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Use eFile to upload electronic invoices to the IPP system. eFile saves time because the Collectors do not need to individually flip each order to an invoice for each of their agencies or enter non-PO invoices. To prepare the invoice data for transformation into .xml file format and eFile upload, the Collector user extracts the data from their ERP system. Keep the following points in mind when creating extractions:
Identify that a record has been sent, to avoid duplicate extractions
Confirm that the Customer ID is included
Mark the customer as part of the IPP set
Process records to conform with either PO Based or Non-PO based requirements, as published in the eFile Template for XML
Reset the sent flag when a record fails and needs to be resolved and resent
Once the initial processing is complete, the eFile invoices are managed the same way as other invoices. The Collector user can check the status of the invoice in the Invoice Status area. Like other invoices, invoices that fail the rules set up by the agency are automatically rejected.
Once an invoice is submitted and electronically received by the agency, the Collector user cannot void, edit, or otherwise change it. Therefore, to retain the ability to add attachments to invoices, or to edit them, configure a delay in posting so that the invoice remains in Draft status for the period that is specified. The administrator configures this setting on the Admin tab, under System Preferences.
There are three formats available:
RAR -- compressed file format, opened by WinRAR
XML -- eXtensible markup language (default)
ZIP -- zip file format
To use eFile, do the following:
Work with eFile Team to implement the eFile feature
Use the eFile template (XML) to transform and upload invoice files (see the eFile Quick Start Guide for XML)
Collector eFile upload allows attachments to be added to invoices/credit memos through a compressed file feature. The compressed file can then be uploaded in either ZIP or RAR format. The compressed file can contain either one XML invoice or credit memo and contained within that one invoice or credit memo file can be many invoices or credit memos. In addition, the compressed file can contain many file attachments for each invoice or credit memo. The total size of a compressed file with an invoice/credit memo XML file and attachments cannot exceed approximately 10 MBs.
The Upload eFile page contains a guide for the XML format. Click the link and follow the instructions in the eFile Quick Start Guide for XML.