Special Formats: General Format

What will you learn?

• Understand what a special format is.
• Identify when to use the General Format.
• Register the client in Special Formats.
• Configure the payment condition.
• Create an invoice from QuickBooks.
• Incorporate the required additional data.
• Verify the order of the data in the XML.
• Check the invoice status in Facturador Plus.

Before starting

Log in to Invoicer Plus
with a user that has access
to the special formats configuration.

You will also need:

• The name and identification
  of the client or recipient.
• Additional data
  requested by the client.
• Know the order in which
  that data must be included.
• Access to the QuickBooks company
  from which the invoice will be issued.
• The corresponding connection
  between QuickBooks and Facturador Plus.

What is a special format?

Some clients request
that electronic invoices
include additional information
necessary for their processes
reception interns
or administration.

For example:

• Salesperson number:
  identifier assigned for the business relationship.
• Purchase order:
  reference of the purchase made.
• GLN:
  identification code used
  by the client when applicable.

Facturador Plus has different
special formats for clients
that require specific structures.

Among the mentioned examples
the tutorial includes AMPM,
Automercado, Nacional, Grupo G
and PriceSmart.

When a configuration is required
that does not correspond to one of those
specific formats, it can be used
the General Format,
according to the system options.

Step 1. Go to Special Formats

1. Open Invoicer Plus.
2. In the main menu, go to
   Other processes.
3. Select
   Special formats.
4. Check the available formats
   and locate
   General Format.

From this section you can register
the client to which it will apply
the corresponding format.

Step 2. Configure the General Format

1. Select
   General Format.
2. Enter the client's name
   to whom invoices will be issued
   with this format.
3. Complete the identification
   corresponding to the client.
4. Verify that the data matches
   with the registered information
   in QuickBooks.
5. Select the condition
   or payment method required.
6. Check the entered information.
7. Press Save.

In the tutorial example
the condition is selected
Credit.
You must use the condition
that corresponds to the operation
and to what the client requested.

Step 3. Create the invoice in QuickBooks

After configuring
the General Format,
you can prepare the invoice
from QuickBooks.

1. Log in to
   QuickBooks Online.
2. Select + New
   and after Invoice,
   according to the available interface.
3. Search and select
   the registered client
   in the General Format.
4. Add the product or service
   that you want to invoice.
5. Complete the description,
   quantity and price.
6. Apply taxes
   that correspond.
7. Check the information
   before saving.

In the demonstration it is used
a test product
and a VAT rate of 13%.
You must apply the rate
as appropriate
to the actual operation.

Step 4. Incorporate the additional data

The client may request
that certain identifiers
appear in the XML
of the electronic invoice.

In the example, they are needed
three data:

• Seller number.
• Purchase order number.
• GLN.

1. Within the invoice,
   locate the used space
   to enter the information
   additional of the General Format.
2. Write the name
   of the first data,
   followed by a colon
   and its value.
3. Press
   Enter
   to place
   the next data
   on a new line.
4. Repeat the procedure
   with the other data
   required by the client.
5. Check that they are
   complete and in the
   order requested.

Step 5. Save and send the invoice

1. Review again
   the client, products,
   quantities, amounts
   and taxes.
2. Check that the information
   of the special format
   is complete.
3. Select
   Save and close
   in QuickBooks.
4. Log in to
   Invoicer Plus.
5. Open the section
   Sales.
6. Locate the invoice
   that you just created.
7. Check its status
   of processing
   and the result
   of Treasury.

In the demonstration,
the invoice passes
through the state
Processing
and later
aparece como
Accepted.

La aceptación dependerá
de la validación
del comprobante.
No debe asumirse
que todas las facturas
tendrán ese resultado
automáticamente.

Paso 6. Descargar y revisar el XML

Para confirmar
que los datos adicionales
se incorporaron correctamente,
puedes revisar el XML
de la factura emitida.

1. In Sales,
   localiza la factura.
2. Abre el menú
   Actions.
3. Select
   Descargar XML enviado.
4. Abre el archivo descargado
   con una herramienta
   que permita visualizar XML.
5. Busca la información adicional
   incorporada mediante
   el Formato General.
6. Comprueba los nombres,
   valores y el orden
   de los datos.

En el ejemplo,
los datos adicionales
aparecen hacia el final
del XML, en la sección
corresponding
a los textos adicionales.

Situations you should review

El cliente ya está registrado

Revisa el registro existente
en Special formats
antes de intentar crear otro
con los mismos datos.

Los datos no aparecen en el XML

Comprueba que seleccionaste
el cliente correcto,
que tiene asociado
el General Format
y que ingresaste
la información adicional
en el espacio
corresponding
de la factura.

Los datos aparecen en otro orden

Revisa el orden
en el que escribiste
los valores
antes de emitir
el comprobante.

Si necesitas modificar
una factura ya emitida,
utiliza el procedimiento
as appropriate
al estado del comprobante;
no asumas que puedes
editar su XML
después de la aceptación.

Important recommendations

• Confirma con el cliente
  los datos adicionales
  que necesita.
• Verifica el nombre
  y identification
  del receptor.
• Comprueba la condición
  de pago correspondiente.
• Mantén el orden
  solicitado
  de los identificadores.
• Utiliza el nombre
  del dato seguido
  de dos puntos
  and its value.
• Evita caracteres
  adicionales innecesarios.
• Revisa el XML
  de las primeras facturas
  realizadas con
  el Formato General.
• Confirma que la factura
  sea aceptada por Hacienda
  y que cumpla
  los requisitos del cliente.

Do you need additional help?

If you have questions
sobre los formatos especiales,
la configuración
del General Format
o la información adicional
de las facturas electrónicas,
comunícate con nuestro equipo
of technical support
of Mondragón & Associates.