The Receive Electronic XML Invoices process is used to receive electronic invoices into IFS Cloud together with the invoice image and any attachments included in the received XML message.
The process of receiving an e-invoice begins with an incoming XML file. IFS Connect reads the XML file and handle the incoming e-invoice. The invoice is created with E-INVOICE creator reference in the external supplier invoice interface.
There are two alternative ways of receiving an invoice image; you can receive an xml file with an embedded invoice image or receive an xml file with a reference to an image file. If you are using a posting proposal company then the invoice can be automatically created based on the information in the received message even if the message do not contain the image. It is also possible to receive any other attachments included in the e-invoice message. The invoice image and attachments can be viewed in the external supplier invoice interface.
The external supplier invoice will be examined, checked and created. If Automatic Approval option in the Supplier/Invoice/Message Defaults tab is enabled, both the check and create steps are performed automatically. The Media Code field in the Supplier/Invoice/Message Defaults tab must have the value E-INVOICE, and the Approval User field must have a value in order to receive an e-invoice message into IFS Cloud.
The received invoice image and any attachments included in the message are automatically checked into IFS/Document Management when the invoice is created. These documents can be viewed from a number of invoice pages in IFS/Accounts Payable. To be able to check in the invoice image and attachments into IFS/Document Management information must be setup accordingly.
E-invoices can be received even if IFS/Supplier Invoice Workflow and IFS/Document Management are not installed. Received documents will then be accessible from the Manual Supplier Invoice page and the Supplier Invoices Analysis page.
If an invoice has stopped being processed (i.e. due to an error) in the receive process, the invoice can be found either in the external supplier invoice interface or in IFS/Solution Manager.
Before you start the process of receiving invoices, make sure that the basic data required (BDR) has been set up as per the instructions in the Basic Data Set Up for the Receive Electronic XML Invoices document in Topics in IFS Cloud.