In Italy, starting from 01 of January 2019 all types of
businesses should have the possibility to import invoices to their systems
electronically.
To comply with this requirement, import of electronic
invoices from "FatturaPA" version 1.2 XML format has been
implemented.
Vendor invoice import setup
For all Microsoft Dynamics 365 versions, after installing
this hotfix, the following or a higher versions of the Electronic Reporting
configurations should be imported to the system from LCS:
- Customer invoice model.version.20
- Vendor invoice Mapping to destination.version.20.24
- Vendor invoice import (IT).version.20.26
See ER configurations downloading instructions: Download Electronic reporting configurations from Lifecycle
Services
After these configurations are imported to the system,
please define the format to be used for vendors invoices import in a new
Accounts payable parameter:
Accounts payable > Setup > Accounts payable
parameters > Electronic documents (Fast tab) -
refer to "Vendor invoice import (IT)" format or its customization.
Additionally, for Dynamics 365 for Finance and Operations
version 8.0 and Dynamics 365 for Finance and Operations version 8.1.2,
the import in a batch mode can be set up.
To do this, please define a Document type (Organization
administration > Document management > Document
types) with a related Sharepoint folder, to be used as
a source location of incoming vendors invoices files.
Then define an Electronic reporting source for the
vendor invoice import format (Organization administration > Electronic
reporting > Electronic reporting source) and enable in Settings the
Document type defined on the previous step.
See ER data import configuration instructions: Configure data import from SharePoint
With this setup, all import files placed in the source will
be consistently processed in a batch mode.
Additionally, for Dynamics 365 for Finance and
Operations version 8.1.2, three more Document types can be set
up to define different "post-process" locations:
- To move there files which were successfully imported;
- To move there files which were imported with warnings;
- To move there files which were failed with errors.
For all Microsoft Dynamics versions:
Make sure that Vendors have Tax exempt numbers or
Fiscal codes defined in the master data. These IDs will be used
for the identification during import process.
Make sure that Products have External
item numbers defined in Products external description. These
numbers will be used for the identification during import process.
Optionally, define External codes values
for Units of measurement. If defined in incoming invoices
lines, it will be used for the identification during import process.
Run vendor invoice import
The import of vendors invoices can be run via a new
menu item Accounts payable > Periodic tasks (or
Periodic) > Import vendor invoices.
If no source for batch import is defined then a User
will be asked to select a single file for import.
During import process, Vendors will be identified via Tax
exempt number or Fiscal code defined in Vendor's master data.
If no vendor with matching data is found in the system then the import process
will fail with a related error-message.
Products used in invoices lines will be identified via External
item number which can be vendor-specific. If no product with
matching external description is found in the system then the import
process will fail with a related error-message.
Units of measurement, if used in invoices
lines, will be identified via External codes values. If no unit
with matching external code value is found in the system then
the import process will fail with a related error-message.
If an incoming import file contains the information about
Purchase order and its lines in DatiOrdineAcquisto block then these
numbers will be used for the invoice matching with purchase orders entered in
the system.
If no data is defined in DatiOrdineAcquisto block then the system
will try to automatically match incoming vendor invoices with existing purchase
orders.
If no purchase order is found, the system will raise a
warning but continue import considering products in invoice lines as
"Non-stock" items and will expect that such products belong to Item
model group with unmarked Stocked product check-box in Inventory
policy.
Otherwise, the import process will fail with a related error-message.
File attachments are supported during the import. All
attached files should have extensions. If an attached file has no extension
then the system will raise a warning and this attachement will be skipped during
the import.
Successfully imported vendor invoices will be shown in the
system as pending invoices - Accounts payable > Invoices > Pending
vendor invoices.
Limitations
- Charges are not imported due to insufficient data in FatturaPA format;
- All discounts will be considered as line-level discounts due to specific FatturaPA format concept;
- Unit price is always considered for 1 unit due to FatturaPA format limitation;
- Taxes will be calculated in the system based on the imported data and tax settings, not imported as fixed amounts from the incoming XML file. The results of the calculation can be then manually adjusted, if needed.