Receiving Payable Credit Notes as Electronic Invoices

You can receive a credit note from a vendor as an electronic invoice if your org is configured and enabled for electronic invoicing. A prerequisite is that you have subscribed to the electronic invoicing provider, Storecove. For more information about the full setup instructions, see Setting up Electronic Invoicing with Storecove.

You can receive a credit note from a vendor as an electronic invoice if:

• The Accounting Company who will pay the invoice has a valid e-invoicing legal entity identifier generated by Storecove.
• The vendor's account record has a valid E-Invoicing Address Scheme and e-invoicing legal address identifier (set via the Account Extension page), a valid Tax Country Code, and an address.

When a vendor sends you a credit note, that document is first transmitted to Storecove in a machine-readable structured data format. Storecove then converts it to the format required by your accounting system. Your org can then process the document and create a payable credit note automatically.

If a vendor sends you any attachments along with the credit note, the attachments are also transmitted to Storecove in a machine-readable structured data format. The attachments are available in Related | Notes & Attachments and Related | Files on the payable credit note record automatically created. You can also access the attachments from the Files tab, which you open from the App Launcher. The attachments are sent and received in PDF format.

Note:

The name that the attachment files are created with in your org differs from the name set by the vendor when they send the attachments. This behavior will change in future releases.

Status Notifications Sent to Storecove

A scheduled process polls Storecove at regular intervals for messages, and if the message refers to an inbound document the accounting system downloads the document into an internal format. If the document relates to a company and account within the org, then the document is used to generate a payable invoice or payable credit note document. The accounting system sends the status of the payable credit note creation to Storecove.

The table below lists and describes the status notifications from the accounting system to Storecove:

Status	Description
Acknowledged	When an inbound electronic invoice is successfully received and proceeds with the payable credit note creation process, the payable credit note is created with "In Progress" status in the accounting system. The accounting system will send an "Acknowledged" status message to Storecove for these "In Progress" payable credit notes.
Rejected	A Rejected status message is sent to Storecove: When an inbound electronic invoice from Storecove is rejected by the accounting system. When an inbound invoice is received successfully but the payable credit note creation failed. An email is also sent to the System Administrator that the accounting document could not be created from the electronic invoice. The Rejected status message will always contain a clarification reason field with code “Other”.

You can configure the field mappings for electronic invoice fields to payable credit note fields. To see how electronic invoice fields are mapped to payable credit note fields, see Field Mappings for Electronic Invoice to Payable Credit Note.

Note:  

• If you work with payable credit notes using custom input forms, you must add the electronic invoicing fields for payable credit notes to your custom input forms via Input Form Manager.
• You can use the custom settings to control creation of duplicate invoices. For more information, see Accounting Settings. However, if the custom settings are configured to allow creation of duplicate invoices, then you can manually identify duplicate invoices.