Colombia: Document Receipt

1. OPERATION

Document receipt flow for Colombia

1. The provider has the possibility 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 when 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 through the Upload option, both processes execute the schema, signature validations, and validation with the ET (Tax Authority).

2. The Gosocket portal downloads and processes this document. When it is a tax document, it enters a validation process.

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:

a. 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 shown in the iconography , additionally, the reason for rejection is indicated in the document's notes.

b. Successful: The document complies with the tax format, in that case it continues with the next validation.

4. The document's electronic signature is validated, this to ensure it has not been altered. From this validation, one of the following results can be obtained:

   1. Failed: This means the document has been altered, so it will be registered in Gosocket with rejected status and the red exclamation symbol will be shown in the iconography , additionally, the reason for rejection is indicated in the notes of the document preview.
   2. Successful: If the digital signature validation is successful, it continues with the receipt flow.

5. Then, the Tax Authority is queried to check whether the document exists. From this validation, one of the following results can be obtained:

a.   Document not found in the ET (Failed)

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

If the document is not yet registered in the ET or there is unavailability of the query service, the Automatic Retries are performed as follows:

• The system performs 30 automatic attempts every 10 minutes.
• If after the 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 during these retries the document is found, its status is updated and the process continues.

Note: For each retry query in 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 the icon is assigned to it .

c. Document has an internal exception by Gosocket ❗

When performing the validation query with the Tax Authority for the document and Gosocket fails to connect with the ET service or there are communication errors with the service, the document's status changes to ERROR and the icon ❗is assigned to it.

d. Document has a notice from the ET: The NIT of the document's receiver contains a check digit

If the document exists in the ET, but the ET responds: “The NIT of the document's receiver contains a check digit”, its status changes to ALERT and the icon is assigned to it, which will indicate that commercial events CANNOT be applied to the document.

and in the Notes section of the document, a record with the respective description will be left:

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 iconography

7. Once the document has been received and validated, the mercantile or commercial acknowledgments that are necessary can be issued according to your criteria. (This is explained in more detail in the Commercial Acknowledgments section)

a. Options Button (Manually reprocess document)

Additionally, a button was implemented in Inbox that allows manually reprocessing tax documents that have “ERROR” status ❗ and  “Not Available in ET” .

This button allows performing a reprocessing of the different validations of the receipt process and we will find it in the following path as applicable:

• Inbox/Received/Options/Actions/Reprocess document without validating schema.
• Inbox/Received/Options/Actions/Reprocess document without validating signature.
• Inbox/Received/Options/Actions/Reprocess document.

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

Within this menu you will find the Reprocess document option, which will allow the user to start reprocessing documents that remained in Not Available in ET or ERROR ❗ .

Next, a pop-up window will be shown 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 shown for each retry obtained from the tax authority and its record will remain in the document preview in the notes section as we see below:

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

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2. SENDING METHOD

As already indicated, the solution performs the processing of documents, where once the document is received, the validation process begins.

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

a. Manual upload of the XML through the Gosocket Upload

b. Exchange mailbox

a. Manual upload of the XML 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 already indicated, the solution performs the processing of documents, where, once the document is received, it begins with the validation process.

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

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

2. When clicking the “Details” button, a popup will be shown with the “Error Detail” identifying the possible errors that the XML file manually uploaded through this option may contain, and otherwise, if the document has no errors, a detail will be shown 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 the manual XML upload

• In a single upload, up to n XML files can be uploaded.
• The same schema, signature, availability at the Tax Authority, and certificate validations that are performed through the exchange mailbox will be carried out.
• The tax documents stipulated by the Tax Authority must be sent in XML format.

The tax documents that can be received are:

• Electronic Sales Invoice.
• Electronic export sales invoice.
• Credit Note.
• Debit Note.
• Electronic payroll.
• Support document.

b. Exchange mailbox

The mailboxes that must be used are:

• Sandbox: co_sbx@inbound.gosocket.com
• Production**:** co@recepcionprd.gosocket.net

i. Considerations for the exchange mailbox

It is important to consider the following points for sending documents, since 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 Sales Invoice.
• Electronic export sales invoice.
• Credit Note.
• Debit Note.
• Electronic payroll.
• Support document.

1. They can be sent individually or several XMLs in a single email.
2. Several compressed XMLs 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 has the ability to process the graphic representation PDF in case it is included, and attached documents that arrive at the mailbox where, once received, they are stored by associating them with their respective document, allowing the download 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: Factura12345.xml, Factura12345.pdf, it is understood that the .pdf file is the graphic 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 attached file of any extension, they are associated as attached documents.

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

• For sending attachments, it is recommended to send each DTE (Electronic Tax Document) with its attachments separately, since if more than one XML document arrives, only the graphic representation will be stored as long as the PDF file has the same name as each corresponding XML; the rest of the attached files 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 has been sent; for example, if the XML is sent without attachments, another email with attached documents (PDF, Excel, Word, etc.) can be sent afterward, 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 to issue the acknowledgment for these documents.

Currently there are 4 commercial acknowledgments for received documents:

1. Acknowledgment of receipt of the Electronic Sales Invoice.
2. Express Acceptance.
3. Receipt of goods or provision of service.
4. Claim of Electronic Sales Invoice.

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

The commercial acknowledgment has the purpose of validating 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 that we will explore below.n

a. Options Button (Received Documents)

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

1. Section to mark one or several documents in order to generate the different available actions.
2. Options menu where the functionality to generate the commercial acknowledgment will be located.

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

• Acknowledgment of receipt of the Electronic Sales Invoice.
• Express Acceptance: This option can only be used once an acknowledgment of receipt of goods or services has been issued.
• Receipt of goods or provision of service.
• Claim of Electronic Sales Invoice.

When entering any of the Acknowledgments, a pop-up window will be shown with a form to leave a comment. You can also enter an additional email so that a copy of the Acknowledgment arrives and, in the case of the claim acknowledgment, a list with the rejection types (**).

This event will be shown within the document preview in the notes section, and the XML of the event sent to the Tax Authority will be shown in the attachments section as shown below:

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b. Apply commercial acknowledgments from the document preview

These events can also be generated from the document preview in Inbox that we will explore below.

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

c. Iconography 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 informs about the issuance of the acknowledgment on a document, which can be shown in two scenarios:

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

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

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

3. Acceptance or claim of the document:  For acceptance, whether express or tacit, an icon with a hand pointing up in green color will be shown; in case of rejection, 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. QUERY OF DOCUMENTS RECEIVED 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 result. **
2. Display order control, with which you can modify the way the search results are presented. **
3. List of options linked to the export, commercial responses, and internal movements of the Electronic Documents. **
4. Display section with the detail of the search result and representative iconography of the most relevant status changes. **

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

Once the document search has been performed in the main grid, the list of received documents that met the established search criteria will be shown; 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. Approved receipt of goods
6. Accepted by client, Rejected by client

In the status column (1), the result of the applied validations will be shown, as explained in the Operation section.

Icon	Status	Validation
	VALIDATED	Document approved by the ET
	REJECTED*	Document rejected by the ET
	Not Available in ET	Document does not exist in the ET
❗	ERROR*	Document Rejected or internal exception by Gosocket
	ALERT*	Does not allow commercial events to be performed on the document.

* Note: When clicking on the document, the document preview will open where you can review the notes related to the reason for rejection.

* Note: for the case in which the document remains in “ERROR” status, the user can reprocess it through the actions, with the objective of performing the schema, signature, or ET validations again. This process is explained in detail in the “Options Button (Manually reprocess document)” section.

* Note: Document has a notice from the ET: The NIT of the document's receiver contains a check digit

If the document exists in the ET, but the ET responds: “The NIT of the document's receiver contains a check digit”, its status changes to ALERT and the icon is assigned to it, which will indicate that commercial events CANNOT be applied to the document.

and in the Notes section of the document, a record with the respective description will be left:

Finally, if additional documents were sent in the email, these 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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