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ReFIS Flow - softvér pre elektronizáciu a schvaľovanie dokumentov
With the “Send documents” operation you send the selected documents to their recipients. ReFIS knows three ways of delivery and picks one according to the address you enter for the document:
The form shows the list of selected documents. For each document you see who it will go to, whether an electronic invoice will be created from it and in which language it will be issued.
The “Send to addresses” column has the address from the address book pre-filled for each document. You can remove the address, pick another saved one or type your own; separate several addresses with a comma or a semicolon.
From the shape of the address you type, ReFIS recognises the way of delivery by itself and marks it with an icon – e-mail address, Peppol ID (for example 0088:1234567890128) or postal address. If you want to know how the document will go out, just look at the icon next to the address.
A dashed border around the address means that the person with this address is not in the address book yet.
A postal address cannot be combined with an e-mail address or a Peppol ID on one document – the document goes out either electronically or by post.
The “E-invoice status” column tells you how the check of the document against the electronic invoicing rules turned out. The document is checked according to where it is going, and the status is recalculated whenever you change the addresses. When no electronic invoice is created from the document (for example it goes by post), the column stays empty.
Point at the icon with the mouse and the description will tell you which rules the document was measured by and what it is missing:
A red status stops sending via Peppol – the recipient's access point would not accept such an invoice anyway, so it has to be corrected first. When sending by e-mail, ReFIS only asks about a faulty document and leaves the decision to you.
The PDF of the document always goes out. Besides it you can attach the files stored with the document as well as new files from your computer – new attachments can be saved to the document right away.
For invoices and proforma invoices, an electronic invoice is added to the e-mail according to the company settings. The ISDOC and ZUGFeRD formats are embedded directly in the PDF, XRechnung and UBL go out as a separate attachment. What gets attached is set in Document settings for each format separately – never, always, or according to the recipient's country (ISDOC for Slovakia and Czechia, ZUGFeRD for Germany, France and Switzerland, XRechnung for Germany).
Via Peppol the invoice always goes out in the UBL format, even if the company does not attach UBL to e-mails. Details about the individual formats and about how they are switched on are in the article Electronic invoicing.
The last column shows with a flag the language in which the document will be issued. The language comes from the address book according to how you communicate with that person, so a foreign customer receives both the document and the accompanying e-mail in their own language.
With the “View” link at the right-hand edge of the row you can open the document before sending, exactly in the form in which it will go out. If the document has several files, you can choose which one is shown and downloaded.
The subject and the text of the e-mail are pre-filled from the document template and you can edit them before sending. They may contain variables which are replaced during sending with data from the document being sent, with information about the sender or about your own company. The following variables can be used:
| Variable | Value |
|---|---|
| {PROJECTCODE} | Project identifier |
| {PROJECTCODEEX} | External project identifier |
| {PROJECTCODES} | Project identifiers (if there are several) |
| {PROJECTCODEEXS} | External project identifiers (if there are several) |
| {REFNUM} | Document number (e.g. invoice, order) |
| {EXTERNALPERSONNAME} | Name of the external person |
| {INVOICECOUNT} | Number of documents |
| {PAYMENTITEMS} | Payment details |
| {USERFULLNAME} | Name of the user sending the document |
| {USEREMAIL} | E-mail of the user sending the document |
| {USERPHONE} | Phone number of the user sending the document |
| {COMPANYNAME} | Name of your own company |
| {DOCUMENTREALIZATION} | Period of realisation of the document |
| {SIGNATURELINK} | Link for the electronic signature of the document |
| {SIGNATUREBUTTON} | Link for the electronic signature of the document generated as a button |
When you send several documents to one recipient at once, you can decide by document type whether they receive one e-mail with all the documents, or a separate e-mail for each document:
Only the options for the document types you are actually sending are offered. Invoices and orders go out by default each in a separate e-mail, other documents together in one.