Create new e-invoice with Document Manager

This is an automated translation and may therefore contain translation errors or differ from reality in details

Log in to your customer's FLOW Portal and click on the "Document manager" tab (naming may differ depending on language settings or specific wishes of your customer. We use the name "Document manager" in this manual. Screenshots - use of colour, layout, etc. - may differ from your customer's portal environment).

This product provides an overview of the trade documents supplied and received by you and their status. In addition, you can create a new invoice in this product.

To open an invoice form:

Above the document list you will find the button "+ Create new document". If you have multiple trading partners you will get a drop-down list where you can type to filter by name.

As document type you choose "Invoice (tiexml-invoice)"

And then "Ok" to continue. An invoice form will then open, more about which below.

An alternative way:

You can also create a new document by making a copy of an invoice that has already been sent:

The options available in the drop-down list may vary by customer. So choose "Make a copy". The invoice form opens in which most of the information from the original invoice has been taken over. Keep in mind that your company data is also taken from the source invoice; if changes have been made to your data since then, your new invoice will contain outdated data. In that case, create a new invoice with the "+ Create new document" button.

Complete the invoice form:

Fill in all legally required fields, supplemented with the ones required by your customer and filled in with the applicable value. All fields on which validation takes place are marked with a red information bullet. Move your mouse over it to see what type of value (text, number, length, etc.) should be entered in that field. Always fill in at least all fields marked with a red dot. Also click on the sub-tabs to check whether the pre-filled values are correct.

Each invoice must also contain at least one invoice line. Add a new line using the "New line +" button

Also fill in at least all fields marked with a red dot:

Close the pop-up window with "Save And Exit" or choose "Save And Add New Line" to immediately proceed with a new invoice line.

You can add your own PDF document as an attachment; this can be useful as an invoice specification if, for example, you have created collection lines in the e-invoice, or if this has been made mandatory by some customers:

When your e-invoice is complete and the total amount matches, you can send it to your customer by clicking the "Send Invoice" button:

At that moment, a check (the "validation") starts on the invoice. If all required fields contain a valid value, your invoice will be sent. But if your invoice contains errors, or if mandatory values are missing, an error message will appear with a clue. Correct the error(s) and try again. The error message is only updated at the time of sending; it therefore remains on screen, even after you have already corrected the error.

The invoice is only checked "superficially", for example whether an order number has the correct length, or whether an IBAN has the correct structure. The value itself is not checked, so it is still possible that an invoice will pass validation with a previously used order number or an IBAN that is unknown to the customer. An invoice can still be rejected by the customer, even after successful validation. How you are informed of this may differ per customer.

Note: Many customers process a first successful invoice (or series of first invoices) as "TEST". Therefore, carefully read the information you received from your customer. In such cases, always wait for confirmation from your customer that your company account has been transferred to "PRODUCTION" (or "Put Live", as used by some customers) before (re)submitting your final invoice(s).