Invoicing and shipping with the Mexico Country Pack

After you generate an invoice and are ready to ship your product to the customer, you must first get approval documentation from the government, including the Universally Unique Identifier (UUID) and the CFDI XML. The documentation will follow the transaction through its lifecycle.

These are the general steps that occur:

  1. In SyteLine, use the Order Shipping form to process an order that is ready to ship.
    When you click Process, a Pro Forma invoice is created for the order. In addition, a Sync MXInvoice BOD is sent through ION to the Localization Services Platform (LSP).

    Alternatively, you can generate a manual invoice, credit memo or debit memo from these forms:

    • Use the Invoices, Debit and Credit Memos form to generate a manual invoice or credit/debit memo. You must specify the appropriate Harmonized Tariff Schedule (HTS Code) in this form before generating the documents. Click Send Invoice BOD to send the Sync MXInvoice BOD to LSP.
      Note: In SyteLine it is possible to generate a credit or debit memo without attaching a related invoice. However, this is not a correct procedure in Mexico SAT processing. You should include the related invoice number.
    • Use the Shipment Pro Forma Invoice Report to generate a Pro Forma invoice for a shipment, where the order is being shipped through the Pick-Pack-Ship functionality. Generating the invoice automatically sends the Sync MXInvoice BOD to LSP.
    • In the RMA Credit Memo or Print Price Adjustments form, click Process to send the Sync MXInvoice BOD to LSP. The invoice or memo report is not printed; the CFDI report replaces them..
    Note: In SyteLine it is possible to generate a credit memo without attaching a related invoice. However, this is not a correct procedure in Mexico SAT processing and should be avoided.
  2. In LSP, these actions occur. If "push reporting" is set for LSP, this process is automated. Otherwise the steps must be performed manually.
    • Some validation of the information in the BOD is performed.
    • The required XML is generated and sent to the agent (PAC).
    • If the agent responds with a UUID number and a CFDI XML, LSP sends a Process Invoice BOD response to SyteLine that contains the UUID. LSP also stores the CFDI XML in the Document Management app.
  3. When SyteLine receives the process BOD, it updates the Pro Forma invoice record to add the assigned UUID number and the approval status.
    Note: If the response from the government (agent) is an error rather than a UUID, SyteLine receives an error process BOD from LSP and displays the error message in the Pro Forma Invoices, Debit and Credit Memos form.
  4. In the SyteLine Pro Forma Invoices, Debit and Credit Memos form, you can check the status of processing for a specific invoice and generate the required CFDI paperwork:
    Status Indicator
    The color indicates the processing status:
    • Green indicates that the invoice was processed successfully by LSP.
    • Amber indicates that the invoice is In Process, waiting for a response from LSP.
    • Red indicates that one of these problems occurred:
      • SyteLine generated the MXInvoice BOD but it was not sent to ION.
      • The Process Invoice BOD was sent back from LSP containing an error message.
    Approval Status
    This field indicates the approval status from the Mexican government:
    • Not Sent indicates that the Pro Forma invoice was not sent, for example, if the BOD failed to generate. This status is also shown for manual invoices, debit memos, and credit memos, until you click Send Invoice to trigger the approval process.
    • In Process indicates that SyteLine is waiting for a response from LSP. If no response is received after several hours, investigate in LSP to see if a problem occurred.
    • Success (Registered) indicates that a UUID was issued by the authorities and returned by LSP to SyteLine.
    • Error indicates that an error occurred. If the Process Invoice BOD was sent back from LSP with an error, the message sent by the government is displayed in the Message field.
    Document Approval Stamp
    This field contains the UUID provided by the Mexican government. This ID will be printed on the paperwork as a QR code.

    Additional fields on the form provide information about the order, for example, the Pro Forma invoice number, customer, invoice date, and amounts.

  5. If the status is Success, click Print CFDI to open the CFDI Report form, where you print the invoice, with the UUID and QR code, on paper to send with the order. (The CFDI Report is the PDF version of the XML.)
    If the status is Error, correct the SyteLine condition that caused the error - for example, missing information - and click Resend Invoice BOD. A warning message is displayed, and then the MXInvoice BOD is regenerated and resent.
    Note: Some errors can be manually fixed in LSP. However, if the error resulted from bad data in the BOD, you should fix the error in the system of record (SyteLine), for future reference.
  6. Retrieve the matching CFDI XML file from the Document Management application.
  7. Ship the product. Include the CFDI paperwork with the product shipment.
  8. Email to the customer both the QR code and the CFDI XML for the invoice.

    SyteLine can be set up to email information to the billing contact of the customer through SMTP. If SyteLineis not set up to email the QR Code, an agent can mail it to the customer, for an additional fee (to the customer).