1. Order Management
  2. Billing and Invoices
  3. Electronic Invoicing
  4. Electronic Invoicing User Guide
  5. Sending and Resending E-Documents

Sending and Resending E-Documents

A successfully generated e-document displays the Send E-Document button on the transaction record and its e-document status indicating Ready for Sending.

A generated e-document with a certification sending method assigned to its transaction and subsidiary, displays the Certify E-Document button on the transaction.

Note:

Generating a new e-document overwrites the previous e-document.

Sending the E-Document of a Single Transaction

Perform the following steps to send the e-document of a single transaction.

To send an e-document:

  1. Open the transaction record whose e-document status is Ready for Sending.

    If the e-document is for certification and a certification sending method is assigned to the transaction and subsidiary, the status is Ready for Certification.

  2. Make sure that the E-Document Sending Method field specifies the sending method appropriate for this transaction record.

    If the e-document is for certification, make sure that a certification sending method is assigned to the transaction and subsidiary.

  3. Click the Send E-Document button.

    If the e-document is for certification and a certification sending method is assigned to the transaction and subsidiary, click the Certify E-Document button.

    Note:

    You can send the e-document to Avalara automatically using the Certify E-Document button when:

    • A transaction is generated successfully using an Avalara template

    • The Avalara Mandate field has a value

A banner appears on the transaction record indicating that sending of the e-document is in progress. The e-document is sent through the selected sending method and the value of the E-Document Status field on the E-Document subtab is updated. For more information, see Outbound E-Document Statuses.

Successfully certified e-documents are returned by the certification authority. You can view or download the XML or JSON file of the certified e-document by clicking the corresponding links under Certified E-Document on the E-Document subtab of the transaction.

Resending the E-Document of a Single Transaction

Perform the following steps to resend the e-document of a single transaction.

To resend an e-document:

  1. If failure in the previous e-document sending was caused by an error, amend the transaction as necessary and save it.

  2. Open the amended transaction and click Generate E-Document.

    After the system generates the e-document, an audit trail is created and the status in the E-Document Status field changes to Ready for Sending.

  3. Click Send E-Document to send the e-document.

    After the system sends the e-document, the status displayed in the E-Document Status field changes to Sent, and an audit trail is created.

Resending E-Documents in Bulk

Note:

Resending e-documents in bulk requires certain permissions and access levels for roles. For more information, see Setting Up Custom Roles to Send E-Documents.

The Electronic Invoicing SuiteApp provides a search filter to enable you to resend in bulk the e-documents that failed initial sending. The system searches for all e-documents with Sending Failed status.

Errors must be fixed before e-documents can be successfully resent. For more information, see Outbound E-Document Sending Errors.

To access e-documents that failed generation or sending, go to the Electronic Documents portlet on the Home page, and then click the number under E-Documents with Errors. On the E-Documents with Errors results page, view or edit the transaction records that you want to fix.

After fixing the errors, you can proceed with either regenerating or resending the e-documents.

To resend e-documents in bulk:

  1. Go to the Electronic Documents portlet on the Home page, and then click the link Send Failed E-Documents.

  2. In the Select entity type filter, choose either Customer or Vendor.

  3. To view a list of transactions for a particular customer or vendor, select that customer or vendor from the Customer or Vendor field. If no customer or vendor is selected, the search result will display all transaction belonging to the subsidiary, regardless of customer or vendor.

  4. In the Subsidiary field, select a subsidiary to view the transactions for that subsidiary only.

  5. In the Transaction Date From field, set the date to define the beginning of the date range. The search result displays all created transaction records starting from the date you set in this field.

  6. In the Transaction Date To field, set the date to define the end of the date range. The search result displays all created transaction records starting from the date you set in this field.

  7. If you chose the Customer entity type, select one or more transaction types in the Transaction Type field, for each e-document you want to resend. To select multiple transaction types, press and hold the Ctrl key while selecting each transaction type. If no transaction type is selected, the search result will show all e-documents with Sending Failed status, regardless of transaction type.

    If you chose the Vendor entity type, Purchase Order is automatically selected in the Transaction Type field, because only purchase order is applicable to vendor entities.

    Only transaction types that are supported by or applicable to outbound e-document sending are shown in the transaction list, which include:

    • Bill (for self-billing)

    • Cash Sale

    • Cash Refund

    • Credit Memo

    • Customer Payment

    • Estimate

    • Invoice

    • Item Fulfillment

    • Purchase Order

    • Return Authorization

    • Registered Custom Transaction Types

    • Transfer Order

    • Vendor Credit or Bill Credit

  8. Click Search.

    The search result displays all e-documents with Sending Failed status, according to your search criteria.

  9. Click Send to resend all e-documents displayed in the search results.

    After the system sends the e-documents, it updates the value in the E-Document Status field on the E-Document subtab on each transaction record. The field shows one of the following statuses:

    • Sent – This means the e-document was successfully sent. The Details column shows the email addresses of the sender and recipients.

    • Sending Failed – This means the e-document was not sent. Information about sending errors are shown in the Details column. You must fix the errors before you can successfully resend the e-document.

    For more information, see Outbound E-Document Sending Errors.

    The system sends an email notification to the person who initiated the sending process when the e-documents have been sent.

    The email message contains an attachment in CSV format that lists the transaction records and the status of each transaction. If errors were encountered, the details are included in the attachment.

Processing Multiple E-Document Processes Using Automatic E-Invoicing

Only users with administrator role can enable and configure the e-document processes for automation. After the configuration, only users with required permissions can get access to the Process E-Document button on individual transactions. After this the users can perform the pre-configured e-document processes automatically for a subsidiary by clicking the Process E-Document button .

Related Topics

General Notices