diff --git a/content/applications/finance/accounting/customer_invoices/electronic_invoicing.rst b/content/applications/finance/accounting/customer_invoices/electronic_invoicing.rst index 074ea57ec..b8a064491 100644 --- a/content/applications/finance/accounting/customer_invoices/electronic_invoicing.rst +++ b/content/applications/finance/accounting/customer_invoices/electronic_invoicing.rst @@ -4,16 +4,238 @@ Electronic invoicing (:abbr:`EDI (electronic data interchange)`) EDI, or electronic data interchange, is the inter-company communication of business documents, such as purchase orders and invoices, in a standard format. Sending documents according to an EDI -standard ensures that the machine receiving the message can interpret the information correctly. -Various EDI file formats exist and are available depending on your company's country. +standard ensures that the system receiving the message can interpret the information correctly. +Various EDI file formats are available depending on your company's country. -EDI feature enables automating the administration between companies and might also be required by -some governments for fiscal control or to facilitate the administration. +The EDI feature allows companies to automate administrative processes. It may also be required by +some governments for fiscal control or to support administrative procedures. Electronic sending of +documents such as customer invoices, credit notes, or vendor bills is one application of EDI. -Electronic invoicing of your documents such as customer invoices, credit notes or vendor bills is -one of the application of EDI. +Odoo supports e-invoicing in many countries. Refer to the :ref:`country's page +` for more details. -Odoo supports e-invoicing in many countries. Refer to the country's page for more details: +.. seealso:: + :doc:`Fiscal localizations documentation <../../fiscal_localizations>` + +.. _accounting/e-invoicing/configuration: + +Configuration +============= + +By default, the format available in the :ref:`send window ` +depends on the customer's country. + +To define a specific e-invoicing format for a customer, go to :menuselection:`Accounting --> +Customers --> Customers`, access the customer form, go to the :guilabel:`Accounting` tab, and select +the appropriate :guilabel:`Format` in the :guilabel:`Customer invoices` section. + +.. _accounting/e-invoicing/generation: + +E-invoice generation +==================== + +From a confirmed invoice, click :guilabel:`Send`. In the :guilabel:`Print & Send` window, enable the +relevant e-invoicing format option (e.g., :guilabel:`by Peppol`), then click :guilabel:`Send` to +generate and attach the corresponding e-invoicing XML file. + +.. _accounting/e-invoicing/peppol: + +Peppol +====== + +The `Peppol `_ network ensures the exchange of documents and information +between companies and governmental authorities. It is primarily used for electronic invoicing, and +its access points (connectors to the Peppol network) allow companies to send electronic documents +such as customer invoices and credit notes and receive documents like vendor bills and refunds. + +In this case, Odoo acts as both an **access point** and an :abbr:`SMP (Service Metadata Publisher)` +and enables electronic invoicing transactions without the need to send invoices or bills by email or +post. + +.. note:: + - Peppol registration is **free** and available in Odoo Community. + - Supported formats for sending documents include **BIS Billing 3.0, XRechnung CIUS, and + NLCIUS**. + - | The following **countries** are eligible for **Peppol registration in Odoo**: + | Andorra, Albania, Austria, Bosnia and Herzegovina, Belgium, Bulgaria, Switzerland, Cyprus, + Czech Republic, Germany, Denmark, Estonia, Spain, Finland, France, United Kingdom, Greece, + Croatia, Hungary, Ireland, Iceland, Italy, Liechtenstein, Lithuania, Luxembourg, Latvia, + Monaco, Montenegro, North Macedonia, Malta, Netherlands, Norway, Poland, Portugal, Romania, + Serbia, Sweden, Slovenia, Slovakia, San Marino, Turkey, Holy See (Vatican City State). + +.. _accounting/e-invoicing/peppol-registration: + +Registration +------------ + +To register on Peppol, go to :menuselection:`Accounting --> Configuration --> Settings` and scroll +to the :guilabel:`PEPPOL Electronic Invoicing` section. Then, follow these steps: + +#. Click :guilabel:`Activate Electronic Invoicing` and fill in the following fields: + + - Using the :icon:`fa-caret-down` :guilabel:`(down arrow)` icon, make sure the relevant + country-specific Peppol endpoint identifier is selected in the dropdown list, then enter your + Peppol endpoint (usually a Company Registry or VAT number). + - :guilabel:`Email` + - :guilabel:`Phone`, including the country code (e.g., `+32` in Belgium) + +#. Click :guilabel:`Activate Peppol`. The registration is then pending activation and should be + automatically activated within a day. + + .. seealso:: + `Peppol endpoint - OpenPeppol eDEC Code Lists `_ + (open the "Participant Identifier Schemes" as HTML page) + +#. Define where documents should be received: + + - :guilabel:`Receive in Journal`: If necessary, select another purchase journal in the + :guilabel:`Incoming Invoices Journal` field. + - :doc:`Receive in Documents <../../../productivity/documents>`: Select a folder in the + :guilabel:`Document Workspace` field if multiple purchase journals are used. + +#. Click :guilabel:`Save`. + +All invoices and vendor bills can then be sent/received directly using Peppol. + +.. note:: + - To update the :guilabel:`Primary contact email`, click :icon:`oi-arrow-right` + :guilabel:`Advanced Configuration`, modify it, and click :guilabel:`Save`. + - If you are using an access point from a previous provider, make sure to deregister from it + first, then register with your new access point, unless it's Hermes (BOSA). If using Hermes + (BOSA), no action is needed; the migration is handled automatically. + +.. tip:: + - To manually trigger the scheduled action used to check the Peppol registration status, enable + :ref:`developer mode `, open the Settings app, go to :menuselection:`Settings + --> Technical --> Scheduled actions`, and search for :guilabel:`Peppol: update participant + status`. Open the scheduled action, then click :guilabel:`Run Manually`. + - To try Peppol without sending real data, enable demo mode by selecting :guilabel:`Odoo Demo + ID` as the Peppol endpoint identifier. To switch back to production mode, change the + :guilabel:`account_peppol.edi.mode` system parameter to `prod` mode before activating Peppol in + production. + - For advanced testing on Peppol's dedicated test network, use the test mode by setting the + :guilabel:`account_peppol.edi.mode` system parameter to `test`. This option is intended for + experienced users only. + +.. _accounting/e-invoicing/contact-verification: + +Contact verification +-------------------- + +Before sending an invoice to a contact using Peppol, make sure the contact is registered as a Peppol +participant. To do so, follow these steps: + +#. Go to :menuselection:`Accounting --> Customers --> Customers` and access the customer's form. +#. In the :guilabel:`Accounting tab`, check the following information in the :guilabel:`Customer + invoices` section: + + - :guilabel:`eInvoice format`: Select the relevant format. + - Using the :icon:`fa-caret-down` :guilabel:`(down arrow)` icon, make sure the relevant + country-specific Peppol endpoint identifier is selected in the dropdown list, then enter the + customer's endpoint identifier, usually a Company Registry or VAT number. + +#. To verify the contact, enable :ref:`developer mode ` and click + :guilabel:`Verify`. Its :guilabel:`Peppol endpoint verification` is marked as :guilabel:`Valid` + if the contact is found on the Peppol network. + +.. image:: electronic_invoicing/customer-form.png + :alt: verify contact registration + +.. important:: + While Odoo prefills the endpoint number based on the information available for a contact, + verifying these details with the contact is recommended. + +.. _accounting/e-invoicing/send-invoices: + +Send invoices +------------- + +All posted invoices that are ready to be sent via Peppol can be viewed in the :guilabel:`Invoices` +list view in the following ways: + +- Use the :icon:`oi-settings-adjust` (:guilabel:`adjust settings`) button to add the + :guilabel:`Peppol status` column. +- Apply the :guilabel:`Peppol Ready` filter in the search bar. + +To send the invoice to the customer via Peppol, click :guilabel:`Send` on the confirmed invoice +form. In the :guilabel:`Send` window, enable the :guilabel:`by Peppol` option and click +:guilabel:`Send`. + +.. tip:: + - :ref:`Multiple invoices ` can also be sent in + batches via Peppol. + - Set the preferred :ref:`Invoice sending ` method for a customer to + :guilabel:`by Peppol` in the :guilabel:`Customer Invoices` section of the customer form's + :guilabel:`Accounting` tab. + +The status is updated to :guilabel:`Done` once the invoices have been successfully delivered to the +contact's access point. + +.. _accounting/e-invoicing/receive-vendor-bills: + +Receive vendor bills +-------------------- + +New documents received via Peppol are checked multiple times a day. Depending on the +:ref:`registration settings `, received documents +are automatically: + +- either imported into the purchase journal set in the :guilabel:`PEPPOL Electronic Invoicing` + section, and corresponding vendor bills are created as drafts; +- or received via the :ref:`Documents app + `. + +.. tip:: + To manually trigger the scheduled action used to retrieve incoming Peppol documents, enable + :ref:`developer mode `, open the Settings app, go to :menuselection:`Settings --> + Technical --> Scheduled actions`, and search for :guilabel:`Peppol: retrieve new documents`. Open + the scheduled action, then click :guilabel:`Run Manually`. + +.. _accounting/e-invoicing/receive-vendor-bills-documents-app: + +Vendor bills reception in Documents +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +.. note:: + Make sure the :guilabel:`Documents - Import from Peppol` (`documents_account_peppol`) module is + :ref:`installed `. + +To receive vendor bills via the :doc:`Documents app <../../../productivity/documents>`, follow these +steps: + +#. In the Documents app, create a specific :ref:`folder ` or enable :ref:`file + centralization ` for :guilabel:`Accounting` documents. +#. Open the Accounting app, go to :menuselection:`Accounting --> Configuration --> Settings`, and + scroll to the :guilabel:`PEPPOL Electronic Invoicing` section. +#. In the :guilabel:`Document Workspace` field, choose the relevant folder. +#. Use the :guilabel:`Document Tags` field to add tags to incoming Peppol documents for easy + identification. +#. Click :guilabel:`Save`. + +Then, open the Document app, navigate to the appropriate folder, select the relevant vendor bills, +and click :guilabel:`Create Vendor Bill`. The corresponding vendor bill is then created. + +.. _accounting/e-invoicing/peppol-deregister: + +Peppol deregistration from Odoo +------------------------------- + +Only one Peppol receiver registration can be active for each Peppol endpoint identifier at a time. +To stop using Odoo as the Peppol access point, e.g., to switch to another provider or reconfigure +the registration for a new database, you must first deregister from Peppol. To do so, go to +:menuselection:`Accounting --> Configuration --> Settings`, scroll down to the :guilabel:`PEPPOL +Electronic Invoicing` section, and click :icon:`oi-arrow-right` :guilabel:`Advanced Configuration`. +Then click :guilabel:`Remove from Peppol` and confirm. + +Once removed, the Peppol registration is deleted from the database, and documents can no longer be +sent or received via Peppol in Odoo. + +.. _accounting/e-invoicing/peppol-country-specific: + +Country-specific e-invoicing details +==================================== + +Refer to the following pages for detailed, country-specific information: - :doc:`Argentina ` - :doc:`Austria ` @@ -40,261 +262,3 @@ Odoo supports e-invoicing in many countries. Refer to the country's page for mor - :doc:`Spain ` - :doc:`Spain - Basque Country ` - :doc:`Uruguay ` - -.. seealso:: - - :doc:`Fiscal localizations documentation <../../fiscal_localizations>` - - `Magic Sheet - E-invoicing in Odoo [PDF] - `_ - -.. _e-invoicing/configuration: - -Configuration -============= - -By default, the format available in the :ref:`send window ` depends on your -customer's country. - -You can define a specific e-invoicing format for each customer. To do so, go to -:menuselection:`Accounting --> Customers --> Customers`, open the customer form, go to the -:guilabel:`Accounting` tab and select the appropriate format. - -.. image:: electronic_invoicing/customer-form.png - :alt: Select an EDI format for a specific customer - -National electronic invoicing ------------------------------ - -Depending on your company's country (e.g., :doc:`Italy <../../fiscal_localizations/italy>`, -:doc:`Spain <../../fiscal_localizations/spain>`, :doc:`Mexico -<../../fiscal_localizations/mexico>`, etc.), you may be required to issue e-invoicing documents in -a specific format for all your invoices. In this case, you can define a default e-invoicing format -for your sales journal. - -To do so, go to :menuselection:`Accounting --> Configuration --> Journals`, open your sales journal, -go to the :guilabel:`Advanced Settings` tab, and enable the formats you need for this journal. - -.. _e-invoicing/generation: - -E-invoices generation -===================== - -From a confirmed invoice, click :guilabel:`Send & Print` to open the send window. Check the -e-invoicing option to generate and attach the e-invoice file. - -.. image:: electronic_invoicing/send-window.png - :alt: The Peppol option is checked and an e-invoicing XML file is attached to the email. - -.. _e-invoicing/peppol: - -Peppol -====== - -The `Peppol `_ network ensures the exchange of documents and information -between enterprises and governmental authorities. It is primarily used for electronic invoicing, and -its access points (connectors to the Peppol network) allow enterprises to exchange electronic -documents. - -Odoo is an **access point** and an :abbr:`SMP (Service Metadata Publisher)`, enabling electronic -invoicing transactions without the need to send invoices and bills by email or post. - -If not done yet, :ref:`install ` the :guilabel:`Peppol` module (`account_peppol`). - -.. important:: - - Peppol registration is **free** and available in Odoo Community - - You can send **Customer Invoices** and **Credit Notes** and receive **Vendor Bills** and - **Refunds** via Peppol. - - You can send and receive in one of the following supported document formats: - **BIS Billing 3.0, XRechnung CIUS, NLCIUS**. - - | The following **countries** are eligible for **Peppol registration in Odoo**: - | Andorra, Albania, Austria, Bosnia and Herzegovina, Belgium, Bulgaria, Switzerland, Cyprus, - Czech Republic, Germany, Denmark, Estonia, Spain, Finland, France, United Kingdom, Greece, - Croatia, Hungary, Ireland, Iceland, Italy, Liechtenstein, Lithuania, Luxembourg, Latvia, - Monaco, Montenegro, North Macedonia, Malta, Netherlands, Norway, Poland, Portugal, Romania, - Serbia, Sweden, Slovenia, Slovakia, San Marino, Turkey, Holy See (Vatican City State) - -.. _e-invoicing/peppol-registration: - -Registration ------------- - -Go to :menuselection:`Accounting --> Configuration --> Settings`. If you do not have the -Peppol module installed, first tick the :guilabel:`Enable PEPPOL` checkbox and then **manually -save**. Click :guilabel:`Start sending via Peppol` to open the registration form. - -.. note:: - This registration form also pops up if you choose to :guilabel:`Send & Print` an - invoice via Peppol without completing the registration process. - -.. image:: electronic_invoicing/peppol-registration-settings.png - :alt: Peppol registration button - -You can register either as a sender or a receiver. A sender can only send invoices and credit notes -on Odoo via Peppol, without ever registering as a Peppol participant on Odoo SMP. If you have an -existing Peppol registration elsewhere that you want to keep, but want to send invoices from your -Odoo database and receive other documents in another software, register as a **sender**. - -.. tip:: - - You can always register as a sender first and register to receive documents later. - - When registering, you can specify if you would also like to receive documents. - -.. image:: electronic_invoicing/peppol-registration-wizard.png - :alt: Peppol registration form - -Fill in the following information: - -- Check the receiver box if you want to register on Odoo SMP. If you are migrating from another - service provider, insert the :guilabel:`Migration key` from the previous provider (the field - becomes visible after you tick the checkbox). -- :guilabel:`E-Address Scheme`: the Peppol Electronic Address Scheme usually depends on your - company's country. Odoo often prefills this with the most commonly used EAS code in your country. - For example, the preferred EAS code for most companies in Belgium is `0208`. -- :guilabel:`Endpoint`: this is usually a Company Registry number or a VAT number. -- :guilabel:`Phone`: phone number including the country code (e.g., `+32` in Belgium). -- :guilabel:`Email`: this is the email Odoo can use to contact you regarding your Peppol - registration. - -If you want to explore or demo Peppol, you can choose to register in :guilabel:`Demo` mode. -Otherwise, select :guilabel:`Live`. - -.. tip:: - - Selecting :guilabel:`Demo` simulates everything in Odoo. There is no sending, receiving, or - partner verification. - - For **advanced users only**, it is possible to run tests on Peppol's test network. The server - allows to register on Peppol and send/receive test invoices to/from other participants. - To do so, enable the :ref:`developer-mode`, open the **Settings** app, go to - :menuselection:`Technical --> System Parameters`, and search for `account_peppol.edi.mode`. - Click the parameter and change the :guilabel:`Value` to `test`. Go back to the Peppol setup - menu in the **Settings** app. The option :guilabel:`Test` is now available. - - .. image:: electronic_invoicing/peppol-system-parameter.png - :alt: Peppol test mode parameter - -.. seealso:: - - `Peppol EAS - European Commision `_ - - `Peppol Endpoint - OpenPeppol eDEC Code Lists `_ - (open the "Participant Identifier Schemes" as HTML page) - -When set up, request a verification code to be sent to you by clicking :guilabel:`Send a -registration code by SMS`. A text message containing a code is sent to the phone number provided to -finalize the verification process. - -.. image:: electronic_invoicing/peppol-phone-verification.png - :alt: phone validation - -Once you enter the code and click :guilabel:`Register`, your Peppol participant status is updated. -If you chose to only send documents, then the status changes to :guilabel:`Can send but -not receive`. -If you opted to receive documents as well, the status changes to :guilabel:`Can send, pending -registration to receive`. In that case, it should be automatically activated within a day. - -Then, set the default journal for receiving vendor bills in the :guilabel:`Incoming Invoices -Journal`. - -.. tip:: - To manually trigger the cron that checks the registration status, enable the - :ref:`developer-mode`, then go to :menuselection:`Settings --> Technical --> Scheduled Actions`, - and search for the :guilabel:`PEPPOL: update participant status` action. - -Your receiver application status should be updated soon after you are registered on the Peppol -network. - -.. image:: electronic_invoicing/peppol-receiver.png - :alt: receiver application - -All invoices and vendor bills can now be sent directly using the Peppol network. - -.. important:: - To update the email that Odoo can use to contact you, modify the email and click - :guilabel:`Update contact details`. - -Configure Peppol services -------------------------- - -Once you are registered on Odoo SMP, the :guilabel:`Configure Peppol Services` button -becomes visible to allow you to enable or disable document formats that other participants -can send you via Peppol. By default, all document formats supported by Odoo are enabled (depending -on the installed modules). - -Contact verification --------------------- - -Before sending an invoice to a contact using the Peppol network, it is necessary to verify that they -are also registered as a Peppol participant. - -To do so, go to :menuselection:`Accounting --> Customers --> Customers` and open the customer's -form. Then go to :menuselection:`Accounting tab --> Electronic Invoicing`, select the correct -format, and make sure their :guilabel:`Peppol EAS code` and the :guilabel:`Endpoint` are filled in. -Then, click :guilabel:`Verify`. If the contact exists on the network, their Peppol endpoint validity -is set to Valid. - -.. image:: electronic_invoicing/peppol-contact-verify.png - :alt: verify contact registration - -.. important:: - While Odoo prefills both the EAS code and the Endpoint number based on the information available - for a contact, it is better to confirm these details directly with the contact. - -It is possible to verify the Peppol participant status of several customers at once. -To do so, go to :menuselection:`Accounting --> Customers --> Customers` and switch to the list view. -Select the customers you want to verify and then click :menuselection:`Actions --> Verify Peppol`. - -If the participant is registered on the Peppol network but cannot receive the format you selected -for them, the :guilabel:`Peppol endpoint validity` label changes to :guilabel:`Cannot -receive this format`. - -.. image:: electronic_invoicing/peppol-participant-format.png - :alt: verify contact ubl format - -Send invoices -------------- - -Once ready to send an invoice via the Peppol network, simply click :guilabel:`Send & Print` on the -invoice form. To queue multiple invoices, select them in the list view and click -:menuselection:`Actions --> Send & Print`; they will be sent in a batch later on. Both -:guilabel:`BIS Billing 3.0` and :guilabel:`Send via PEPPOL` checkboxes need to be ticked. - -.. image:: electronic_invoicing/peppol-send-print.png - :alt: Send peppol invoice - -Posted invoices that can be sent via Peppol are marked as :guilabel:`Peppol Ready`. -To display them, use the :guilabel:`Peppol Ready` filter or access the Accounting dashboard and -click :guilabel:`Peppol ready invoices` on the corresponding sales journal. - -.. image:: electronic_invoicing/peppol-ready-invoices.png - :alt: Filter Peppol ready invoices - -Once the invoices are sent via Peppol, the status is changed to :guilabel:`Processing`. The -status is changed to `Done` after they have been successfully delivered to the contact's Access -Point. - -.. image:: electronic_invoicing/peppol-message-processing.png - :alt: Peppol message status - -.. tip:: - By default, the Peppol status column is hidden on the Invoices list view. You can choose to have - it displayed by selecting it from the optional columns, accessible from the top right corner of - the Invoices list view. - -A cron runs regularly to check the status of these invoices. It is possible to check the status -before the cron runs by clicking :guilabel:`Fetch Peppol invoice status` in the corresponding -sales journal on the Accounting dashboard. - -.. image:: electronic_invoicing/peppol-fetch-message-status.png - :alt: Fetch invoice Peppol status - -Receive vendor bills --------------------- - -Once a day, a cron checks whether any new documents have been sent to you via the Peppol network. -These documents are imported, and the corresponding vendor bills are created automatically as -drafts. - -.. image:: electronic_invoicing/peppol-receive-bills.png - :alt: peppol receive bills - -If you want to retrieve incoming Peppol documents before the cron runs, you can do so from the -Accounting dashboard on the main Peppol purchase journal that you set up in the settings. 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Binary files a/content/applications/finance/accounting/customer_invoices/electronic_invoicing/peppol-system-parameter.png and /dev/null differ diff --git a/content/applications/finance/accounting/customer_invoices/electronic_invoicing/send-window.png b/content/applications/finance/accounting/customer_invoices/electronic_invoicing/send-window.png deleted file mode 100644 index 15186ebfc..000000000 Binary files a/content/applications/finance/accounting/customer_invoices/electronic_invoicing/send-window.png and /dev/null differ diff --git a/content/applications/finance/fiscal_localizations/france.rst b/content/applications/finance/fiscal_localizations/france.rst index 555bd108e..b2605f435 100644 --- a/content/applications/finance/fiscal_localizations/france.rst +++ b/content/applications/finance/fiscal_localizations/france.rst @@ -101,8 +101,8 @@ To send invoices to Chorus Pro, the following configuration is required: #. :doc:`Install ` the :guilabel:`France - Factur-X integration with Chorus Pro` (`l10n_fr_facturx_chorus_pro`) module. -#. :ref:`Register ` with Peppol, as invoices are sent from Odoo to - Chorus Pro via the :ref:`Peppol ` network. +#. :ref:`Register ` with Peppol, as invoices are sent + from Odoo to Chorus Pro via the :ref:`Peppol ` network. #. If you don’t already have a Chorus Pro account, go to the `Chorus Pro `_ page, click :guilabel:`Créer un compte`, and create one. @@ -150,7 +150,7 @@ To send invoices to Chorus Pro, follow these steps: Once the invoice is sent, the Peppol status of the invoice is updated to :guilabel:`Done`. .. seealso:: - :ref:`Peppol ` + :ref:`Peppol ` .. _localizations/france/fec: diff --git a/content/applications/finance/fiscal_localizations/new_zealand.rst b/content/applications/finance/fiscal_localizations/new_zealand.rst index a77cc74e1..50987dc75 100644 --- a/content/applications/finance/fiscal_localizations/new_zealand.rst +++ b/content/applications/finance/fiscal_localizations/new_zealand.rst @@ -185,8 +185,8 @@ Accounting E-invoicing ----------- -Odoo allows :ref:`electronic invoicing ` settings to be configured per -contact. +Odoo allows :ref:`electronic invoicing ` settings to be +configured per contact. .. image:: new_zealand/peppol_contact_new.png :alt: Peppol Contact. diff --git a/content/applications/productivity/documents.rst b/content/applications/productivity/documents.rst index 088329c06..8d8867ee9 100644 --- a/content/applications/productivity/documents.rst +++ b/content/applications/productivity/documents.rst @@ -380,6 +380,8 @@ file should be :guilabel:`Discoverable` (accessible through browsing) or require permission to view or edit through the customer portal by clicking the :guilabel:`Documents` card. +.. _documents/file-digitization: + File digitization with AI =========================