Costa Rica: Document Reception

1. OPERATION

Document reception flow for Costa Rica

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 that must 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 that must be considered for sending are explained).

Note: When the document reception channels are used, both the exchange mailbox and the manual XML upload through the Upload option, both processes run the schema, signature, and validation against the TA (Tax Authority) checks.

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 that 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 shown in the iconography , additionally, the reason for rejection is indicated in the document's notes. In addition, the acknowledgment of receipt is sent to the issuer with the document's rejection.
   2. Successful: The document complies with the tax format, in which case it continues with the next validation.

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

   1. Failed: This means that 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 document's preview notes.
   2. Successful: If the digital signature validation is successful, it continues with the reception flow.

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 with the TA.
• In Gosocket it will remain with Not Available in TA status.
• In the received documents query screen (Inbox) the icon will be shown.

If the document is still not registered with the TA or the query service is unavailable, automatic retries are performed as follows:

• The system performs 30 automatic attempts every 10 minutes.
• If after the 30 attempts the document still cannot be found, it will remain permanently in Not Available in TA 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 TA, a record is generated in the Notes section.

b.  Document Rejected by the Tax Authority

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

c. Document has an internal exception by Gosocket ❗

When performing the validation query with the Tax Authority of the document and Gosocket cannot connect to the TA service or there are communication errors with the service, the document changes its status to ERROR and it is assigned the icon ❗.

d. Document found with the TA

If the document exists with the Tax Authority, the reception 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 commercial acknowledgments deemed necessary may be issued according to your criteria. (This is explained in more detail in the section Receiver Message)

a. Options Button (Manually Reprocess Document)

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

This button allows reprocessing the different validations of the reception process and it can be found in the following path as appropriate:

• 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 independently selecting 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 TA or ERROR ❗ status.

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's preview, in the notes section, as we see below:

When the document changes status at 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 the documents, where once the document is received, the validation process begins.

There are two ways to carry out the document reception 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 already indicated, the solution performs the processing of the documents, where, once the document is received, the validation process begins.

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 were processed successfully, and how many have errors.

2. When clicking the “Details” button, a popup will be shown with the “Error Details” 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 indicating that it was uploaded successfully to the Gosocket platform:

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

i. Considerations for manual XML upload

• In a single upload, up to n XML files can be uploaded.
• The same schema, signature, availability with the Tax Authority, and certificate validations that are performed through 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 invoice.
• Credit Note.
• Debit Note.
• Electronic ticket.
• Export Invoice.

b. Exchange mailbox

The mailboxes that must be used are:

• Sandbox: cr_sbx@inbound.gosocket.com
• Production**:** cr@recepcionprd.gosocket.net

i. Considerations for the exchange mailbox

It is important to keep the following points in mind when 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 invoice.
• Credit Note.
• Debit Note.
• Electronic ticket.
• Export Invoice.

1. They can be sent individually or several XMLs in the same email.
2. Several compressed XMLs can be sent (.zip, .rar)
3. 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 PDFs, in case one is included, and attached documents that arrive at the mailbox, where once received they are stored, associated with their respective document, allowing 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, so it is synced that way in Gosocket and is available for consultation.
• 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 name different from the XML, they will be considered as attached documents.

• For sending attachments, it is recommended to send each DTE with its attachments separately, since if more than one XML document arrives, only the storage of the graphic representation will be performed as long as the PDF file contains the same name as the 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 is sent; for example, if the XML is sent without attachments, another email with attached documents (PDF, Excel, Word, etc.) can be sent afterwards, 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. RECEIVER MESSAGE

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

Currently, the commercial acknowledgment is sent to received documents as follows:

1. Receiver message:
   1. Approved
   2. Partially approved
   3. Rejected

By using these events, the receiver reports the acceptance, rejection, or partial acceptance of a document previously accepted by the Tax Authority.

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)

To start this process, we provide the following instructions:

1. Select the received document(s) on which the receiver message will be sent.

2. Select Receiver Message from the options menu.

The following form will be shown:

3. Select the document's approval status. This can be approved, partially approved, or rejected.
4. Enter the details of the message that will be shown in the generated acknowledgment XML once it is approved.
5. Enter the emails to which a copy of the acknowledgment will be sent.
6. Click Send to send the request to the Tax Authority.

After relating all the information to complete the receiver message, followed by the Send button, this event will be shown within the document's preview in the notes section, and the event's XML sent to the Tax Authority will be shown in the attachments section, as shown below:

b. Apply receiver message from the document preview

This process can also be done from the document preview.

By selecting Receiver Message from the Commercial Acknowledgment menu. Then, fill out the form mentioned in point a of this section.

c. Iconography according to the receiver message

Once the process is finished, a change in the document's status will be shown according to the approval status selected during the issuance of the message.

1. The Accepted by customer status is shown after having selected approved in the document's status within the receiver message form
2. The status changes to Rejected when rejected was selected in the document's approval status within the receiver message form.
3. Partially accepted is shown once partially approved was selected when filling out the receiver message form.
4. Likewise, the attached documents icon will be shown in dark gray to indicate that there is a receiver message attachment.

In addition, the event's note and the attached file with the process XML will be shown in the document's preview

The Receiver Message will be sent to the email account related in the acknowledgment process and the following notification will be shown:

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For more details about the execution of commercial acknowledgments from the API available in this section, see the Inbox and API Manual.

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4. QUERYING RECEIVED DOCUMENTS FROM GOSOCKET

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

In this section, the following screen is shown:

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 export, commercial responses, and internal movements of the Electronic Documents. **
4. Display section with the detail of the search result and iconography representing the most relevant status changes. **

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* For more information about 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 shown; in this grid, in addition to relevant document information, the document's status can be observed.

1. Tax authority validation.
2. Distribution validation.
3. Smart Supply status validation.
4. Receiver Message validation

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 TA
	REJECTED*	Document rejected by the TA
	Not Available in TA	Document does not exist in the TA
❗	ERROR*	Document Rejected or internal exception by Gosocket

Note: Clicking on the document will open the document's preview 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, in order to perform the schema, signature, or TA 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's preview.

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

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