Invoices and forwarding

Who: the provider uploads the invoice. The FM validates it and forwards it to the client.

1. Upload the invoice (provider)

1. Open Facturas (Invoices) and click Subir factura (Upload invoice). The button is also on Inicio (Home).
2. Choose the Contrato de servicio (Service contract).
3. In Mantenimiento (Maintenance job), choose the job if the invoice bills an approved quote. For a periodic invoice of the contract, leave Ninguno (None).
4. Upload the PDF and fill in the number, the issue date, the due date, the tax base and the VAT.
5. Click Subir (Upload).

A provider cannot repeat an invoice number.

2. Validate the invoice (FM)

1. Open the invoice from Validaciones (Validations) or from Facturas.
2. Compare the tax base with the Importe previsto (Expected amount). For a periodic invoice, the expected amount is the contract instalment. For a maintenance job invoice, it is the approved quote.
3. Click Validar (Validate) or Rechazar (Reject). A rejection needs a comment.

If you reject the invoice, the provider opens the rejected invoice and clicks Subir sustituta (Upload replacement). The replacement takes the same instalment.

3. Forward the invoice to the client

1. On the validated invoice's page, click Registrar envío al cliente (Record forwarding to client).
2. Enter the Fecha de envío (Forwarding date).
3. Check the Archivo validado (Validated file). Click Cambiar (Change) if you send a different file.
4. Confirm.

The page then shows who forwarded the invoice and when. The button appears only when the invoice is validated.

Record a credit note

If the provider cancels or corrects an invoice, you record the credit note from the original invoice:

1. Open the invoice that the credit note corrects.
2. Click Registrar abono (Record credit note).
3. Upload the PDF and fill in its details with a negative amount.

The credit note appears in the Abonos (Credit notes) block of the original invoice.

Monitor invoicing

• At the top, the Facturas list shows the Pendientes de validar (Awaiting validation), the Validadas sin enviar (Validated and unsent), the Enviadas este mes (Sent this month) and the invoices Con diferencia sobre lo previsto (With a difference from the expected amount).
• Filter by Emisión (Issue date), Proveedor (Provider), Activo (Asset), Validación (Validation), Envío (Forwarding) or Con diferencia (With a difference).
• The Facturas tab of each service contract shows the Seguimiento de facturas (Invoice tracking) for the year: one row per instalment, with its invoice, the difference and the state. See Invoices.
• The Contratos de servicio (Service contracts) list shows the contracts with Facturas por encima de lo previsto (Invoices above the expected amount) and with Facturas por recibir (Invoices to receive).