3.1.3.1.2. The Batches

The batches may have the following status:

• New batch
• In process
• Technical error
• To send
• Accepted
• Partly accepted
• Rejected

New batch

It is an initial status for the batches. From this status you can:

• Discard a batch. eDocuments included in selected batch will be taken out from it and records will changes their status into “To be included in batch file” or “fixed as appropriate”
• Generate the XML to send to the AEAT.

Once an eDocument is being included in a batch, you can send it to the Tax Agency, through the tab  Batch, selecting the batch to be sent and clicking on "Send  XML" . 

Once the Tax Agency receives the batch with the information of the invoices, it sends back one of the following answers:

• Accepted
• Partly accepted
• Rejected

Accepted:

Tax Agency accepts batches sent and all its records. It is a final state and you cannot make any actions with it:

Partly accepted:

Tax Agency partially accept the batches sent, some of the records from the batch are accepted and others have errors and are 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 an individual record have errors. It is a final statement and you cannot make any actions with it:

The status of a batch is a final status, so to fix the records that are being rejected you should fix the indicated errors, extract the record of the batch which was previously accepted with some errors and include it in a new batch.

Error management

When a batch has been partially accepted, or rejected, you should fix the records of the batch which error.

The errors of the records might be:

• Accepted with errors: Tax Agency has record the information, but it is requesting to fix some data. When record is fixed, it can be included in a new batch and the status will also be fixed. This will set the communication type into A1 - modification.

• Rejected: Tax Agency has rejected the batch 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 error type occurred. 

The display of the XML may show more details on the information sent.

In order to fix the documents with errors, from the cockpit there is a link to the financial document, by clicking on the financial document number.

Once the document is fixed and saved, a pop-up window will apear as a reminder there is an eDocument related and its status will be changed afterwards.

When clicking YES, it will return to the cockpit, and the record has the status changed (after refreshing the page):

• “Corrected” if the record was accepted with the errors.

• “To be include in batch” if the record was rejected

Then, with the status “Corrected” and “To be included in batch”, the records can be included in a new batch or in an existing and available one to start the a sending process again into the AEAT.

To include the record in a new batch, it can be perform from the Record tab, selecting the document and clicking the options to include them in a new batch or an existing one.

In process

This status means to wait for the answer from the Middleware:

Technical error:

When the Middleware can't have communication with a the AEAT, it shows this status. From this status, the following actions may be performed:

• Discard a batch
• Force to send again the XML to try to communicate with the Tax Agency.
  
  

Mapping error

When there is a mapping error in any of the XML fields. This status will only appear from one the following states:

• New batch
• In process
• To send

Once the batch has this status, it can be fixed using the “Correct batch” button. 

This way, the status “Mapping error” will change into the previous status the batch had before the “Mapping error” status.