eDocuments customer flows

• 18/03/2025
• 9 minutter at læse

This article describes the actions you must take as a customer in the Continia eDocuments flows. These actions are parts of different flows, as outlined below.

For information on the corresponding vendor flows, see eDocuments vendor flows.

Ordering

To send a purchase order

To create and send a purchase order:

1. Create a purchase order as described in Record purchases with purchase invoices and orders (Microsoft article). From the action bar on the Purchase Orders page, select New to open the Purchase Order page, and then enter the necessary details as described.
2. In the action bar, select Print/Send > Send to open the Send Document to dialog box.
3. In the Electronic Document dropdown list, select Through Continia Delivery Network. Select OK to confirm and then OK again to return to the Purchase Order page.
4. On the General FastTab, check the eDocument Status field:
   • Sent - the purchase order has been sent to the vendor.
   • In Progress - the purchase order has been sent to the network, but there's no confirmation of receipt or failure.
   • Failed - the sending of the purchase order has failed due to a network issue.
   • Not Valid - select this to open the eOrder Document page, and then do as follows:
     1. In the action bar, select Validation Log to open the eValidation Log page, which lists a number of validation errors.
     2. Take note of the Detailed Error Message, close the log to return to the eOrder Document page, and then resolve the listed validation errors.
     3. When done, select Resend in the action bar to send the revised purchase order to the vendor.

The purchase order has now been sent to the vendor, who can process it as described in To import and register a sales order.

To register an order response

To import and register a vendor's order response:

1. In the Role Center, under Continia Document Capture Activities, go to Actions and select Import Files.
2. The order response is now ready to be registered and available in the Ready to Register cue. Select this to open the document journal.
3. In the action bar, select Document > Document Card to open the document card.
4. If the vendor has made any line changes, these are displayed on the Lines FastTab.

   Bemærk

   Only the actual changes are displayed here – no other line details relating to quantity, price, unit of measure and similar are visible.

   To see the full context of the line changes (before and after), select Preview Order Changes in the action bar to open the Purchase Order Changes Preview page.
5. The Purchase Order Lines section provides an overview of the original lines and their details, whereas the Changed Lines section lists the lines as they appear after the vendor changed them. Review the changes, and then close the page to return to the document card.
6. In the action bar, select Home > Register to register the order response.

The order response is registered, and the purchase order is automatically opened and updated with the changes from the order response.

To change a confirmed purchase order

To change an order confirmed by the vendor, after registering the order response:

1. On the Purchase Order page, make the required change to the order.
2. In the action bar, select Actions > eDocuments > Update.

To confirm a changed purchase order

To confirm an order changed by the vendor, after registering the order response:

• On the Purchase Order page, select Actions > eDocuments > Confirm Changes in the action bar.

To cancel a changed purchase order

To cancel an order changed by the vendor, after registering the order response:

1. On the Purchase Order page, select Actions > eDocuments > Cancel in the action bar.
2. The eOrder Document page opens. On the General FastTab, enter a reason in the Cancellation Note field.
3. In the action bar, select Send.

Billing

To receive an invoice and send an invoice response

As a customer, you can import a vendor's sales invoice and send back an invoice response by following these steps:

1. In the Role Center, under Continia Document Capture Activities, go to Actions and select Import Files.

2. The sales invoice is now available in the Ready to Register cue. Select this cue to open the document journal.

3. In the action bar, select Document.

   1. Optional: To view all available information for the sales invoice, select eDocument Card to open the eOrder Document page. Close the page to return to the document journal when you're done.
   2. If the sales invoice includes invoice lines and you need to set up translations or similar, select Document Card to open the document card.

4. The document card allows you to do everything you're used to from Document Capture, including document matching. To carry out matching, select Home > Match Lines. Make any necessary adjustments to complete the matching process.

5. When you're happy with the sales invoice and no warnings are displayed, select Register in the action bar to register the sales invoice and create it as a purchase invoice.

6. The Purchase Invoice page opens, displaying the new purchase invoice. From here, you can manually notify the vendor that you've accepted, rejected, or paid the invoice – or that you're processing it or have questions.

   1. In the action bar, select Invoice > Send Electronic Confirmation.
   2. In the dialog that opens, select the appropriate option – for example, Accepted – and then select OK to close the dialog.
   3. The eBilling Response page opens. On the Response FastTab, under Response Code, select a response code – if necessary.
   4. On the Reason FastTab, select a reason code, and enter your comments for the vendor – if applicable. In some cases, the document won't be sent until you enter a comment here.
   5. In the action bar, select Send to send your response to the vendor.

   To automatically respond to eDocuments

   Instead of manually responding to each order or invoice, you can configure Continia eDocuments to automatically send a response based on an action. Note that not all responses are automatable.

   To configure your automatic eDocument responses:

   1. Choose the icon, enter Continia eDocuments Setup, and then choose the related link.
   2. On the eDocument Response FastTab, under eBilling Response, configure the settings:
   • Send In Process - choose when to notify that the invoice is being processed. For example, when releasing the document.
   • Send Accepted - choose when to notify that the invoice has been accepted. For example, when importing the document.
   • Send Rejected - choose when to notify that the invoice has been rejected.

See also

eDocuments flows
eDocuments vendor flows