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 the InvoiceNow network. These responses allow vendors to track the progress of submitted invoices and take timely follow-up actions when required.

Invoice responses are part of the InvoiceNow lifecycle and provide transparency on whether an invoice has been received, processed, accepted, queried, rejected, or paid by the customer.

Accessing Invoice Responses in Highnix ERP

1. In Highnix ERP, invoice responses can be accessed by navigating to Sales Management → Peppol-Sales → Invoice Response From Customer (see Fig. 1).
2. Select the relevant date range to retrieve invoice responses received within that period.
3. Click the Invoice Response Download button to request the latest responses from the InvoiceNow network.
4. Once the download is completed, the invoice response records will be displayed on the screen.

The displayed information typically includes:

• Invoice reference number
• Response document ID
• Response code
• Status reason code (if applicable)
• Status reason description
• Date and time the response was issued by the customer

These details help users to clearly understand the current status of each submitted invoice.

Important Notes on Invoice Response Downloads

• Each click of the Invoice Response Download button initiates a request to the InvoiceNow network.
• Such a request is considered an InvoiceNow transmission.
• After 31 March 2027, InvoiceNow transmissions may incur charges, subject to prevailing pricing and policies.
• Users are advised to download invoice responses only when necessary and to select appropriate date ranges to minimise unnecessary transmissions.

Invoice Response Codes and Their Meanings

The following invoice response codes may be received from customers:

1. 1. AB – Message Acknowledged

Indicates that the invoice has been successfully received by the customer’s system. This does not imply acceptance or approval, but confirms technical receipt.

1. 1. IP – In Process

Indicates that the invoice is currently under processing by the customer. No action is required at this stage.

1. 1. UQ – Under Query

Indicates that the customer has questions or requires clarification. Users should review the status reason and contact the customer if additional information or corrective action is required.

1. 1. CA – Conditionally Accepted

Indicates that the invoice is accepted subject to certain conditions. Users should review the stated conditions carefully and ensure compliance to avoid payment delays.

1. 1. RE – Rejected

Indicates that the invoice has been rejected. The rejection reason will usually be provided. Users should correct the issue and reissue a new invoice if required.

1. 1. AP – Accepted

Indicates that the invoice has been accepted by the customer and is pending payment according to agreed payment terms.

1. 1. PD – Paid

Indicates that the invoice has been paid. Users are advised to reconcile this status with bank statements and accounting records.

Recommended Actions for Users

1. Regularly monitor invoice responses to ensure timely awareness of invoice status.
2. For UQ or RE responses, review the status reason details carefully and take corrective action as soon as possible.
3. Avoid resubmitting invoices without first addressing the stated issues, as this may lead to repeated rejections.
4. Maintain proper communication with customers when clarifications or corrections are required.
5. Use the AP and PD statuses to assist with accounts receivable tracking and cash flow planning.

Troubleshooting and Support

In some cases, users may encounter technical issues such as:

• Missing invoice responses
• Unexpected response codes
• Inconsistent status information

If such issues cannot be resolved through normal operational checks, users should contact the Highnix Support Team via the contact page. When contacting support, please provide relevant details such as the invoice number, submission date, and response document ID to facilitate faster assistance.

Fig. 1: Invoice Response From Customer screen in Highnix ERP

Go to InvoiceNow - Advance Ordering