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This article applies to:

  • Product: ONESOURCE Global Trade
  • Sub-Product: IMMEX

Invoice Pre-Validation

Invoice prevalidation is the process executed by the system to make sure that the loaded and declared information on the invoice is correct. It is possible to execute the prevalidation process even when FIFO is running or not finalized yet.
important
Personalized validation may be defined. For more information, contact IntegrationPoint@ThomsonReuters.com.
Prevalidating a Single Invoice
To prevalidate a single invoice.
  1. Choose an invoice to prevalidate from the grid and hover over the downward facing arrow in the second leftmost column.
    A menu will appear on the screen with the following options:
    • Edit Invoice
    • Process & Prevalidate
    • Representative for COVE
    • Invoice Relation for COVE (if configured)
    • COVE Report
    • COVE Manual Entry
    • Send COVE
    • Get COVE
    • COVE Guidebook (if configured)
    • COVE Contingency
    • COVE Consolidated Announcement (Aviso Consolidado)
    • Print
    • Cancel
  2. Select
    Process & Prevalidate
    .
Prevalidating Multiple Invoices
To process and prevalidate multiple invoices.
  1. Review the contents of the grid and check the corresponding boxes for all invoices to be processed and prevalidated.
  2. Once all invoices to be prevalidated have been selected, click on
    Process & Prevalidate Invoices
    .
After selecting
Process & Prevalidate
 Invoices, the system will show a message indicating that the invoices are being processed. If the system finds any errors and/or warnings, the Invoice Status will change to
Prevalidation Failed
 and the Invoice Registry will expand to show a sub-grid containing all errors in the invoice:
Error types
Description
Validation Type
This could be an Error or a Warning.
  • Errors represent a hard stop in your daily processing. This data is invalid or missing and must be resolved before any further action can be taken on the invoice.
  • Warnings represent a potential issue with complete data. This data is also invalid, but you can move beyond the validation step and return to resolve or ignore warnings at a later time.
Product Number
The product where the error/warning was found.
Field Name
The name of the field where the error/warning was found.
Validation Code
The Validation step ID where the error/warning was found.
Validation Description
A description of the validation error/warning.
To resolve an error.
  1. Choose an error from the sub-grid and click its corresponding
    Edit
     link.
  2. Clicking
    Edit
     will open a new browser tab. A status message at the top of the screen will state what caused the error.
  3. Fields containing errors will be highlighted in red:
  4. Make any necessary changes and then click
    Save
    .
Another way to edit an invoice is to choose an invoice from the grid and hover the cursor over the downward-facing arrow in the second leftmost column.
A menu will appear. Select “Edit Invoice”.
If the prevalidation has no errors, the system will change the status from
Pending Prevalidation
 to
Prevalidation Complete
.
It will now be possible to generate and send the electronic proof (COVE) of the previously validated information to the unique window (VUCEM) to be validated by the organization.

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