Use eDocuments as a vendor

"How does this all work with accounts receivable? I'm worried that the process will be very different from what we're used to with sales orders and sales invoices."

Ester, Accountant at Cronus

With a network registration and profile configured, you can start exchanging sales documents with any customer who has a network registration. All updates made by you or your customers are tracked easily within Document Capture's document journal, and the Posted Sales Invoice pages.

Receive sales orders

If your customers are also registered to a network that is connected to the CDN, you can start receiving sales orders. Import sales orders into Document Capture's document journal the same way as you import other files. Register the file to work on the sales order card.

If a customer has made changes to a sales order, the eDocument Status field shows Changed by Customer (Needs Confirmation). Click this status message to open the eDocument Overview, and select the relevant date and time to see the details of the change. Send sales order updates

You are able to receive sales orders as soon as your company has an active registration to the CDN with a network profile for either supplier or both. However, to send order responses through the CDN, you need to configure the customer as an eCandidate. See the previous learning unit about finding vendors and customers with network participations.

From the sales order card, open the Actions tab and click the eDocuments action to see the available responses: • Cancel. • Update, if you make changes to an order after it has been confirmed. • Confirm Cancellation, if the customer’s order update was a cancellation. • Confirm Changes, to acknowledge and accept the customer’s changes. • Confirm, to acknowledge and accept an order without changes, or to request confirmation of changes that you make as a vendor to an order. This option is also available from the Print/Send tab.

You can configure some eDocument responses to be sent automatically. Search for Continia eDocuments Setup, and select from the options on the eDocument Response FastTab – in the eOrder Response section. If you set the response options to manual, you can choose to send or skip responses for individual purchase documents.

Create and send posted sales invoices

After you post a sales invoice, you can send the posted sales invoice as an eDocument.

Register the file to work on the posted sales invoice card.

1. From the Print/Send tab, use the Send eDocument action. This action could instead be located in the Document Output action menu, depending on the configurations in the Send Actions Visibility page.
2. On the General FastTab, the eDocument Status field shows Sent if it was successfully sent. If the sending was not successful, click the status message to see the details.

Before you try to send a purchase invoice through the CDN, you can check on the eCandidates page if a customer is registered on a network and configured for eDocuments.

Receive invoice responses

As your customer processes your invoice, their sales invoice updates are sent to you through the CDN. After the files are imported and registered using Document Capture's document journal, the invoice updates show on the posted sales invoice card, in the eDocument Status field.

1. Click the eDocument Status message to open the eDocument Overview.
2. Select the latest date and time record to open the eBilling Response card, which includes details on the Reason FastTab.

Send credit memos

If an invoice is rejected by the customer, you can send a credit memo through the CDN directly from the posted sales invoice.

1. From the Home tab, open the Correct actions and click Create Corrective Credit Memo.
2. Release and post the credit memo as usual, then open the posted credit memo card.
3. From the Print/Send tab, use the Send eDocument action.
4. On the General FastTab, the eDocument Status field shows Sent if it was successfully sent. If the sending was not successful, click the status message to see the details.

Working with invoice confirmations and responses

A key feature of using eDocuments is the ability to handle invoice confirmations and responses automatically within Business Central. This cuts out the need for you or your customers to send emails or make phone calls to vendors as part of the regular billing flow.

From the posted sales invoice card, the eDocument Status field shows the latest received status from your customer. Click the status message to see the full details of the invoice update.

See more details about this topic in the Continia Docs article about Continia eDocuments Vendor Flows.