How to configure e-Invoice Fields Validation in Transaction

Overview:

This article covers different ways how to configure e-Invoice field validation in transactions. The feature allows the end-user to control the validation in the transactions based on how it will be validated before issuing to the customers.

Scenario:

Set the validation control of the Sales Invoice.

Solution::

1. On the Navigation screen, click e-Invoice > e-Invoice Settings.

2. This screen displays all the settings for the e-Invoice. Set the ‘Default Transaction Validation Control’ to automatically select the control during the creation of the transaction.

Sales Transactions

• Draft/Consolidated: No validation checking will be conducted when the transaction is saved. The transaction can be saved as a draft and able to complete the details later. To submit the transaction as an e-Invoice, ensure all required information is updated first, switch the control to Full Validation, and re-save to proceed with the submission. If the information remains incomplete, you can submit it as part of a Consolidated e-Invoice at the end of the month.

• E-Invoice Portal: The system will perform basic validation upon saving and allow you to share the E-Invoice Request Portal link with your customers, allowing them to submit the e-Invoice at their convenience. If the customers do not submit the e-invoice, you may still submit this e-invoice by generating a Consolidated e-Invoice by the end of the month.

• Full Validation: The system will perform a validation check upon saving this transaction. If any required e-invoice fields are incomplete, saving will not be permitted.

• Exempted: Select this option if validation via QNE AI Cloud Accounting is not required or if the transaction, such as refundable deposits, does not need to be submitted as an e-Invoice. Optionally, enter external validation details under the e-Invoice Information tab.

The same options are available for ‘Self-Billed’ except for the  ‘E-Invoice Portal’ option.

Once set, click the ‘Save Changes’ button.

Application #1: Default validation controls as Full Validation

1. On the Navigation screen, click e-Invoice > e-Invoice Settings

2. Select Full Validation as the default Validation control for Sales Transactions. Remember to click on Save Changes to apply the settings.

2. Go to Navigation and click Sales>Sales Invoice to create a new transaction.

3. Since it follows the default validation control set in e-invoice settings, ‘Full Validation’ will be applied automatically. Once done accomplishing the Sales Invoice, click the ‘Save’ button.

Since not all required fields have been accomplished, it will show a prompt that data is missing.

Missing or erroneous details may be amended right away to save the transaction.

Changing Validation Control for Individual transaction

1. Optionally, to save the transaction despite missing or erroneous data, the user has the option to change the validation control of this transaction to ‘Draft/Consolidated’ mode before saving. 

2. This option allows you to update the details later before performing full validation. Please note that for transactions saved under the ‘Draft/Consolidated’ validation control, the ‘Submit E-Invoice’ button will be disabled

3. The ‘Submit E-Invoice’ button will be available only after amending the details, changing the control option to ‘Full Validation’, and clicking the ‘Save’ button.

Application #2: Draft/Consolidated

1. As stated in Application #1, when ‘Draft/Consolidated’ is selected as the transaction’s validation control, the system will not perform validation upon saving. However, users will not be able to submit this transaction as an e-Invoice, as the 'Submit E-Invoice'

 button is disabled.

2. To submit the transaction as an E-Invoice, the user must change the validation control to ‘Full Validation’ and click ‘Save’ to enable the ‘Submit E-Invoice’ button. This step ensures that the transaction is e-Invoice ready before submission.

Application #3: E-Invoice Portal

1. When selecting this validation control, the system will perform a basic validation upon saving. 

2. This check ensures that the user’s company tax information and the product details of the transactions are e-Invoice ready.

3. You can then share the E-Invoice Request Portal link with your customers, who will only need to fill in their tax information to submit and request the e-Invoice at their convenience. For more information on the QNE E-Invoice Issuance Portal function, please refer to this article: How my Customer can Request an e-Invoice? 

4. Upon saving the transaction with E-Invoice Portal validation control, notice that the ‘Submit E-Invoice’ button is also disabled.

5. Further, despite the customer’s e-Invoice required fields, such as Address and Phone No being incomplete, the system will still allow the end-user to save the transaction.

6. However, if the required item/product field, such as the Classification Code, is not updated, the system will prevent the transaction from being saved. This ensures that when the customer receives the E-Invoice Portal link, they can request the e-Invoice without encountering any errors unnecessarily.

Application 4: Exempted

1. Not all transactions require e-Invoice submission. Examples include refundable deposits, e-commerce transactions, and employee-related expenses such as travel allowances.

2. However, it's crucial to record these transactions as accounting entries to ensure accurate financial and stock reporting, and to maintain a clear reflection of your company’s financial health.

3. For these types of transactions, you may select ‘Exempted’ as the validation control. By choosing this option:

• No checks will be performed on e-Invoice required fields upon saving, such as Customer Address, Phone Number, and Classification Codes.

• The 'Submit E-Invoice' button will be disabled.

• This transaction will be excluded from both the Consolidated e-Invoice and e-Invoice Power Search features.