the Customer Name, which is the same company that issues the invoice. The generated file must have Document Type Code=TD20. This code will be recognized by the SdI as a Self-invoice. |
| How does the management of non-delivery notifications for issued invoices work? |
From within Business Central, you can check the status of document submission to the SdI. The options are: -missed delivery -receipt of delivery -rejection In the case of missed delivery, for example, you can send the invoice to the customer via email, informing them that the invoice is available in their tax drawer on the Tax Agency's website. In the case of rejection, the invoice is fiscally considered not issued. It can be resent if there is only a formal error that can be corrected and does not affect fiscal data such as amounts and VAT, or it can be reversed and reissued. In the former case, the data must be corrected from within Business Central (the Invoice Number remains the same), and a new .xml file (with a new File ID) will be generated and resent to the SdI. It is possible to correct the recipient code or payment terms and click "Save/Send Electronic Document." . |
| How should accompanying invoices be handled? |
There are two options available - Transform the cases of accompanying invoices into Delivery Notes (whose physical printing will follow the goods) + Deferred Invoice (which will be sent to the SdI in XML electronic format) or - Maintain the accompanying invoice in Business Central, whose physical printing will continue to follow the goods, and during the day, send the invoice in XML electronic format to the SdI. |
| How should those who predominantly invoice abroad behave? | They will continue to issue invoices in PDF format and send electronic invoices with recipient code XXXXXXX. |
| Is it possible to send customers both the electronic XML invoice through the SdI and the same invoice in PDF via email? | Assuming that only the XML electronic invoice conveyed through the SdI is relevant for tax and civil regulations, it is always possible, although entirely unnecessary, to continue sending the customer the PDF invoice via email. |
| Does the system check if the XML file is overwritten or regenerated? Does Business Central track invoices for which an XML file has already been created? | Inside Business Central, there is a log that monitors the sending of electronic invoices. In addition, the XML file is always attached to each invoice card and can be viewed at any time. |
| Questions about the passive cycle | |
| Is it possible to attach a .pdf invoice received to the electronic document created by Nav? | Yes, you can attach the received .pdf invoice to the Nav record. However, please note that such a .pdf has no legal value. |
| Starting from 01/07/2018, oil companies will issue electronic invoices for fuel. From that date, any company can receive electronic invoices for fuel. Is there a need to take any action to receive these invoices? How should they be stored? |
Invoices can be received both via PEC (Certified Email) and through the website of the Revenue Agency in the dedicated area. The received XML will be opened or printed, and the invoice will be manually entered into the ERP system. Storage should be done by keeping copies of all invoices (electronic and non-electronic) from the beginning to the end of the fiscal year without any gaps in numbering. |
| Is it possible to download fuel invoices from the supplier's portal (e.g., Eni) and then import them into Nav? |
Yes, it is possible. Accredited fuel suppliers, such as Eni, have provided special services, such as the ability to download electronic invoices from their portal. These invoices are manually entered into Nav and then linked to the provisional electronic document. The original .XML format can be found in the invoice header. |
| How should invoices arriving from abroad be handled? |
Many foreign suppliers are accrediting themselves with the Interchange System to be able to send electronic invoices as required by regulations. If you receive an invoice from abroad in .xml format, you can import it into Nav and reconcile it as usual. If the invoice is paper-based or received via PDF email, it will be registered in the traditional way (manually). |
| Can the passive invoice be viewed from within Nav? |
Yes, in two ways. From the page 1 Electronic Documents files:
The electronic document can also be viewed through the My Invoice application by Abletech. |
| Is specific setup required for each supplier? |
It is possible to set up for individual suppliers or groups of suppliers. A default setup can also be created that applies to all suppliers not associated with other setups. In each setup, control rules and reconciliation weights will be defined. You cannot choose which fields to map because ALL fields in the invoice are mapped to Nav fields. |
| How should an incorrect invoice (e.g., quantity, amount, etc.) be handled? |
Only public administrations (PAs) can reject invoices. A private entity cannot reject invoices. You will need to contact the supplier, and an agreement will be reached for issuing a possible Credit Note. |
| Is it possible to reject an invoice if it does not contain correct data, or can only the SdI (Interchange System) do this? |
If the data is incorrect, the IX-FE system pre-emptively rejects the invoice and notifies the issuer. This happens within seconds. Otherwise, the Interchange System will notify that the document is incorrect. Rejection by the recipient is an exclusive option of the public system. A private entity cannot reject an electronic invoice. |
| What is meant by a rejected invoice? How is rejection integrated into the management system? | If the PA is the company using NAV + Platform, it has a "Reject" button available to reject the invoice. For all private companies, the status of invoices coming from IX-FE will be marked as "Rejected." At this point, you will need to modify and reissue the same invoice or create a Credit Note and issue a new invoice. |
| How long does IX-FE take to transmit invoices to the Interchange System? | Delivery of the invoice from IX-FE to the SdI (Interchange System) happens in real-time because IX-FE operates through the SdI-COOP protocol, allowing IX-FE to "write" directly to the SdI. |
| General Questions | |
| For which versions of Nav are functionalities related to the Active Cycle, Passive Cycle, and Integration with IX-FE available? |
It is planned as a phased release, with each package focusing on a specific functionality. The solution can be installed on all versions of Nav (with some limitations for the 2009 versions, which are not aligned with current operating systems/web service protocols): NAV 2009 - Classic Client NAV 2009 R2 - RTC Client NAV 2013 NAV 2013 R2 NAV 2015, 2016, 2017, 2018 |
| How should an organization prepare to comply with the regulations? |
It is very important to act in advance and
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| If we already have an electronic storage system, at what point should we integrate it with IX-FE? |
It is possible to integrate an existing electronic storage system within a company with IX. There is a specific configuration to be done both on the IX side and the Nav side, which will allow access to IX to download and store invoices in compliance with the law. In Nav, from the List of Document Storage Movements, it is possible to mass extract documents that have already been processed. In this way, active documents are regenerated, and passive documents are created from the imported p7m files at the beginning of the passive cycle process. This allows the documents to be saved in customer/supplier folders for compliant archiving. |
| Will Abletech provide us with the recipient code? | Yes, after signing the contract, Abletech will provide the recipient code. |
| Does IX-FE check for formal errors in the XML? Does it anticipate the activities of the SdI (Interchange System)? | Yes, the intermediary performs an initial formal check on the XML file, ensuring that it complies with the requirements of the regulations. For example, it adds the data of the intermediary itself that transmits the file, normalizes nomenclature, and can assign the recipient code or PEC (Certified Email). IX also applies a digital signature (not mandatory). |
| Can invoices already received via PEC in 2018 be retrieved for compliant archiving? | If desired, IX-CE provides this service. |
| What documents should vehicles carry? | They will travel with a Delivery Note (DDT) or a copy of the immediate analog invoice. |
| Currently, we collect payment upon delivery by presenting the (accompanying) invoice. What will happen with electronic invoicing? | Nothing will change; you will need to present a copy of the immediate invoice, which will have already been sent electronically via the SdI. |
| What happens if the accompanying (paper) invoice given to the customer is rejected (does not pass the checks)? | The paper copy has no value. It is only for payment purposes. If the total on the invoice differs from what was paid, there will be an incorrect charge or credit, necessitating positive or negative adjustment. |
| What will happen when the European regulation comes into effect? | The European regulation is not yet uniform in terms of electronic invoicing obligations. Germany, for example, has no obligations in place, some countries have partial obligations towards public administrations, while others have total obligations. Italy is the only country that has extended the obligation to B2B transactions, and it had to request an extension. |
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