You can check the status of invoices sent in Query
If you access the invoice consultation “Without authentication” , it will be a consultation of only one invoice where you will have to know certain details of the invoice, specifically:
- Invoice number (with or without separators, as it appears on the invoice)
- NIF/CIF of the issuer (with or without ES, as it appears on the invoice)
- CIF of the recipient (with or without ES, as it appears on the invoice)
- Invoice amount (VAT included) (without thousands separator)
Attention! We recommend that you report the exact content you have entered in the xml. Below is the correspondence of fields with the invoice:
- Invoice number: Facturae/Invoices/Invoice/InvoiceHeader/InvoiceNumber
- NIF/CIF of the issuer: Facturae/Parties/SellerParty/SellerParty/TaxIdentification/TaxIdentificationNumber
- CIF of the recipient: Facturae/Parties/SellerParty/BuyerParty/TaxIdentification/TaxIdentificationNumber
- Invoice amount (VAT included): FActurae/Batch/TotalAmount/TotalExecutableAmount
Once these fields are completed and the “Search” button is pressed, the query is performed and the history of states through which the specified invoice has passed is displayed. In this way, if the invoice has been correctly delivered to the administration, the information corresponding to the invoice entry record is detailed, among others.
If you access the Invoice Consultation "With Authentication" , you will be able to see all your invoices. You will need to authenticate yourself with a digital certificate that contains the document included in the invoice to be consulted: if the invoice was issued with a DNI, you will need to authenticate yourself with a digital certificate of a natural person that contains the DNI; if the invoice was issued with a CIF, you will need to authenticate yourself with a digital certificate of a Representative that includes this CIF.
On the other hand, you can also check the status of your invoice through the email address you indicate when sending the invoice through the delivery mailbox of the recipient Administration. Any changes in the status of this invoice will be sent to this address.
Attention! If you do not see the status “Registered”, this indicates that the invoice has not been registered by the recipient Administration. If the invoice does not pass the validation of the electronic signature or the invoice is not accepted by the administration for commercial reasons, the delivery mailbox will indicate the status “Rejected” and the reason for the rejection. Likewise, it is the responsibility of the issuer of the invoices to check the status of these.
NOTE : Once the invoice is sent to e-FACT it is immediately loaded into the application, however, it may take a few minutes for this search to provide results. Please keep this in mind before resending the invoice as in this case, it may be duplicated.
Below you can see the possible statuses that an invoice goes through from the moment you send it. These statuses can be consulted in the delivery mailbox and you will receive email notifications of the minimum statuses required by law. If you use an integration or query via web/WS, you can also receive non-mandatory statuses.
The statuses that recipients can send for each invoice, ideally sequentially, are as follows:
| State | Description | Is the issuer informed of this status by email? |
|---|---|---|
| INVOICE SENT – [to e-FACT] | The e-FACT service has made the invoice available to the receiving administration's IT systems and has passed the automatic validations of e-FACT | No. This is not a mandatory status. |
| REGISTERED INVOICE | The Electronic Invoice has been received at the general invoice entry point e-FACT and has been administratively registered, providing a registration number to the supplier. | Yes. |
| INVOICE DELIVERED | The invoice has been collected from the e-FACT Service by the computer systems of the receiving administration. | No. This is not a mandatory status. |
| INVOICE REGISTERED IN RCF | The electronic invoice has been received and registered in the invoice accounting register of the recipient accounting office. | Yes. |
| INVOICE RECEIVED AT DESTINATION | The electronic invoice has been received by the unit managing it. The publication of this status is not mandatory. | No. This is not a mandatory status. |
| CONFORMED INVOICE | The service or supply associated with the invoice has been validated. The publication of this status is not mandatory. | No. This is not a mandatory status. |
| PAYMENT OBLIGATION ACCOUNTED | The payment obligation arising from the invoice has been recognized. | Yes. |
| PAID INVOICE |
The payment obligation arising from the invoice has been fulfilled. If you have any doubts about this, or if the destination organization has not made the payment, you must contact the organization to which you sent the invoice. |
Yes. |
| INVOICE REJECTED | The invoice has been rejected. The reason for rejection may be technical reasons that prevent the invoice from being delivered to the recipient (automatically generated by computer systems), or it may be the recipient himself who rejects the invoice for commercial reasons. The electronic invoicing management applications available to the organizations must allow the generation of this status, enabling the organization to indicate the reason for rejection. Whenever a rejection occurs, whether for technical reasons or by the recipient, this status must be generated. The publication of this status is mandatory whenever an incident is detected with the invoice that prevents its processing.
|
Yes. |
| CANCELLED INVOICE | The accounting office or processing unit accepts the request for cancellation of the electronic invoice, presented by the supplier. | No. This is not a mandatory status. |
If you check the status and your invoice appears as "Invoice rejected", it means that the invoice will not continue with the processing process.
The rejection can be caused by two reasons, commercial or technical.
- Commercial reasons:
- What happened? The entity receiving the invoice does not agree with its content and has rejected it, indicating the reason for the rejection. In this case, the invoice will appear as “Registered” previously.
- Solution: contact the entity to which you are sending the invoice to find out why it was rejected.
- Technical reasons:
- What happened? It was the electronic invoice platform that automatically did not accept the invoice.
- Solution: Check the top rejection codes to see what the error is and how to fix it.
- Generalitat and its dependent bodies: Electronic invoice support for Generalitat suppliers:
- Website addresses of town halls, county councils, provincial councils (Local bodies)
- Website addresses of public and private universities