The batches may have the following states:
- New batch
- In process
- Technical error
- To send
- Accepted
- Partly accepted
- Rejected
New batch
It is an initial state for the batches. From this state you can:
- Discard a batch. eDocuments included in a batch is being taken out from it and they stay with a state “to include in a batch” or “fixed as appropriate”
- XML generation and its sending to Spanish Tax Agency.
Once an eDocument is being included in a batch, you can send it to a Tax Agency, for this we go to batches tab inside a cockpit and we press “Generate and send XML”.
Once the Tax Agency receive a batch with the information of the invoices, sends back the answer that might be:
- Accepted
- Partly accepted
- Rejected
Accepted:
Tax Agency accepts batches submission and all its records. It is a final state and you cannot make any actions with it:
Partly accepted:
Tax Agency partly accept the sending batches, remaining some of its records accepted and others with errors or rejected. It is a final statement and you cannot make any actions with it:
Rejected
Tax Agency reject totally a batch because of an error on its header or because of its individual records have errors. It is a final statement and you cannot make any actions with it:
The state of a batch is a final state, so to fix the records that are being rejected you should deal with the indicated errors, take out the record of the batch which was previously accepted with some errors and include it in a new batch.
Error Handling
When a batch was being partly accepted, or rejected, you should fix the records of the batch which contained error.
The errors of the records might be:
- Accepted with errors: Tax Agency has registered the information, but it is requesting from us to fix some data. When you fix it and include it in a new batch, a status will be fixed that cause that the type of the communication of XML sending will be A1- modification.
- Rejected: Tax Agency has rejected the sending and did not registered the information, so when you send back an XML it will be treated as a new registration with the communication type A0.
Pressing the error button in the record, it will indicate the type of the occurred error.
Viewing an XML to send, Tax Agency gives more details:
We can navigate from the cockpit to a financial document to fix it by clicking on the financial document number.
Once the document in being fixed, by pressing “record” button we have an option to change a state of a document to “fixed”.
We press YES and it takes us to a new cockpit, now a record has changed the state (you should refresh the page):
- “fixed” if the record was accepted with the errors
- “to include in a batch” if the record was rejected
Now with the state “fixed” and “included in a batch” we come back to include it in a new batch or the one already existing that accept records coming back to initiate a sending process to a Tax Agency.
To include a record in a new batch you can do it from a record tab, selected the document and pressing create a batch or include in a batch.
In process
This state means that we are awaiting for the answer from the Middleware:
Technical error:
When the Middleware doesn’t not have communication with a Tax Agency it shows this state. From this state we can realize the following actions:
- Discard a batch
- Force sending to communicate with a Tax Agency
Mapping error
When we see the mapping error in any of the XML fields. To this state, we can only get from the following states:
- New batch
- In process
- To send
Once we have a batch in this state we can fix it using the “fix a batch” button.
In this way, the state “mapping error” will change to a previous state that was a batch before entering to the state of “mapping error”.