El Salvador: Receiving Documents

1. OPERATION

1. The provider has the option to issue the document in two ways:
   1. The provider manually uploads the JSON through Gosocket's Upload (In the section Sending Method - Manual JSON Upload the conditions to be considered when sending are explained).
   2. The provider sends the JSON 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 receiving channels are used, both the exchange mailbox and the manual JSON upload through the Upload option, both processes execute the schema validations and validation against the ET (Tax Authority).

2. The Gosocket portal downloads and processes 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:

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 icons , additionally, the reason for rejection is indicated in the document notes.

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

4. Then, it is queried against the Tax Authority 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 with the 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 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 during these retries the document is found, its status is updated and the process continues.

b.   Rejected Document

If the document exists in the ET, but there is some reason for rejection at the Tax Authority, its status changes to Rejected .

c. Document has an internal exception by Gosocket ❗

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

d. Document found in the ET

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

5. 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 icons .

a. Special Configuration (Schema Errors)

Some clients have a particular option that allows them to configure the non-rejection of received documents despite having schema errors, and thus continue the validation flow against the Tax Authority. This option can be activated by means of a request to the Product team.

If this configuration is enabled, when the schema validation is performed and it fails, a note is added to the document as shown below and the validation flow against the Tax Authority continues:

If the document is Accepted by the Tax Authority, it is shown with that same status. However, if it previously returned an error in the schema validation, its status will show the icon  instead of and, when hovering the cursor over the icon the message ALERT will be shown, to indicate that this document is validated against the Tax Authority, but has some observation due to schema validation.

Within the query of received documents in Inbox, it is shown as we see below:

Within the document preview, we can see this status change within the Notes section:

b. 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” status.

This button allows reprocessing of the different validations of the receiving process and we will find it in the following path as appropriate:

• Inbox/Received/Options/Actions/Reprocess document without validating schema.
• 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 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 processes the documents, where once the document is received, the validation process begins.

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

a. Manual JSON upload through Gosocket's Upload

b. Exchange mailbox

a. Manual JSON upload through Gosocket's Upload

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

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

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

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

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

1. How many total JSON files 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 Detail” identifying the possible errors that the JSON file uploaded manually 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 manual JSON upload

• In a single upload, up to n JSON files can be uploaded.
• The same schema, signature, Tax Authority availability, 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 a JSON format.

The tax documents that can be received are:

• Invoice
• Settlement Voucher
• Withholding Voucher
• Export Invoice
• Accounting Settlement Document
• Delivery Note
• Debit Note
• Credit Note
• Tax Credit Voucher
• Excluded Subject Invoice
• Donation Voucher.

b. Exchange mailbox

The mailboxes that must be used are:

• Sandbox: sv_sbx@inbound.gosocket.com
• Production: sv@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 a JSON format.
• The tax documents that can be received are:
  • Invoice
  • Settlement Voucher
  • Withholding Voucher
  • Export Invoice
  • Accounting Settlement Document
  • Delivery Note
  • Debit Note
  • Credit Note
  • Tax Credit Voucher
  • Excluded Subject Invoice
  • Donation Voucher

The structure of the received DTE (Electronic Tax Document) must comply with the specifications of the Tax Authority, which can be consulted in chapter XXIII of the Functional Manual of the Transmission System, where an example of a signed Json DTE with a receipt seal is included. https://factura.gob.sv/download/3-manual-funcional-del-sistema-de-transmision-amplia-la-aplicacion-de-las-estructuras-de-los-dte-y-los-eventos-asi-como-contiene-las-pruebas-minimas-requeridas/?wpdmdl=4726&refresh=67c8da4a294841741216330

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

The solution has the ability to process the graphic representation PDF in case it comes, and attached documents that arrive at the mailbox, where once received they are stored, associating them with their respective document and allowing download within Inbox.

The process must work as follows:

1. If a JSON document arrives at the mailbox along with a PDF file with the same name, for example: Factura12345.json, Factura12345.pdf, it is understood that the .pdf file is the graphic representation of the DTE, so it is synchronized that way in Gosocket and is available for query.
2. If a JSON document arrives at the mailbox with more than one attached file of any extension, they are associated as attached documents.

note

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

3. For sending attachments, it is recommended to send each DTE with its attachments separately, since if more than one JSON document arrives, only the storage of the graphic representation will be performed as long as the PDF file contains the same name as each corresponding JSON; the rest of the attached files will not be processed since there is no way to know which document to associate them with.
4. Attachments can also be associated after sending the JSON; for example, if the JSON is sent without attachments, another email can subsequently be sent 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 JSON.

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3. QUERYING RECEIVED DOCUMENTS FROM GOSOCKET

Once the documents have been processed by the receiving 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 the export, commercial responses, and internal movements of the Electronic Documents. **
4. Display section with the search result detail and representative icons of the most relevant status changes. **

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* For more information about these points, refer to 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.

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	Document is validated against the ET, but has some observation due to schema validation.

Note: By 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 or ET validations again. This process is explained in detail in the “Options Button (Manually Reprocess Document)” section.

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 about the options available in this section, refer to the Inbox manual.

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