Marking Purchase Invoices To Be Ceded

You can mark purchased invoices that have already been logged into the eFactoring system as designated to be ceded. The actual selection does not mean that the purchased invoice will automatically be ceded. The invoice is only selected and waits until the factor will cede it.

To make a selection – in the system of those logged ‑‑ of a purchased invoice save these invoices to a file and then import this file into the eFactoring system. The file structure (and the attachment) is the same as the file used to log the invoices into the system. A detailed description of this file appears in the Attachments / Purchased Invoices Import section.

When processing a purchased invoice in a file, proceed as follows:

  1. All the purchased invoices in the system that match those with the purchased invoice to be ceded are found in the system in the following items: Supplier Co. Reg. No., Customer Co. Reg. No. (see note), currency, amount in currency, matching code.

  2. If exactly one purchased invoice is found, a determination is made whether it is not already meant to be ceded. It is selected (if it has not been selected already) and the processing of the subsequent invoice in the file continues (i.e. step 1). If the found purchased invoice was already selected before, information is provided into the detailed processing protocol - here the purchased invoice appears as processed and the following information appears in it The purchased invoice was already selected. You continue with the next purchased invoice in the file (i.e. step 1).

  3. If no matching purchased invoice was found, the file is rejected, and processing is completed. The following information is listed into the detailed protocol: The purchased invoice was not found.

  4. If more than one matching purchased invoice was found, another more strict search is made, where another criteria is added to the criteria in step 1: The purchased invoice issue date. If one purchased invoice is found, continue to step 2. If several matching purchased invoices are found, another criteria is added: The purchased invoice VAT Date. If one purchased invoice is found, continue to step 2. If again, several matching purchased invoices are found, the file is rejected, processing ends. The following information is listed into the detailed protocol: Non-specific request - several purchased invoices found.

Note

To search for a purchased invoice customer use the following procedure:

  • It is determined whether a customer exists in the database, who has an identification for export that is identical as the Co. Reg. No. of the purchased invoice customer in relation to the corresponding supplier from the record with the invoice in a file. If no such customer is found, go on to the next step.

  • It is determined whether an entity exists in the database, whose Co. Reg. No. corresponds to the Co. Reg. No. of the purchased invoice customer from the file. If not such record is found, go on to the next step.

  • You are searching for a match between the customer Co. Reg. No. on the purchased invoice in the database and the Co. Reg. No. of the customer in the purchased invoice in the file. If no match is found, the customer is not known and a corresponding purchased invoice in the database is thus not found. Selecting invoices to be ceded according to the imported file ends in error.

Copyright © ARBES, 2019