1. Country-Specific Features
  2. Region-Specific SuiteApps
  3. North America Electronic Invoicing
  4. North America Electronic Invoicing Features
  5. Electronic Invoices
  6. Invoice

Invoice

An invoice is a formal document issued by a supplier to a buyer that has details the products or services provided, along with their corresponding prices, quantities, and terms of payment. The invoice typically includes important details like supplier and buyer information, a breakdown of items or services, taxes, payment terms, and the total amount due. For more information, see Invoices.

Generate and Send Invoices

You can generate and send outbound invoices using the North America Electronic Invoicing SuiteApp.

To generate and send e-documents for an invoice:

  1. Create or edit an invoice record.

    Note:

    You must first setup a customer record to send invoice e-documents to DBNA network. For more information, see Setting Up a Customer Record.

  2. On the E-Document subtab:

    • If the Template and Sending Method Auto-selection box is checked on the customer record, then the template and sending method are automatically selected for a transaction.

    • If the Template and Sending Method Auto-selection box is not checked, then from the E-Document Template list, select the Avalara North America Outbound Transaction template.

  3. In the North America Electronic Invoicing subtab from the North America Mandate Type list, select one of the following mandate type:

    • US-B2B-DBNA

    • US-B2G-DBNA

      Note:

      You can skip this step at transaction level, if you have already setup the North America Mandate Type field when setting up the customer or vendor record.

  4. In the Items subtab, fill the following fields and columns with appropriate values:

    • Item

    • Description

    • Quantity

    • Rate

    • Tax Code – Tax code is automatically assigned for accounts with SuiteTax.

  5. In the Billing subtab, enter the billing address for the invoice. The Billing Address field is automatically populated from the customer record. You can customize the address by selecting Custom option from the Bill To Select list.

  6. Click Save.

    Note:

    The system updates the transaction record, and the Generate E-Document button is displayed.

  7. Click the Generate E-Document button.

    Note:

    On the E-Document subtab, the status of the e-document in the E-Document Status field, will change to Ready for Certification status. If the status is displayed as Generation Failed, then there is an error in generating the e-document, which you must fix before regenerating the e-document. For more information, see Viewing E-Document Status and Audit Trail

  8. After generating e-documents, click the Certify E-Document button. The document is sent to DBNA network based on identification type and number provided on customer record.

    Note:

    Sending of e-documents from DBNA takes time to process and the status of the e-document is set to Certification in Progress. This SuiteApp does not support certification of e-documents.

  9. After receiving response from DBNA, the e-document status is set to Sent.

  10. In the North America Electronic Invoicing subtab, the following fields are populated with appropriate values after the e-documents sent to e-document recipient by DBNA network:

    • North America Message Receipt ID – This field stores the message receipt ID for the transaction after the e-document is successfully delivered to the recipient on a transaction record.

    • North America Certified PDF – This field stores the PDF of the transaction. You can click the Download link to download the generated PDF file.

    Note:

    If validation errors are displayed, the e-document status is set to Certification Data Error. More information about this error will be generated in the E-Document Audit Trail subtab

General Notices