Document Statuses in Fluentis

The sending and receiving of electronic documents for both active and passive cycles requires the management, by the user, of a series of operational STATES that define the management flow of the invoice document, from its generation to the sending to the Fluentis Business Hub for actual transfer to the SdI. States can be managed individually, so within the management of a single document, or in bulk mode; each state can allow for a transition to a PREVIOUS management state or to a NEXT one. The actions and management of electronic documents may be subject to operational restrictions that can reserve the management of document states only to predefined roles and/or users, appropriately configuring the ribbon menu of related actions.

The current regulations regarding communications to be sent to the Revenue Agency require that VAT liable entities report data related to the transfer of goods/services performed (Management of the active cycle) and RECEIVED even from NON-identified/non-resident parties in the territory of the State using the same format provided for Italian electronic invoices. If the same format provided for Italian electronic invoices can be used for ISSUED documents, a specific format is required for sending purchases from foreign suppliers to the SdI, and the signature for these files is mandatory.

In Fluentis, the generation of the XML file of this type is possible following the accounting registration of the received document and the subsequent management, within the accounting registration, of the generation of the XML file and its sending to the SdI with the same state change actions provided for the active cycle, or through the management of files from the Electronic Invoicing function with non-resident parties.

The meaning of the various states in detail:

Document State	Description	Possible Actions
Not Examined	The document has been generated and no actions have yet been taken regarding the management of the electronic document	Next: Checked, Canceled, Excluded. Previous: Manual deletion of the document from management
Checked	The document has undergone preliminary checks by the operator	Next: Generated, Canceled, Excluded. Previous: Not examined (go back to the initial document state)
Generated	The XML file related to the electronic document has been created. From this point on, it is possible to proceed with the subsequent states to send the file to the Fluentis Business Hub or download the XML file for external management. The document in this state can be accounted for	Next: Signed, To be sent, Canceled, Excluded. Previous: Checked
Signed	The document has been externally signed with a Cades/Xades signature certificate and reimported into Fluentis in the new format	Next: To be sent, Canceled, Excluded. Previous: Generated
To be sent	This state, to be used if the Fluentis Business Hub channel is correctly configured, queues the document in the list that BizLink should process for sending to SdI. FOR THOSE WHO HAVE NOT SIGNED THE FE CONTRACT WITH FLUENTIS, THIS STATE CHANGE BLOCKS THE INVOICE FROM ANY OTHER ACTION	Next: NO MANUAL ACTIONS. The state is updated by Fluentis Business Hub NOT MANAGED FOR THOSE WHO HAVE NOT SIGNED THE FE CONTRACT WITH FLUENTIS
Canceled	The document should not be sent to the final customer but remains valid for VAT purposes	Next: NO MANUAL ACTIONS. Previous: Not examined
Excluded	The document has been created but does not fall among those to be sent to the SdI (e.g., internal credit note or customer not resident in Italy and not subject to electronic invoicing with sending to SdI)	Next: NO MANUAL ACTIONS. Previous: Not examined
Not Matched (Passive cycle)	The document has been received by the Fluentis Business Hub service and has not been matched to any accounting element (NOT MANAGED FOR THOSE WHO HAVE NOT SIGNED THE FE CONTRACT WITH FLUENTIS)	Next: Received
Received (Passive cycle)	The document has been matched to the accounting registration/purchase document/compensation document (NOT MANAGED FOR THOSE WHO HAVE NOT SIGNED THE FE CONTRACT WITH FLUENTIS)	Previous: Not matched

If the sending is done via Fluentis Business Hub, after marking the created document with the state "To be sent," the subsequent states acquired directly from Fluentis Business Hub can be:

THESE STATES ARE NOT MANAGED FOR THOSE WHO HAVE NOT SIGNED THE FBH CONTRACT WITH FLUENTIS

Document State	Description	Possible Actions	XML Notification from SDI
In Fluentis Business Hub	The document has been received in Fluentis Business Hub and is awaiting retrieval by the SdI	It is necessary to wait for feedback from the SdI that will verify and possibly retrieve the file	NO
In SDI	The document has been received by the SdI	Next: Non-compliant, Issued	NO
Non-compliant	The document did NOT pass the formal checks required by the SdI and must be reissued. Subsequent state changes are MANUAL and the responsibility of the user	Previous: Not examined, Canceled, Excluded	YES
Delivered	The document has been delivered to the recipient	The sending cycle is concluded	YES
Failed delivery (Mancata consegna)	The SdI was unable to deliver the document to the recipient and will make it available in its reserved area (e.g., due to unavailability of the electronic address or because such an address has not been indicated on the invoice)	Next: Customer notification	YES
Customer notification	In response to the non-delivery by the SdI, a manual notification is made to the customer regarding the invoice. This state is MANUAL and the responsibility of the user	The sending cycle is concluded	NO
Document issued (Only PA)	The document has been considered valid by the SdI, which proceeds with attempts to deliver to the public administration (PA)	Next: Delivered, Failed delivery	NO
Rejected (Only PA)	The document addressed to the PA has been rejected by the Public Administration	Previous: To be examined	YES
Approved	The document addressed to the PA has been accepted by the Public Administration	The sending cycle is concluded	YES
Accepted for expiration	If within the 15-day deadline from receipt of the invoice the SdI receives no communication, the SdI sends a notification of EXPIRATION OF TERMS to both the transmitting and receiving parties		YES

The status of documents sent to the Fluentis Business Hub is updated in silent mode by some automatic procedures provided in BizLink. The following paragraphs describe the details of each managed state.

Document State NOT EXAMINED

At the moment of creating the new sales document or an accounting registration of purchases for non-resident entities, in the ribbon menu, in the Electronic Invoicing section, the proposed state is “Not Examined,” meaning it has not yet been evaluated by the operator for sending to SdI. Once the document is entered and saved with the related information, it is possible to proceed by changing the state of the document to one of those provided for the NOT EXAMINED state, namely:

Controlled: verified and ready to be handled in electronic format
Cancelled: the invoice should not be sent to SdI but must be maintained as valid for accounting and VAT records
Excluded: the inserted document should not be sent to SdI

Document State CHECKED

The document/registration in the CHECKED state has been validated by the operator and can be processed for the subsequent phases for processing and sending to SdI, or can be returned to the NOT EXAMINED state for any modifications or additions. The subsequent processing states of the document for sending to SdI or for exclusion from sending can be:

Generated: the XML file related to the inserted document is created and prepared for shipment
Cancelled: the invoice should not be sent to SdI but must be maintained as valid for accounting and VAT records
Excluded: the inserted document should not be sent to SdI

Document State GENERATED

The transition of invoice documents or accounting registrations to the GENERATED state involves the simultaneous creation of the XML document according to the technical specifications provided by the Revenue Agency for the type of document under management. During this phase, various checks are performed regarding the presence of mandatory information for compilation, and if such information has not been accurately recorded in the registry section, an error message regarding the missing data will be issued.

The invoice document/credit note... in the GENERATED state also acquires the internal management status PRINTED, and therefore it is possible to proceed with the accounting of the document from this moment forward. The accounting registration in the GENERATED state creates the corresponding XML file.

The generated XML file is saved in the document management system of Fluentis and is thus always retrievable from the various functionalities that allow access and from the ES document log function provided in the ribbon menu of the various functionalities.

The XML file in the Generated state can be downloaded and managed for sending with external tools to Fluentis or can be sent to the Fluentis Business Hub through the management of one of the operational states provided. If the management of electronic invoicing documents includes the handling of signatures, the following is also included in the management states:

If the signature management is not provided, the management states are:

Controlled: I change the state of the document to revert to the previous Checked state
Cancelled: the inserted or registered document should not be sent to SdI but must be maintained as valid for accounting and VAT records
Excluded: the inserted document should not be sent to SdI
To deliver: the document is added to the list of documents to be sent to the Fluentis Business Hub
Signed: the flow for assigning this state searches, in a previously configured path, the signed file corresponding to the XML file generated by the procedure. This state is visible ONLY if the check “Signed Electronic Invoicing” is selected in the contact registry (Contact Registry Settings) or in the Electronic Invoicing Configurations of the company (Configuration connection to Fluentis Business Hub) and is, according to current regulations, an OPTIONAL state for sales documents issued to parties residing in Italy but is MANDATORY for documents issued to non-resident, non-established, non-identified entities in Italy.

Before proceeding to change the status to SIGNED, it is necessary to sign the documents in the GENERATED state:

if the Folder for creation of signature files field in the Electronic invoicing configuration of the company has been correctly set, every time the XML file is generated, Fluentis saves a copy in the indicated path. If this field has not been configured correctly, the XML file can be downloaded from the SDI Document Register function using the Attach Download action in the ribbon menu and save the file in a convenient folder on the FileSystem.

proceed to sign the file using any signature software provided, which allows for the application of a digital signature in Cades or Xades format (as required by the technical specifications) and ensuring that the signed file is saved in the folder indicated in the Electronic Invoicing Configurations in the Signed Files field.

Change the status of the document to SIGNED: the procedure will automatically retrieve the signed file from the folder indicated in the previous step and incorporate it into the Fluentis procedural flow. If sent to the Fluentis Business Hub, this file will be the one transmitted to the SdI.

Document State SIGNED

The document in the SIGNED state can be downloaded and managed externally from Fluentis, or sent to the Fluentis Business Hub for sending to the SdI. To download the signed document, it is possible to access the “SDI Document Register” function and execute the download in the Attachments panel via the “Download Attachment” action in the ribbon menu or from the SDI document register panel via the “Download the content of the register” action. To proceed with the management of the document, it is possible to select one of the proposed states:

Generated: cancels the signing operation of the file and returns to the GENERATED state of the XML file
To deliver: the document is added to the list of documents to be sent to the Fluentis Business Hub
Cancelled: the document or accounting registration does not refer to events to be sent to SdI but must remain valid for accounting and VAT records
Excluded: the inserted document/accounting registration should not be sent to SdI

Document State CANCELED

The document/accounting registration in the CANCELED state is manually set by the user when the document is relevant for VAT and accounting purposes but should not be included in the management cycle of the Interchange System: an example might be the invoice issued from the active Fluentis cycle which receives a notification of Rejection from the Interchange System, and therefore, when the document is already recorded in accounting, it is necessary to proceed with:

the cancellation of the sent invoice, to prevent the document from being forwarded in any shipping cycle,
the registration of a valid credit note for accounting purposes only, which should not be transmitted to the SdI and which will therefore have the status of EXCLUDED,
the issuance of a new document with a numbering that refers to the initial one, to be sent again to the SdI.

If the document is in the Canceled state but it is necessary to manage the document again by returning to the initial state, it is possible to change its status to NOT EXAMINED and proceed with modifications to the original document.

Document State EXCLUDED

The State of the document "Excluded" is manually set by the user and pertains to documents that, by their nature, should not be included in the management flow of electronic invoicing for the Interchange System. Some examples of documents in this state:

Internal credit notes related to invoices that have been rejected by the SdI and that need to be reissued.
Documents issued to foreign/non-resident parties for which one does not intend to manage sending through the processing states provided for electronic invoicing to SdI.

If the document is in the Canceled state but it is necessary to manage the document again by returning to its initial invoice state, it is possible to change its status to NOT EXAMINED and proceed with modifications to the original document.

Document State TO BE SENT and IN FLUENTIS BUSINESS HUB

Documents generated from the active cycle of Fluentis and ready to be sent to the SdI must be marked with the state TO BE SENT: this state, to be used if the Fluentis Business Hub channel is correctly configured, queues the document in the list of documents that BizLink should process for sending to SdI. No state changes are provided in this condition because the document, inserted in a "sending queue" of BizLink, will be sent to the Fluentis Business Hub for transmission to the SdI through automatic processes that are executed at regular time intervals.

Once the document is sent to the Fluentis Business Hub service, the state automatically changes to IN FLUENTIS BUSINESS HUB, and the columns relating to the information of the transfer completion are automatically filled:

ES status: reflects the description of the document's status, indicating both Fluentis's internal management status and the status reported by Fluentis Business Hub and acquired directly from the SdI (see the paragraph on DOCUMENT STATUSES).
ES file name: the name of the file that is created when the document is forwarded to the GENERATED state; in the original format or subsequent to the application of the digital signature, it represents the invoice file to be sent to SdI (File Name).
Sdi Id: the unique identifier that the SdI assigns to the document at the time of receipt.
ES receive date: the date on which the interchange system received the document sent to it. This information is retrieved from the receipt notification that the SdI provides following the receipt of the shipment and before proceeding with the formal checks of the file.
Closing date: the date the management flow is closed (e.g., document Delivered).
Last event date: the date of the last status change that occurred on the file, either manually or as a result of processing progression on the SdI.