Sending Sales Invoices as Electronic Invoices

When you send a sales invoice as an electronic invoice, the document is transmitted in a structured data format that is machine-readable. This allows your customer's accounting system to process the document automatically, instead of it having to go through any manual accounts payable processes. To see how sales invoice fields are mapped for electronic invoicing, see Field Mappings for Sales Invoice to Electronic Invoice.

You can send a sales invoice to the customer 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 full setup instructions, see Setting up Electronic Invoicing with Storecove.
• The sales invoice's company has a valid E-Invoicing Legal Entity Identifier which has been generated by Storecove, and a valid Tax Country Code.
• The customer's account has a valid E-Invoicing Address Scheme and E-Invoicing Address Identifier (set via the Account Extension page), a valid Tax Country Code, and an address.
• The tax rates on the sales invoice are correct for its territory. Storecove validates the tax rates and will reject the sales invoice if a rate is not correct.
• The sales invoice's status is "Complete".
• The sales invoice does not already have an E-Invoice Delivery Status of "Delivered".
• You can access the Send E-Invoice button on the sales invoice page.

Note:

If you work with sales invoices using custom input forms, the electronic invoicing fields for sales invoices (listed here Electronic Invoicing) must be added to your custom input forms via Input Form Manager. The Send E-Invoice button also needs to be added to the Salesforce Mobile and Lightning Experience Actions section on your sales invoice page layouts. Your administrator will do these as part of the setup.

Sending Attachments

If your sales invoice records include attachments, when you send your sales invoices as electronic invoices, the attachments are also transmitted in a structured data format that is machine-readable.

If you want to send several attachments, you can merge them in a single file using your default merge tool. You can then upload the merged file to your sales invoice records.

Limitations

The following limitations apply:

• Attachments must be in PDF format. Ensure that your attachments are in this format.
• The maximum total size of attachments is about 4 MB.

Note:

There are also limitations on:

• The maximum number of files that can be sent.
• The format of the attachment file name. Ensure that the name of your attachments complies with the requirements before uploading them to your records.

For more information, see Storecove's API documentation.

What the E-Invoice Delivery Status Means

When you click Send E-Invoice, if the sales invoice is eligible for sending as an electronic invoice its E-Invoice Delivery Status progresses through the following stages:

E-Invoice Delivery Status	Explanation
Queued	The sales invoice is being queued for sending. This usually happens instantly so you might not notice your sales invoice at this status.
Sending	Storecove is now routing the electronic invoice to the recipient (the customer).
Delivered	Storecove has delivered the electronic invoice to the recipient.

If an error occurs, the Delivery Status is "Failed" and the reason for failure is shown in the E-Invoice Delivery Error field. The error message can be either a message from Certinia, or from Storecove.