Inbound invoice processing

This section provides an overview of the entire e-invoicing inbound process. Remember that not all functionality is in place while development continues.

Process overview

Inbound e-invoicing process

1. The e-document, such as invoices and credit memos, is sent by the supplier.
2. The e-document moves through the relevant platforms such as OD, PDP, or PPF.
3. The e-document is captured by the Sage Network.
4. The e-document is retrieved by Sage X3 from the Sage Network and stored in a temporary table.
5. The e-document is mapped to the Sage X3 data, such as supplier, site, and so on, in the temporary table.
6. The e-documents are created in Sage X3 from the temporary table.

Supplier e-invoice mapping

Open: Declarations > E-invoicing > Receiving > Supplier e-invoice mapping

Overview

The objective of this function is to drive, when possible, the automatic determination of the Sage X3 data from the XML. For example, the determination of the Sage X3 supplier from the supplier’s name, tax ID, or the EU tax number.

Remember that this process assumes that inbound e-invoices were collected by Sage X3 from the Sage Network. This process is not yet available in release 2023 R2 but you can simulate the process (see the Appendix).  For each inbound e-invoice, Sage X3 creates a record in the temporary table using properties parsed from the XML file using the XML designer. The initial status is To be mapped.

The standard process is not completely automated. The objective is to initiate the creation of the invoices, in the relevant module, with their header and a generic line. You need to complete the transaction using the current process. For AP invoices, allocate amounts to different accounts and/or dimensions. In the Purchasing module, reconcile with receipts, orders, or invoices. 

If the mapping is not successful, the record status of the record changes from To be mapped to Incomplete mapping and you need resolve the issues. (see Supplier e-invoice generation). If the mapping is successful, either completed automatically or manually, the record status changed to Mapped and the record is ready for the next step, which is creating the invoice in the relevant module.

Mapping rules

Mapping rules rely on the following information that is required to create the e-invoice.

Property	Determination
Company	Sage X3 code from the company name, the tax ID and the EU VAT no. in the XML file. Settings are available to manage duplicates.
Site	Sage X3 code the site name, the tax ID, or the EU VAT no. in the XML file. Settings are available to manage duplicates.
Supplier	From the supplier name, the tax ID, or the EU VAT no. in the XML file. Settings are available to manage duplicates.
Module	From settings associated with the supplier.
Date	Date record was created in the temporary table.
Currency	Retrieved from the ISO code in the XML file.
Invoice type	From the supplier invoice type.
BP invoice date	Directly parsed from the XML file.
BP invoice no.	Directly parsed from the XML file.
Order no.	Directly parsed from the XML file header.
Tax excl. amount	Directly parsed from the XML file.
Tax amount	Directly parsed from the XML file
Tax incl. amount	Directly parsed from the XML file

You can define how duplicates are managed. For example, 2 different suppliers in Sage X3 match identifiers in the XML, you can accept the first result the system finds or trigger an error.

Supplier e-invoice generation

Open: Declarations > E-invoicing > Receiving > Supplier e-invoice generation

The inbound e-invoice process, from the retrieving of e-invoices from the Sage Network up to creating e-invoices, rely on the temporary tables. You first select the e-invoices you want to see and act on.

You can:

• Get lists of e-invoices and access to the attached documents.

• Complete the mapping if not done.

• Trigger the generation of the invoices. For this generation, the import / export templates used are EINVBISIMP for AP invoices, and EINVPIHIMP for Purchasing invoices.

You can restrict access to a subset of sites and/or companies using the standard functional rights. The generation of the invoices can be run manually or automatically using recurring tasks on a custom schedule. Only e-invoices fully mapped are processed.