Stages of an electronic invoice for services
The issuance of an Electronic Invoice of Service (NFS-e) provides automatic communication between OnBalance and the City Hall application.
As a result, the issuance and cancellation of invoices is a process that requires detailed control of its stages.
Note: The invoice will be exported to the accountant only when it is validated by the tax authority.
OnBalance displays the stage of an invoice in two areas.
- In the RPS / Invoice column in the Sales screen.
- At the top of the Add Sale screen or the Invoice # screen.
The following is a list of possible stages of an electronic invoice.
| Status | Description | Action to be taken |
|---|---|---|
| Send | You have issued the invoice in OnBalance, but the request to issue the invoice has not yet been sent to the City Hall. | None. The process to request invoice registrations at the City Hall runs automatically every day. |
| Processing | The request to register the invoice has been sent to the City Hall, but the City Hall has not responded yet. | None. Monitoring the City Hall’s returns runs automatically every day. |
| Authorized | The City Hall has approved the request for the issuance of the invoice. The sale will receive an invoice code and will be exported to your accountant. | None. You do not need to send the invoice to your accountant, because City Hall automatically sends authorized invoices daily to your accountant. |
| Duplicated RPS | Your company is already using the RPS code in this invoice. This may happen if you have issued – or are issuing – invoices through other applications. | You must adjust the RPS number directly in the sale and assign a different number. |
| Cancel | You have canceled the invoice in OnBalance, but the request to cancel the invoice has not yet been sent to the City Hall. | None. The process to request invoice cancellations at the City Hall runs automatically every day.
Note: OnBalance displays a notification on the dashboard when the request to cancel an invoice is denied by the City Hall. |
| Cancelling | The request to cancel the invoice has been sent to the City Hall, but it didn’t give a return. | None. Monitoring the City Hall’s returns runs automatically every day. |
| Cancelled | The City Hall approved the request for cancellation of the invoice. This cancellation will be exported for your accountant. | None. You do not need to send the invoice to your accountant, since it is an automatic and daily process. |
| Error | Something went wrong in the process of issuing or cancelling the invoice. This error may have occurred due to a technical communication problem or City Hall’s disapproval. | Click the icon, which will open a message with more information about the problem. If the error is due to a technical problem, please contact our Support team. If the error is due to City Hall’s disapproval, and you do not know how to proceed, talk to your accountant. |