What status notifications do your suppliers receive for the invoices they send?

Here we will see how status changes work for e-invoices sent in pdf and those sent through the Supplier Portal ✍.

Finally, we will mention what happens with status notifications in case you integrate Docuten with your ERP.

For invoices that arrive by mail in pdf format, your supplier will be notified of the following statuses:

  • Received: invoice that has already been processed by the system and is pending management by the receiver.
  • Rejected: occurs when the invoice that has been sent does not comply with the business rules established by the receiver, it can also occur because the CIF/NIF or receiver or issuer are incorrect. In other cases, it is usually because the amount of the invoice does not match the registered patterns, etc.

In case the invoice is rejected, a reason for rejection shall be specified ❌.

For invoices that are sent through the supplier portal, as in this case the supplier accesses with a username and password, you are given more detail of the status of the invoices that have been uploaded to the portal.

The status changes that can be displayed by your supplier would be as follows:

  • Open: if the invoice recipient opens the link in the email to view it on the platform, the invoice status becomes “open”.
  • Accepted: the invoice recipient can modify the invoice status to reflect that the invoice has been accepted. Docuten will automatically send an email to the supplier that sent the request to inform them of this status change.
  • Rejected: the invoice recipient can modify the invoice status to reflect that the invoice has been rejected because it contains an error or we are not satisfied with it.
  • Collected: when the receiver has proceeded with the payment of the invoice.
  • Cancelled: the invoice recipient can modify the invoice status to reflect that the invoice has been cancelled. The invoice can be cancelled when the supplier and the receiver have realized that the invoice is not correct.

If the receiver is integrated with your ERP, you can configure the sending of notifications so that the supplier receives a notification for each change of status of the invoices. Among those that could be configured (ad hoc) so that the supplier receives a notification of status changes that are of interest to you.