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Upload invoices

When you enter the Upload Invoices module, you find the query screen for registered operations, which lets you quickly locate an operation through the following filters:

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Operation
Operation identification number.
Date range
Dates on which the operations were carried out.
Receiver NIT
Tax identifier of the invoice receiver.

Click Clear to reset the filters or Search to apply them.

Once the operations from the filtered search are displayed, we find the following information per operation:

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  1. To locate a document, you can use the search bar at the top.

  2. By clicking Table, you can choose the columns that will be shown in the query table; the checked options are the ones that will be displayed.

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  3. To download an Excel file with the information of the uploaded invoices shown in the query, click the corresponding button. You will then see the following report.

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The columns of the results table are:

Status
Upload status: Approved, Pending, or Rejected.
Operation
Identification number assigned to the invoice upload.
Date
Date the invoices were uploaded.
Receiver NIT
Tax identification of the invoice receiver.
Receiver Name
Tax name of the receiver.
Documents
Number of documents included in the upload.
Total amount
Sum of the amounts of the uploaded invoices.
Actions
Allows reviewing the status tracking of the uploaded documents (see next section).

Document statuses​

To view the status tracking, click the actions button and select Document Statuses:

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This action will display the following pop-up window:

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Operation ID
Identification number of the upload operation.
Status
Upload status of the operation.
Table
Selects which columns are shown. See the following image.
Invoice ID
Identification number of each uploaded invoice.
Total invoices
Total invoices uploaded in the operation.
Invoice status
Green icon = valid in DIAN, red = rejected, other = process incomplete due to a previous rejection.
Message
Brief description of the invoice validation status.
Last update
Date of the invoice's last update.
Internal ID
Internal identifier of the document.

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Click Cancel to close this window.

Uploading invoices​

To start an invoice upload operation and later generate a mandate, follow these instructions:

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  1. Click Upload Invoices.

The Upload File pop-up window will be displayed, from which we can upload an Excel, CSV, or TXT file to the system, with a column that must contain the CUFEs of the invoices belonging to this operation.

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  1. To upload the file with the operation's invoices, click the box that indicates so.

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  1. Verify the name of the file to be uploaded.
  2. To change the operation's file, click Remove.
  3. If you need to cancel the upload, click Cancel.
  4. When finished, click Upload File.

Example upload file​

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For this example, the CUFEs of four invoices belonging to the same operation are shown. It is important to note that all documents in the same operation must have the same receiver.

Once the documents are downloaded, they can be queried in the Invoices module.