Invoice Process

Now when the customer cards are configured correctly, we look at how the invoice process to send e-invoices works with the Golden EDI app.

When a sales order, invoice or credit note is created, it will inherit the 'GEDI profile' from the customer cards that we have configured. The GEDI profile will activate the basic invoice functions.

Before posting a sales invoice or credit note, it is possible to remove or change the 'GEDI profile' on it to override the customer cards for that specific sales invoice or credit note.

When you are trying to "post" a sales invoice or credit memo, the Golden EDI app will listen to this event and make a control on your sales invoice.

If the 'GEDI profile' on the sales invoice or credit note is either 'GEDI-BBAN', 'GEDI-BGIR' or 'GEDI-IBAN', the control will then check if mandatory fields for the basic invoice are empty or not. If it finds a empty mandatory field, it will give you an error letting you know which field is missing. It will also stop the "posting" process for that sales invoice or credit note.

Mandatory Field	Description	Table | Field
External Document No	The buyer reference for this invoice, usually a order nr	36 | 100
Sell-to Contact	The buyer contact that should receive the invoice	36 | 84

Mandatory Field for E-invoice

If all mandatory fields contains values, the sales invoice will be posted. The posted sales invoice or credit note will then be added to the 'GEDI Message Queue' as an unprocessed message.

At this point the 'GEDI Status' for the posted sales invoice or credit note have been updated to 'EDI Posting', letting you know that the message is queued.

GEDI Status found on the Posted Sales Invoice

Every 5 minutes during normal business hours, a 'Job Queue Entry' is scheduled to process all unprocessed message in the 'GEDI Message Queue', at this point they will be uploaded to the Cloud Service.

If the upload to our cloud service was successful, the 'GEDI Status' of the posted sales invoice or credit note will be updated to 'EDI Posted'.

GEDI Status found on Posted Sales Invoices list

The Cloud Service will then translate your data to a standard e-invoice format and forward it to a VAN network for e-invoices. If any problems is found in the message, our cloud service or the VAN company who found the problem will contact you via e-mail with a error message.