Panama: Reception of Documents

1. OPERATION

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

Note: When the document reception channels are used, both the exchange mailbox and the manual XML upload via the

Upload option, both processes run the schema and signature validations.

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 shown in the iconography , additionally, the reason for the rejection is indicated in the document's notes.
   2. Successful: The document complies with the tax format; in that case, it continues to the next validation.

4. The electronic signature of the document is validated, in order to ensure it has not been altered. Depending on the validation performed, 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 the rejection is indicated in the notes of the document preview.
   2. Successful: If the digital signature validation is successful, it continues to the next validation.

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 iconography.

6. Once the document has been received and validated, the commercial or mercantile acknowledgments that are necessary can be issued at your discretion. (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 performing the schema and signature validations; it can be found at 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 independently selecting one 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 were left 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 shown for each retry obtained and will remain in the document preview in the notes section as shown below:

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

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2. METHOD OF SUBMISSION

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 reception process:

a. Manual upload of the XML through Gosocket's Upload

b. Exchange mailbox

a. Manual Upload of the XML through Gosocket's 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 processes 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 total XML files 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 Detail” identifying the possible errors that the XML file uploaded manually through this option may contain, and if the document has no errors, a detail will be shown indicating it was successfully uploaded to the Gosocket platform:

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

i. Considerations for the Manual Upload of the XML

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

The tax documents that can be received are:

• Internal Operation Invoice
• Import Invoice
• Export Invoice
• Credit Note referring to one or several FE
• Debit Note referring to one or several FE
• Generic Credit Note
• Generic Debit Note
• Free Zone Invoice
• Reimbursement

b. Exchange Mailbox

The mailboxes that must be used are:

• Sandbox: pa_sbx@inbound.gosocket.com
• Production**:** pa@recepcionprd.gosocket.net

i. Considerations for the Exchange Mailbox

It is important to keep the following points in mind for 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:

• Internal Operation Invoice
• Import Invoice
• Export Invoice
• Credit Note referring to one or several FE
• Debit Note referring to one or several FE
• Generic Credit Note
• Generic Debit Note
• Free Zone Invoice
• Reimbursement

1. They can be sent individually or 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 PDF of the invoice.

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 associated 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: Invoice12345.xml, Invoice12345.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.
• 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 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 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 later, 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 reception and validation of tax documents, Gosocket also has the option to issue the acknowledgment for these documents.

Currently, in Panama there is the sending of the commercial acknowledgment, called the Receiver's Manifestation, which is generated for received documents and is intended to inform the Tax Authority of the following:

1. Confirmation of the operation data.
2. Confirmation of the operation.
3. Confirmation of the transaction.
4. Business cancellation.
5. Repudiation of the operation.

The commercial acknowledgment is intended to validate the tax documents before the Tax Authority and, as a result, we will have a change in the document's status, which will be displayed in the received tray in Gosocket's Inbox.

These events can only be generated from the document preview in Inbox, which we will explore below.

This action can be performed from the document preview through the Receiver's Manifestation button.

When accessing any of the Acknowledgments, a pop-up window will be displayed with a form to leave a comment.

This event will be shown within the document preview

In the notes section, the record of the acknowledgment performed will be shown

and finally the XML of the event sent to the Tax Authority will be shown in the attachments section as shown below:

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For more details on running commercial acknowledgments from the API available in this section, refer to 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. **

This section shows the following screen:

1. Filter section to optimize the search result. **
2. Display order control, with which you can 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 detail of the search result and iconography representing the most relevant status changes. **

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

Once the document search has been performed, the main grid will show the list of received documents that met the established search criteria; 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.

Note: Panama has commercial acknowledgments, but  they are not  shown in the iconography in the main grid.

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

Icon	Status	Validation
	VALIDATED	Document approved by the ET
	REJECTED	Document rejected by the ET
❗	ERROR *	Document Rejected or internal exception by Gosocket

Note: for the case in which the document is left in “ERROR” status, the user will be able to reprocess it through the actions, in order to perform the schema and signature validations again. This process is explained in detail in the section “Options Button (Manually Reprocess Document)”.

By clicking on the document, the document preview will open where you can review the notes related to the reason for rejection.

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, refer to the Inbox manual.