Manage received invoice statuses

You can manage status changes of received invoices. Depending on the method of receipt, you can send the status change to your supplier. If not, the change of status allows you to keep an internal control of the received invoices.

Modify and send the status change

To modify and send the change of status of the received invoices, you have to access the Expenses section through the main menu and then Invoices received through the options on the left side.

• Open the invoice you wish to manage by clicking on the number.
• At the top, you will find the invoice menu.
• Use the option Mark as.
• Select the status you want to send.
• Then a window is activated where you can add a reason to be sent with the status.

Once you have followed the above steps and entered the reason, use the mark as accepted and notify by mail option and the notification and reason is sent to your supplier.

When status changes can be sent

Not all invoice receipt methods allow for the exchange of invoice notifications. As a consequence, you can only send the status change to your supplier when he sends you the invoices through one of these networks:

• B2Brouter internal channel: when two B2Brouter users exchange invoices through the portal.
• Peppol Network**: if you receive invoices through this network, you can send status changes to your suppliers even if they have been sent to you from B2Brouter.
• FACeB2B2B**: if you receive the invoices through this network, you can send status changes to your suppliers even if they have not been sent to you from B2Brouter.
• GeFACT: if you are a Catalan public administration that receives supplier invoices through GeFACT, B2Brouter sends the status change to GeFACT when the invoice moves to Received, Accepted, Annotated, Refused or Paid. The other statuses are for internal control only. To mark a GeFACT invoice as refused you must enter the reason: without a reason, the status does not change.

If you receive the invoices via e-mail or import them, you cannot send the status notification to your customer, but you can modify the status of the invoices to have an internal control.

The PDF of a received invoice carries no logo

The PDF that B2Brouter generates for a received invoice carries neither the supplier’s logo nor their letterhead, in both the Default view and the Classic view. The supplier’s details appear as text where the logo would be. This is not an option you can switch on, and it is not a configuration error.

There are two reasons:

• The logo printed on PDFs is your account’s logo, the one you upload under Fiscal data and logotype. It is printed only on the invoices you issue.
• The electronic invoice you receive (UBL, Facturae, CII…) carries the invoice data, not its layout. B2Brouter generates the PDF from that data and cannot rebuild the supplier’s letterhead from it.

The same applies to the PDF that B2Brouter generates for a received invoice when it delivers it through a connector or the API.

If you need the document as the supplier laid it out, use the original file:

• When you open a received invoice, the page opens on the Legal view: the original file exactly as you received it. The Preview is the rendering that B2Brouter generates.
• In the Download menu, the Legal option downloads the original file and the Copy (PDF) option downloads the PDF generated by B2Brouter.
• If the supplier sent you a PDF, or a hybrid PDF/A-3 such as Factur-X or ZUGFeRD with the XML embedded, the original file is their PDF and keeps their letterhead.
• If they sent you an XML with their PDF attached, you find that PDF among the attached documents of the invoice (tag With attached documents).
• If they sent you an XML only, none of the files you hold carries the supplier’s layout.

Which supplier name you see

The supplier name shown on a received invoice is the one the supplier put in its own file. B2Brouter reads the trade name first and, only when the file has none, the legal name. That is why some suppliers appear under a short or trade name instead of their legal name.

• It is not a setting of your account, and it is not an error with that supplier.
• It does not affect identification: the supplier is identified by its tax identifiers, not by its name.
• You can change the name of the supplier’s contact on its record, in the Fiscal data block. If the contact is a verified company, first use the link to edit the fiscal data at the bottom of the block. The file of each received invoice keeps the name the supplier put in it.
• If you want the legal name on every invoice, ask the supplier to put it in its trade-name field, or to leave that field empty.