Receive supplier invoices from PEC

What it is for

The SDI (Sistema di Interscambio, the Italian e-invoicing exchange system) delivers supplier invoices to the address you registered: often the company’s PEC, the Italian certified email. Once you give Nanus the mailbox, incoming invoices appear by themselves in the From PEC tab of purchases, ready to record. Nanus reads the mailbox read-only: it does not mark messages as read and does not move them.

Set up the mailbox

1. Open Settings → SDI sending and receiving and the PEC mailbox and SDI section.
2. Enter the IMAP server, Port, Security, Username and Password from your PEC provider, and the Folder (usually INBOX).
3. Keep Check automatically every 15 minutes when you open purchases on and tap Save PEC.
4. Check now runs a first read right away and tells you how many new invoices arrived.

In the same section you can also enter the SMTP server to send invoices to the SDI from the same mailbox. If you change mailbox, Nanus starts again from the messages of the last 60 days.

Record the invoices received

1. Open Purchases → From PEC: the To record tab lists date, supplier, number and total.
2. Tap the supplier’s name to see the invoice as it is (official stylesheet), without recording it.
3. Tap Record: the same preview as the file import opens, with supplier, warnings and the stock and price options. Confirm with Record.
4. The invoice moves to Recorded, with a link to the purchase.

Invoices to record are also flagged in Purchases, above the list, and in To do on the Home.

Discard an invoice

If an invoice should not be recorded (a duplicate, an invoice that does not concern you) tap Discard: it moves to Discarded. From there Back to record puts it back among those pending.

Receiving through an intermediary

If in SDI sending and receiving you use Aruba as the channel and enable Also receive supplier invoices from Aruba, the invoices received on that recipient code arrive in the same list and are recorded the same way.

Record incoming invoices automatically

1. Open Settings → SDI sending and receiving and the Automatic recording section.
2. Turn on Record received invoices automatically.
3. Choose whether to Load recognised items into stock (with several warehouses, also which one) and whether to Update supplier prices in items, then tap Save.

From then on every invoice arriving by PEC or from Aruba is recorded in purchases just as you would with Record: the supplier is created if missing, items are recognised by the supplier’s code, the order is linked if the invoice mentions it and the payments due are created. In Recorded you spot it by the Automatic label.

• Invoices stay in To record, with the reason written under the supplier (To check: …), when they have an error, may duplicate one already recorded, have a total different from the calculated one, are addressed to another VAT number, require an integration or self-billed invoice (reverse charge) or their supplier appears more than once in your records. You check and record them yourself.
• Above the list, in Purchases and in To do on the Home you see how many invoices were recorded automatically in the last 7 days and how many are to check.

Without Load recognised items into stock the goods do not enter stock: you load them yourself, for example with a goods receipt. Invoices that arrived before you turned the option on stay to be recorded by hand.

Supplier details updated

When you record an invoice, automatically or with Record, the supplier already in your records (same VAT number or tax code) takes from the invoice the company name (or first and last name), tax code, registered office and tax regime, if they differ. Capitals and punctuation do not count, and what the invoice does not carry (PEC, email, bank, a missing province) stays as you wrote it.

In the Record preview you find Supplier details that will be updated; afterwards the received invoice and the purchase show Supplier details updated with before and after, and the activity log records the change to the record.

Common problems

• PEC mailbox not set up: the mailbox has not been entered yet; whoever can change the settings finds the button to do it.
• Last check failed: the message shows the mail server’s error. Check server, port, security and password.
• An invoice does not show up: make sure the SDI delivers it to that very PEC (telematic address registered on the Revenue Agency website or given to the supplier) and that it is in the chosen folder.

See also

• Record a supplier invoice
• Set up SDI sending and receiving
• Open an XML or p7m e-invoice
• Issue a self-invoice or integration (TD16-TD29)