Receiving Invoice Response from Customer

Receiving Invoice Response from Customer

When a user sends an invoice to a customer who is also an InvoiceNow participant, and the customer’s system is an IMDA-accredited InvoiceNow system, the customer may send invoice status updates back to the user via InvoiceNow. These responses provide visibility into the processing status of the submitted invoice and allow vendors to take timely and appropriate follow-up actions.

Responses

1. Invoice responses are an important part of the InvoiceNow ecosystem, as they help vendors understand whether an invoice has been successfully received, is being processed, requires clarification, or has been accepted or rejected by the customer.
2. In Highnix ERP, invoice responses can be viewed by navigating to Sales Management → Peppol-Sales → Invoice Response From Customer (see Fig. 1).
   1. Users should select the relevant date range based on the invoice submission date or expected response date.
   2. Click the Invoice Response Download button to retrieve the latest invoice responses from the InvoiceNow network.
3. Once downloaded, the invoice responses will be displayed in a structured list.
   1. Information displayed includes response codes, status reasons, response date and time, document reference IDs, sender details, and related invoice numbers.
   2. This allows users to quickly match each response to the corresponding sales invoice in the system.
4. Please note that each download request is considered an InvoiceNow transmission.
   1. Transmission charges may apply after 31 March 2027, subject to IMDA and Access Point pricing policies.
   2. Users are advised to download responses only when necessary and to select an appropriate date range to minimise unnecessary transmissions.
5. The following invoice response codes and their meanings may be received from customers:
   1. AB – Message Acknowledged
      1. The invoice has been successfully received by the customer’s system.
      2. No further action is required at this stage, and the invoice will proceed to the next processing step.
   2. IP – In Process
      1. The invoice is currently under internal processing by the customer.
      2. This may include validation checks, internal approvals, or workflow routing.
      3. Vendors should wait for a subsequent response before taking further action.
   3. UQ – Under Query
      1. The customer requires clarification or additional information.
      2. Users should review the status reason provided and respond promptly, for example by issuing a corrected invoice or contacting the customer directly.
   4. CA – Conditionally Accepted
      1. The invoice has been accepted with conditions.
      2. Conditions may include minor discrepancies or additional documentation requirements.
      3. Users should review the status reason carefully and take any required follow-up actions.
   5. RE – Rejected
      1. The invoice has been rejected and will not be processed further.
      2. Common reasons include incorrect invoice data, missing mandatory fields, or non-compliance with business rules.
      3. Users should correct the issues stated in the status reason and re-submit a new invoice if required.
   6. AP – Accepted
      1. The invoice has been fully accepted by the customer.
      2. The invoice is considered valid for payment processing.
   7. PD – Paid
      1. Payment for the invoice has been completed.
      2. Users may use this status to reconcile payments and close the invoice in their accounting records.

Actions

1. Users should take the appropriate actions based on the response code and the accompanying status reason.
   1. It is recommended to review invoice responses regularly to ensure timely follow-up.
   2. For invoices under query or rejected, prompt corrective action can help avoid payment delays.
   3. Accepted and paid statuses can be used for reconciliation, reporting, and audit purposes.

Best Pracices

1. Best practices for managing invoice responses:
   1. Assign responsibility to a designated user or team to monitor invoice responses daily.
   2. Maintain clear communication with customers when responding to queries or rejections.
   3. Keep records of invoice responses for audit and compliance purposes.
   4. Ensure invoice data accuracy before submission to reduce the likelihood of rejections.
2. If there are technical issues that cannot be resolved, such as missing responses, unexpected errors, or discrepancies between the invoice and response data, please contact the Highnix Support Team via the contact page.
3. When contacting support, please provide the invoice number, response document ID, and a brief description of the issue to facilitate faster resolution.

Fig. 1 Invoice Response From Customer screen

Go to InvoiceNow - Advance Ordering