E-Document Certification in the Outbound Process

Most countries that implement electronic invoicing in e-commerce require that businesses or companies submit their e-documents to a certification authority or tax agency. Certification authorities check the validity of e-documents and their compliance to any prescribed format and content. Certified e-documents are returned to the sending company for use in any other business requirements.

The outbound component of the Electronic Invoicing SuiteApp supports the sending of e-documents to authorities, organizations, or a tax agency that provide certification services.

Before e-documents can be sent for certification, the administrator must first assign a certification sending method by checking the Sending Method for Certification box on a sending method record. The certification sending method is a different sending method from the sending method applied at the transaction level. The certification sending method is applied to the transaction types and subsidiaries selected on the sending method record. Whether the certification sending method will use email or web service channel, the administrator must specify the certification services provider or authority as the recipient. For more information, see Creating an E-Document Sending Method Record.

Note:

Electronic Invoicing SuiteApp provides support to send e-documents for certification individually or in bulk to Avalara. All the eligible e-documents are automatically sent for certification without any manual intervention. For more information about Avalara for e-Invoicing, see Avalara for E-Invoicing.

Note:

Only one certification sending method must be associated with a combination of subsidiaries and transactions you select.

E-documents generated from transaction types and subsidiaries with an assigned certification sending method will display the Certify E-Document button on the record. Clicking the Certify E-Document button sends the e-document to the certification authority.

On the other hand, e-documents generated from transaction types and subsidiaries without an associated certification sending method will display the Send E-Document button.

NetSuite receives successfully certified e-documents, of which certified XML or JSON file you can view from the E-Document subtab. The E-Document Status field on the E-Document subtab indicates the result of e-document certification. If certification fails, details of errors are logged on the E-document Audit Trail.

Note:

If you have created your own certification sending method, you must store the certified copy of the XML or JSON in the File Cabinet and update the file ID of the certified e-document in the transaction body field certified e-document.

Certified e-documents can be sent to customers, vendors or any third party as recipients using the standard sending method assigned to the transaction. With the appropriate sending method selected, you can click the Send E-Document button on the transaction. For more information, see Sending the E-Document of a Single Transaction.

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