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Use the electronic invoicing service to import vendor invoices

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Important

Some or all of the functionality noted in this article is available as part of a preview release. The content and the functionality are subject to change. For more information about preview releases, see Service update availability.

This article provides information that will help you get started with importing vendor invoices using the Electronic Invoicing service. It guides you through the configuration steps in Regulatory Configuration Services (RCS), Dynamics 365 Finance, and Dynamics 365 Supply Chain Management that you must follow to receive electronic vendor invoices from the vendors.

Set up vendor invoice import in RCS

To set up vendor invoice import in RCS, follow these steps:

  1. Consult the list of generally available Electronic invoicing features.
  2. Select and import the Electronic invoicing feature. For more information, see Import an Electronic invoicing feature from Microsoft configuration provider.
  3. Create an Electronic invoicing feature for your organization. For more information, see Create an Electronic invoicing feature under your organization provider.

Configure an email account channel

Configure an email account channel if the Electronic invoicing feature you created imports electronic vendor invoices from attached files that are received by email.

  1. In RCS, select the Electronic invoicing feature that you created. Make sure you select the version with a status of Draft.

  2. On Setups tab, in the grid, select a feature setup, and then select Edit.

  3. On the Data channel tab in the Parameters field group, in the Data channel field, enter the name of the channel. The channel name should be no more than ten characters.

  4. In the Server address field, enter the email account provider. For example, the server address for https://outlook.live.com/ is imap-mail.outlook.com.

  5. In the Server port field, enter the port used by the email account provider. For example, the server port for https://outlook.live.com/ is 993.

  6. In the User name secret field, enter the name of the Key vault secret that contains the ID of the email user account. This secret must be created in Azure key vault and setup in your service environment.

  7. In the User password secret field, enter the name of the Key vault secret that contains the password of the email user account.

  8. Optional - Enter values in the From filter, Subject filter, and Date filter fields.

  9. Enter the names of the mail box folders where mails will be:

    • Imported from: Main folder
    • Saved after successful processing: Archive folder
    • Saved after not successful processing: Error folder You aren't required to create these folders in the mail box. The folders are created automatically after first e-invoice import and processing.

  10. In the Attachments filter field group, add the file filtering information. Only attachments that satisfy the defined filter are processed. For example, you can setup "*.xml" for attachments with an xml extension. The name of the attachment is used in Dynamics 365 Finance or Dynamics 365 Supply Chain Management during setup.

  11. On the Applicability rules tab, review and update the criteria as necessary. The Channel field must be equal to the Data channel provided earlier. For more information, see Applicability rules.

  12. Select Save and close the page.

Configure a Microsoft SharePoint channel

Configure a Microsoft SharePoint channel if the Electronic invoicing feature imports electronic vendor invoices from files placed in SharePoint folders.

  1. In RCS, select the Electronic invoicing feature that you created. Make sure you selected the Version with status Draft.
  2. On Setups tab, in the grid, select a Feature setup and then select Edit.
  3. On the Data channel tab, in the Parameters field group, select SharePoint address and enter the SharePoint URL.
  4. Select Server port and enter the port used by the email account provider.
  5. Select Application Id and enter the name of the Key vault secret that contains the ID of the SharePoint client.
  6. Select Application secret and enter the name of the Key vault secret that contains the password of the SharePoint client.
  7. Select File filter. Review and update the mask to filter the files that contain the electronic vendor invoice to import.
  8. On the Applicability rules tab, review and update the criteria if necessary. For more information, see Applicability rules.
  9. Select Save and close the page

Deploy an Electronic invoicing feature

To deploy the Electronic invoicing feature, see Deploy the Electronic invoicing feature to Service environment.

Set up vendor invoice import in Finance or Supply Chain Management

Complete the steps in the following two sections to set up different types of vendor invoice import.

Import Brazilian NF-e from email

  1. Sign in to your Finance or Supply Chain Management environment and verify that you are in the correct legal entity.
  2. Go to Organization administration > Setup > Electronic document parameters.
  3. On Features tab, make sure that NF-e Federal - Brazilian electronic invoice is selected.
  4. On External channels tab, on Channels field group, select Add.
  5. In the Channel field, enter NFe (the name of the channel given in the configuration of the data channel for the Electronic invoicing feature in RCS).
  6. In the Description field, enter a description. In the Company field, select the legal entity.
  7. In the Document context field, select Fiscal document context – Customer invoice context model.
  8. In the Import sources field group, select Add.
  9. In the Name field, enter XmlFile (the name of the Attachment filter given in the configuration of the data channel for the Electronic invoicing feature in RCS).
  10. In the Description field, enter a description, and in the Data entity name field, select Received NF-e XML documents.
  11. In the Model mapping field, select NF-e mail import – NF-e email import (BR) and then select Save.
  12. On the Electronic document tab, in the Electronic reporting field group select Add, and in the Table name field, select Received NF-e XML document.
  13. In the Document context field, select Inquire fiscal document context – Customer invoice context.
  14. In the Electronic document model mapping field, select Inquire mapping – Fiscal document mapping.
  15. Select Response types, and then select New.
  16. In the Response type field, enter Response. In the Submission status field, enter Scheduled.
  17. In the Model mapping field, select Model mapping from response message – Response message import format.
  18. Select Save and then close the page.

Import PEPPOL electronic vendor invoices

  1. Go to the Electronic reporting workspace and select Reporting configurations.
  2. Select Customer invoice context model, and then select Create configuration > Derive from Name: Customer invoice context model, Microsoft to create a derived configuration.
  3. On the Draft version, select Designer and in the Data model tree, select Map model to datasource.
  4. In the Definitions tree, select DataChannel and then select Designer.
  5. In the Data sources tree, expand the $Context_Channel container.
  6. In the Value field, select Edit > Edit formula, and enter the data channel name. This is the name of the channel given in the configuration of the data channel for the Electronic invoicing feature in RCS.
  7. Select Save and close the page.
  8. Close the page.
  9. Select the derived configuration you just created from the Customer invoice context model, and on the Versions FastTab, select Change Status > Completed.
  10. Go to Organization administration > Setup > Electronic document parameters and on the Features tab, make sure the PEPPOL Global electronic invoices is selected.
  11. On the External channels tab, in the Channels field group, select Add.
  12. In the Channel field, enter the data channel name and in the Description field, enter a description.
  13. In the Company field, select the legal entity.
  14. In the Document context field, select the new derived configuration from Customer invoice context model. The mapping description should be Data channel context.
  15. In the Import sources field group, select Add.
  16. In the Name field enter Attachments filter name and in the Data entity name field, select Vendor invoice header.
  17. In the Model mapping field, select Vendor invoice imprt - Import vendor invoice.
  18. Click Save and then close the page.

Receive electronic invoices

The Electronic Invoicing service performs two steps during invoice import from the data channels:

  1. Accesses the mail box and reading e-mail.
  2. Processes the emails.

To perform these two steps, the client should call the service manually for each step. However, we recommend that you set up batch for receiving electronic documents.

To receive electonic invoices, follow these steps:

  1. Go to Organization administration > Periodic > Electronic documents > Receive electronic documents.
  2. Select OK and then close the page.

View receive logs for electronic invoices

To view the receive logs for electronic invoices, go to Organization administration > Periodic > Electronic documents > Electronic document receipt log. If you don't see successfully proccesed invoices, remove the table filter.