Frequently asked questions for Local Entities
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From option "Local Entity Invoice Management" it is possible to register invoices in two ways:
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Individually by clicking on the menu "Invoice registration".
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Bulk from the menu "Bulk Actions" . In this menu "Mass registration/modification of invoices" is available. This option allows you to import a file CSV that contains multiple invoices. There are example templates in each section intended to carry out massive actions.
Once the operation is selected, you must import the CSV file that will contain the invoices that you want to register and/or modify, through the "Browse" button . This file will contain a first row with the name of the invoice fields to be registered (separated by ";"). The format that the rest of the rows must comply with can be checked by downloading the template for mass incorporation of invoices, whose link with the literal "Download template for registration / mass modification of invoices" is found in the top of the page.
In order to register an invoice, the date on which the action is carried out must meet the period established for it.
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From March 6 to March 21: Local Entities, belonging to the mandatory regime, will register pending payment invoices from their suppliers on the platform . They can make any modifications they consider appropriate to the invoices sent to the platform.
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From April 14 to April 28: Local Entities, belonging to the voluntary regime, will register pending payment invoices from their suppliers on the platform. They can make any modifications they consider appropriate to the invoices sent to the platform.
NIF , NIE and codes registered in the Expanded Customs Census are admitted.
In the event that the invoice corresponds to a foreign supplier that does not have NIE , contact the Local Entities Service Center through the enabled form. You must provide, in this way, the following data related to the supplier:
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Supplier country. Failing that, a standard 2-character code that identifies the country of origin.
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Supplier identifier. Passport number or any other information that identifies the supplier.
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Name or company name of the supplier.
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Address or registered office of the supplier. Optional data.
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Municipality/state/city of origin of the supplier. Optional data.
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Natural or legal person. Required data.
The data provided will be verified and, if considered correct, the supplier will be registered.
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To be able to individually modify an invoice , you must access the invoice details and click on the " Modify" option located at the top.
Note: If this option does not appear, it may be because it is not within the period established for modifying invoices (between March 6 and April 11 for Local Entities of the mandatory regime; between April 14 and May 12 for Local Entities of the voluntary regime). It is also not possible to modify an invoice if its status is not "Active" or if, even if it is active, its status is "Acceptance expressed". You cannot modify an already accepted invoice.
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It is also possible to perform a mass modification from the menu " Mass actions", "Mass registration/modification of invoices". This section allows you to register new invoices, modify those already incorporated or carry out both operations at the same time (registration of new invoices and modifications of existing invoices).
Once the operation has been selected, you must import the CSV file that will contain the invoices that you want to register and/or modify, using the "Browse" button. This file will contain a first row with the name of the invoice fields that are going to be registered and/or modified (separated by ";"). The format that the rest of the rows must comply with can be checked by downloading the template for mass incorporation of invoices, whose link with the literal " Download template for registration / mass modification of invoices" is found in the top of the page.
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The cancellation of invoices individually or in bulk (status change to "Cancelled") is available from March 6 to April 11 for Local Entities under the mandatory regime and from the 14 from April to May 12 for Local Entities on a voluntary basis.
All except the parent entity ID.
Firstly, invoices can be modified as long as the date on which the action is carried out meets the period established for it (between March 6 and April 11 for local entities of the mandatory regime. Between April 14 and May 12 for local entities of the voluntary regime).
If, even within the established period, an invoice is not allowed to be modified, you must check if the status of the invoice is "Active" and its status is "Pending Acceptance " , the status of an invoice can only be modified if this condition is met. It is not possible to modify an invoice in status of " Manifested Acceptance".
Accepting payment on behalf of a supplier can be done in two ways: individual and massive.
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To be able to accept the payment individually , you must access the invoice detail and click on the option "Accept payment on behalf of the Supplier" located at the top.
Note: If this option does not appear, it may be because it is not within the period established for accepting payments on behalf of the Supplier (from March 22 to April 11 for local entities of the mandatory regime and from May 3 to May 12 for local entities of the voluntary regime), to the invoice being canceled or to the payment having already been accepted by the supplier ("Manifested Acceptance" situation).
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It is also possible to perform a mass acceptance on behalf of the supplier from the menu " Mass actions", "Mass payment acceptance on behalf of the Supplier".
Once the operation is selected, you must import the file CSV that will contain the invoices that you want to register and/or modify through the "Browse" button. This file will contain a first row with the name of the invoice fields that are going to be registered and/or modified (separated by ";"). The format that the rest of the rows must comply with can be checked by downloading the template for mass incorporation of invoices, whose link is with the literal " Download template for Mass Acceptance of Payment on behalf of the Supplier", It is located at the top of the page.
It is only possible to accept payment on behalf of the supplier within certain deadlines: from March 22 to April 11 for local entities of the mandatory regime and from May 3 to May 12 for local entities of the voluntary regime.
If within the established period it is not possible to accept the payment, you must check if the status of the invoice is "Active" and its status is "Pending Acceptance" . It is not possible to accept an invoice that is already in status "Manifested Acceptance" , when the payment has already been accepted; the EE. LL. they could only:
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Cancel the invoice (change the status to "Voided" ).
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Cancel the supplier's prior acceptance.
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Obtain the receipt ( "Download documentation for the Supplier" ).
In order to modify the IBAN it is necessary to previously cancel the payment acceptance on behalf of the supplier in order to have access to the "Modify" option (which does not appear if an invoice is in "Manifested Acceptance" status).
Note: It must be kept in mind that it is only possible to cancel the prior acceptance of payment on behalf of the supplier within certain deadlines: from March 22 to April 11 for local entities of the mandatory regime and from May 3 to May 12 for local entities of the voluntary regime. Furthermore, within this period the acceptance of an invoice can only be canceled if its status is "Active" and its status is "Manifested Acceptance" .
Once the cancellation of the previous payment acceptance has been made, the invoice returns to the situation "Pending Acceptance" . In this state it is when it is possible to access the modification of the invoice from the "Modify" option.
Once the IBAN has been corrected, since the invoice is in status "Pending Acceptance" you must "Accept the payment in Supplier name" so that the invoice returns to status "Manifested Acceptance" .
It is possible to cancel the previous acceptance of a payment on behalf of the supplier in two ways: individual and massive.
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To be able to cancel payment acceptance individually , you must access the invoice details and click on the option "Cancel prior payment acceptance" located at the top.
Note: If this option does not appear, it may be because it is not within the established period to carry out this procedure (from March 22 to April 11 for local entities of the mandatory regime and from May 3 to May 12 for local entities of the voluntary regime. ). Additionally, it is only possible to cancel payment acceptance if its status is "Active" and its status is "Manifested Acceptance" .
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It is also possible to perform a mass modification from the menu "Mass Actions", "Mass Cancellation of Supplier Prior Acceptance" .
Once the operation is selected, you must import the file CSV that will contain the invoices that you want to register and/or modify through the "Browse" button. This file will contain a first row with the name of the invoice fields that are going to be registered and/or modified (separated by ";"). The format that the rest of the rows must comply with can be checked by downloading the mass invoice incorporation template, whose link with the literal "Download mass payment cancellation template on behalf of the supplier" is located at the top of the page.
In invoices, the acceptance of payment can be canceled as long as the date on which the action is carried out meets the period established for it and that the local entity is an entity authorized to do so. Additionally, it is only possible to cancel payment acceptance if its status is "Active" and its status is "Manifested Acceptance" .
As indicated in the "Notices" located at the bottom of the " Registration / mass modification of invoices" section, the elements that are imported will appear of a relationship of data composed of a maximum of 501 rows.
Yes. From the link "Templates download", located at the top of the invoice consultation page, the user can download the mass action templates.
The mass action templates are:
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Mass invoice registration/modification template.
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Bulk invoice status change template.
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Mass payment acceptance template.
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Mass cancellation template for previous payment acceptances.
Yes, from the link "Change status" located at the top of the invoice detail (accessed from the invoice query) it is possible to change the status of an invoice to "Cancelled" or "Cancelled as already paid" .
However, this operation can only be carried out in the period established for it (from March 6 to April 11 for local entities of the mandatory regime and from April 14 to May 12 for local entities of the voluntary regime).