Chile: Document Receipt

1. OPERATION

Document receipt flow for Chile

1. The provider has the option of issuing the document in two ways:
   1. The provider manually uploads the XML through the Gosocket Upload (In the section Sending Method - Manual XML Upload the conditions to be considered for sending are explained).
   2. The provider sends the XML file through the exchange mailbox (In the section Sending Method - Exchange Mailbox the conditions to be considered for sending are explained).

Note: When the document receipt channels are used, both the exchange mailbox and the manual XML upload via the Upload option, both processes run the schema validation and validation with the ET (Tax Authority).

2. The Gosocket portal handles the download and processing of this document. When it is a tax document, it enters a validation flow.

3. First, a schema validation is performed on the document to ensure it complies with the format established by the Tax Authority. Depending on the validation performed, one of the following results can be obtained:

   1. Failed: The document does not comply with the tax format, so it will be registered in Gosocket with rejected status and the red exclamation symbol will be displayed in the icon set ; additionally, the reason for the rejection will be indicated in the document's notes.
   2. Successful: The document complies with the tax format; in that case, it continues to the next validation.

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Advanced signature validation:

4. In Chile, there is NO electronic signature validation; however, Gosocket has a process called “Advanced signature validation”, which validates the integrity of the document before the ET and can be activated by requesting it from the Product team.

5. Afterwards, a query is made to the Tax Authority to check whether the document exists. From this validation, one of the following results can be obtained:

a.   Document not found (Failed)

• Indicates that the received document is not registered in the ET.
• In Gosocket, it will remain with status Not Available in ET.
• On the received documents query screen (Inbox), the icon will be displayed.

If the document is not yet registered in the ET or the query service is unavailable, automatic retries are performed as follows:

• The system performs 30 automatic attempts every 10 minutes.
• If after 30 attempts the document is still not found, it will remain permanently in Not Available in ET status, showing the following icon in the Inbox.
• If the document is found during these retries, its status is updated and the process continues.

Note: For each query retry with the ET, a record is generated in the Notes section.

b.  Document Rejected by the Tax Authority

If the document exists in the ET, but there is some reason for rejection at the Tax Authority, its status changes to Rejected and it will be assigned the icon .

c. Document in CANCELLED status

If the document exists, but the Tax Authority's response for the document's status is CANCELLED, on the Gosocket platform it is assigned a CANCELLED status and the icon is displayed in the Inbox grid.

d. Document has an internal Gosocket exception ❗

When performing the validation query with the Tax Authority for the document and Gosocket cannot connect to the ET service or there are communication errors with the service, the document's status changes to ERROR and it will be assigned the icon ❗.

e. Document found in the ET

If the document exists in the Tax Authority, the receipt flow continues.

6. If the result of the previous validations is satisfactory, the document is registered in Gosocket with Accepted status and the symbol is shown in the icon set .

7. Once the document has been received and validated, the commercial or business acknowledgments deemed necessary can be issued, as applicable. (This is explained in more detail in the section Commercial Acknowledgments).

a. Options Button (Manually Reprocess Document)

Additionally, a button was implemented in Inbox that allows manually reprocessing tax documents that have “ERROR” status ❗.

This button allows reprocessing of the different validations in the receipt process, and can be found at the following path, as applicable:

• Inbox/Received/Options/Actions/Reprocess document without schema validation.
• Inbox/Received/Options/Actions/Reprocess document.

Accompanied by a selector that, as its name indicates, will allow selecting an Electronic Document or a set of them independently.

Within this menu you will find the Reprocess document option, which will allow the user to start reprocessing documents that remained in ERROR ❗ .

Next, a pop-up window will be displayed in which the user must confirm that they want to revalidate the previously selected documents.

Once the reprocessing has been generated, a record will be displayed for each retry obtained from the tax authority, and the record will remain in the document's preview under the notes section, as shown below:

When the document changes status at the tax authority, the status icon in the received documents grid reflects this change:

2. SENDING METHOD

As previously indicated, the solution processes the documents, where once the document is received, the validation process begins.

There are two ways to carry out the document receipt process:

a. Manual XML upload through the Gosocket Upload

b. Exchange mailbox

a. Manual XML upload through the Gosocket Upload

Gosocket has a tool within the Inbox platform through which the provider can upload the document's XML file.

The access path is as follows: Main Menu > Upload > Manual Upload.

In this option, the user can select the XML file manually from the file explorer or, if preferred, drag it directly into the Manual Upload interface.

As previously indicated, the solution processes the documents, where, once the document is received, it begins the validation process.

Once the XML file is received via the manual upload option, the following will be identified:

1. How many XML files in total were received, how many were processed successfully, and how many have errors.

2. By clicking the “Details” button, a popup will be displayed with the “Error Details,” identifying the possible errors that the XML file uploaded manually through this option may contain; otherwise, if the document has no errors, a detail will be shown indicating that it was uploaded to the Gosocket platform successfully:

3. Finally, the document will be displayed in the Inbox received tray, with all validations performed.

i. Considerations for manual XML upload

• Up to n XML files can be uploaded in a single upload.
• The same schema, signature, Tax Authority availability, and certificate validations performed via the exchange mailbox will be performed.
• The tax documents stipulated by the Tax Authority must be sent in XML format.

The tax documents that can be received are:

• Electronic Receipt
• Non-Taxable or Exempt Electronic Receipt
• Electronic Purchase Invoice
• Electronic Export Invoice
• Electronic Invoice
• Non-Taxable or Exempt Electronic Invoice
• Electronic Dispatch Guide
• Electronic Invoice Settlement
• Electronic Export Credit Note
• Electronic Credit Note
• Electronic Export Debit Note
• Electronic Debit Note
• Electronic Fee Receipt*

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Note: For the receipt and handling of the Electronic Fee Receipt, please consider the following points:

• This document is issued exclusively from the Servicio de Impuestos Internos (SII) platform.
• In order for us to receive the electronic fee receipt in the Gosocket Inbox Received tray, the customer must configure the GS exchange mailbox directly on the SII platform.
• Unlike other documents, the Fee Receipt does not undergo Schema validation, nor validation with the Tax Authority.

b. Exchange mailbox

The mailboxes that must be used are:

• Sandbox: cl_sbx@inbound.gosocket.com
• Production: cl@recepcionprd.gosocket.net

i. Considerations for the exchange mailbox

It is important to keep the following points in mind when sending documents, as this will prevent them from being rejected by the application.

• The tax documents stipulated by the Tax Authority must be sent in XML format.

The tax documents that can be received are:

• Electronic Receipt
• Non-Taxable or Exempt Electronic Receipt
• Electronic Purchase Invoice
• Electronic Export Invoice
• Electronic Invoice
• Non-Taxable or Exempt Electronic Invoice
• Electronic Dispatch Guide
• Electronic Invoice Settlement
• Electronic Export Credit Note
• Electronic Credit Note
• Electronic Export Debit Note
• Electronic Debit Note
• Electronic Fee Receipt*

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Note: For the receipt and handling of the Electronic Fee Receipt, please consider the following points:

• This document is issued exclusively from the Servicio de Impuestos Internos (SII) platform.
• In order for us to receive the electronic fee receipt in the Gosocket Inbox Received tray, the customer must configure the GS exchange mailbox directly on the SII platform.
• Unlike other documents, the Fee Receipt does not undergo Schema validation, nor validation with the Tax Authority.

1. They can be sent individually or as several XML files in the same email.
2. Several compressed XML files can be sent (.zip, .rar)
3. The XML or compressed files must be attached to the main email.
4. Attached documents can be sent, such as the invoice PDF.

The solution can process the graphical representation PDFs, if included, and attached documents that arrive at the email mailbox, where once received they are stored and associated with their respective document, allowing them to be downloaded within Inbox.

The process works as follows:

• If an XML document arrives at the mailbox along with an additional PDF file with the same name, for example: Invoice12345.xml, Invoice12345.pdf, it is understood that the .pdf file is the graphical representation of the DTE (Electronic Tax Document), so it is synchronized that way in Gosocket and is available for query.
• If an XML document arrives at the mailbox with more than one attachment of any extension, they are associated as attached documents.

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Note: If there are PDF files with a name different from the XML, they will be considered attached documents.

• For sending attachments, it is recommended to send each DTE with its attachments separately, since if more than one XML document arrives, the graphical representation will only be stored as long as the PDF file has the same name as the corresponding XML; the rest of the attached documents will not be processed since there is no way to know which document to associate them with.
• Attachments can also be associated after the XML is sent; for example, if the XML is sent without attachments, another email can be sent afterwards with attached documents (PDF, Excel, Word, etc.) and these will be associated with the previously sent document, as long as the second email also includes the XML.

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3. COMMERCIAL ACKNOWLEDGMENTS

In addition to allowing the receipt and validation of tax documents, Gosocket also has the option of issuing the acknowledgment for these documents.

Currently there are 4 events related to received documents:

1. Acknowledgment of receipt
2. Receipt of the goods
3. Accepted
4. Accepted (Discrepancies)
5. Rejected

Through the use of these events, the receiver reports the receipt, acceptance, or rejection of each document.

The commercial acknowledgment is intended to validate the tax documents with the Tax Authority, and as a result, we will have a status change within our received documents tray in the Gosocket Inbox

These events can be generated from two different points in Inbox, which we will explore below.

a. Options Button (Received Documents)

Accompanied by a selector that, as its name indicates, will allow selecting an Electronic Document or a set of them independently.

1. Section to mark one or more documents in order to perform the different available actions.
2. Options menu where the commercial acknowledgment generation function is located.

Within this menu, you will find the following Commercial Acknowledgment options:

i. Acknowledgment of Receipt or Receipt of Goods Event

When selecting Acknowledgment of Receipt or Receipt of Goods, the pop-up window shown below is displayed:

1. Acknowledgment type: the information for the previously selected acknowledgment type will be displayed.
2. Location: enter the location for which the receipt-of-goods acknowledgment will be issued. For the acknowledgment of receipt, a description of the acknowledgment must be entered in this field.
3. Approval status: shows the type of approval that will be displayed on the acknowledgment of receipt.
4. Send copy to: Enter the email to which the notification that the acknowledgment of receipt was generated will be sent.
5. When finished, click Send.

ii. Accepted - Accepted (Discrepancies) - Rejected Event

1. Accepted: Produces an acceptance acknowledgment.
2. Accepted (Discrepancies): An acknowledgment of receipt is generated accepting the document with some adjustments to be made.
3. Rejected: Issues a rejection acknowledgment for the document.

Once you have selected one of these options, the following form will be displayed.

1. Acknowledgment type: the information for the previously selected acknowledgment type will be displayed.
2. Description: enter a statement explaining the selected acknowledgment type.
3. Approval status:  shows the type of approval that will be displayed on the commercial acknowledgment. In the case of Rejection (Claim), the approval status will show a list from which we can choose the reason for the rejection.
4. Send copy to: Enter the email to which the notification that the acknowledgment of receipt was generated will be sent.
5. When finished, click Send.

This event will be reflected in the document's preview under the notes section, and the XML of the event sent to the Tax Authority will be displayed under attachments as shown below:

Likewise, the Notification Event - Receipt will be shown in the document's status icon set.

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b. Applying commercial acknowledgments from the document preview

This action can be performed from the document preview via the Commercial Acknowledgment button.

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c. Icons according to the commercial acknowledgment

According to the commercial acknowledgment previously assigned, the document may show one of the following icons when queried from Received:

1. Acknowledgment of receipt of the document: This status reports the issuance of the acknowledgment for a document, which can be shown in two scenarios:

a.   Gray, which will be displayed when the document does not yet have a commercial acknowledgment.

b.   Green, which indicates that the acknowledgment was issued successfully.

2. Receipt of goods or service event: This status shows the Receipt of Goods or Merchandise Service event; if this event is not present, the icon will be in gray color.

3. Acceptance or claim of the document:  For express or tacit acceptance, an icon with a hand pointing up in green color will be shown; if it is rejected, an icon with a hand pointing down in red color will be shown; if this event is not present, the hand will be in gray color.

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For more details on executing commercial acknowledgments from the API available in this section, see the Inbox and API Manual.

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4. FUNCTIONALITY FOR CUSTOMERS IN CHILE WHO ONLY NEED TO CONTRACT RECEIPT

This functionality is designed for companies in Chile that need to contract only the document receipt service with Gosocket, while maintaining issuance with a different technology provider.

This option allows configuring an email (or mailbox) of the issuer to which the commercial events will be automatically forwarded.

The functionality is configured as follows:

• Configuration in the SII: The customer must configure the Gosocket exchange mailbox directly on the Servicio de Impuestos Internos (SII) platform.
• Configuration in the Gosocket Platform: Within the Settings section, access the Policies tab and do the following:

1. Go to the Inbox user profile option.
2. Select the Settings option
3. Enable the check "Enable for Receipt only".
4. Enter the Forwarding Email: The email address to which events arriving at the exchange mailbox should be forwarded must be registered. This email must correspond to the mailbox of the customer's issuing provider, thereby allowing that provider to receive and process the events related to the issued documents.
5. Click the  button Save.

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5. QUERYING RECEIVED DOCUMENTS FROM GOSOCKET

Once the documents have been processed by the receipt service, they can be queried from the Gosocket portal in the Inbox/Received section. **

This section shows the following screen:

1. Filters section to optimize the search results. **
2. Display order control, which allows you to modify the way search results are presented. **
3. List of options related to export, commercial responses, and internal movements of the Electronic Documents. **
4. Display section with the search result details and representative icon set for the most relevant status changes. **

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* For more information on these points, see the Inbox documentation.**

Once the document search is performed in the main grid, the list of received documents that met the established search criteria will be displayed; in this grid, in addition to relevant document information, the document status can be observed

1. Tax authority validation.
2. Distribution validation.
3. Smart Supply status validation.
4. Acknowledgment of receipt.
5. Acknowledgment of receipt of the goods or service.
6. Document acceptance or claim acknowledgment.

The status column will show the result of the validations applied, as explained in the section Operation.

Icon	Status	Validation
	VALIDATED	Document approved by the ET
	REJECTED*	Document rejected by the ET
	CANCELLED	Document cancelled in the ET
	Not available in ET	Document does not exist in the ET
❗	ERROR*	Document Rejected or internal Gosocket exception

Note: Clicking on the document will open the document preview where you can review the notes related to the reason for rejection.

Note: for cases in which the document remains in “ERROR” status, the user can reprocess it through the actions, in order to run the schema or ET validations again. This process is explained in detail in the section “Options Button (Manually Reprocess Document)”.

Finally, if additional documents were sent in the email, they will be reflected in the Attachments section within the document preview.

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For more information on the options available in this section, see the Inbox manual.

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