During the first quarter of 2024, a review of e-FACT integrations with various software solutions provided by market vendors has been conducted. In this review, problems and incidents have been detected that affect the correct management of the life cycle of electronic invoices.
According to the regulations1 valid, you must:
- All public bodies have one General Entry Point for Electronic Invoices (PGEF), which, in the case of Catalonia, is e-FACT.
- The accounting offices of each inform us of the processing status of the invoices. These states are:
- Invoice Accounting Register (RCF): The invoice has been entered in the Accounting Register of Invoices of the recipient accounting office, and the accounting registration number of the invoice must be returned to the PGEF. The entry registration number of the invoice from the administrative register should not be returned, but the accounting number of the RCF invoice.
- Recognized obligation accounted for: The payment obligation derived from the invoice has been recognized.
- Paid: The payment obligation derived from the invoice has been paid (finalist status).
- Rejected: The accounting office or processing unit has rejected the invoice, indicating the reason.
These measures are essential to ensure correct management of electronic invoices and ensure transparency and efficiency in administrative processes.
For this reason, it is necessary for all of us to review your suppliers' integrations with e-FACT taking into account the following considerations:
- e-FACT must be integrated with accounting software only
- The e-FACT integration architecture is designed for accounting software and not for integration with File Manager software.
- The integration between e-FACT and the accounting software allows for the correct reporting of invoices in the RCF and allows for the communication of the mandatory and final processing statuses provided for in the regulations.
- The information on the invoices, as well as the statuses of the invoices that have to deal with them File Managers, must be resolved through integration between the accounting manager and the file manager and not through integration between e-FACT and the File Manager. The AOC does not intervene in plugins and integrations between third-party applications.
You can find more information in the FAQ he comments the methods of integration in e-FACT.
- The institution's administrative register must be integrated with MUX (V3):
- In order for the electronic invoices to be correctly registered in the administrative register of the entity, it is necessary that the administrative registration solutions of the supplier are integrated with MUX V3. This integration will allow the download of the invoice in FACTURAe format and the download of the receipt in PDF format.
- Integration with MUX v3 ensures that invoice registration is done only once and that the supplier is correctly informed of their invoice registration number.
- It is not a correct practice to first register the invoice with the auxiliary register of the EACAT and subsequently assign a new registration number to the invoice with the administrative register of the entity. In this case, the administrative registry must be integrated with MUX v3 for the eFACT service.
You can find more information in the FAQ that comments the MUX v3 downloadable documentation.
