E-Faktur Files

Guide

E-Faktur Files is used to upload E-Faktur file into system or send E-Faktur file to the customer email. User can also see the history of file that has been uploaded before. This menu accessible on Faspay Billing → E-Faktur → E-Faktur Files. As default this menu will show blank table data.

E-Faktur Files page

Show E-Faktur File

User can show the E-Faktur files that has been succesfully uploaded, by following steps:

1. Choose the period of times(based on month and year) from the data that will be shown by setting the Start Date and End Date, then click Show.

Choose period of times

1. Then it will show data table of E-Faktur files.

E-Faktur files data table

Field Parameter of E-Faktur Files Data Table

Field Name	Description
E-Faktur No	E-faktur number at invoice
Invoice No	Invoice number
Customer Name	Invoice Customer Name
Email Status	Invoice delivery information status Ready to Send: file that has been uploaded but it' not send yet Sent: file has been sent into the customer email Failed: file is failed to sent into customer email. On the failed status will be there information status about the reason file is failed to send, such as invalid email address, email address not found, The E-Faktur file not found, etc.
E-Faktur Status	Normal: indicates that E-Faktur file is normal and has never been replace. Replacement: indicates that E-Faktur file has been replace with new one.

Upload E-Faktur File

1. Click Upload E-Faktur button on E-Faktur Files page.

Upload E-Faktur

1. Next it will show Upload E-Faktur Files form, then click Choose File.

   Notes:

   • File that can be uploaded is file with .Zip format and only contain PDF file.

   • PDF file must be named with format as follow:

     NPWPmerchant-NoFakturPajak-NPWPCustomer-NomordariEfakturApp.pdf

     Example:

     022732101075000-0110072225610008-026015362054000-20221103160012.pdf

Upload File form

1. After the file has been chosen, click Upload.

Upload E-Faktur file

This is an example of pdf file that has been uploaded before changed into zip, it can be seen that it's named as format.

pdf file name

1. Click OK on success notification.

Success Notification

1. So, E-Faktur file is successfully uploaded.

E-Faktur file uploaded

Send E-Faktur File by Email

User can send E-Faktur file that show on the table data. As example E-Faktur file with Ready to Sent status will be sent to the customer email.

1. Checklist data → click Send Email.

Send E-Faktur file by email

1. Then will show success notification, click OK.

Success notification

1. E-Faktur file now successfully sent to the customer email, and the email status will changed from Ready to Send to Sent.

E-Faktur Files

This is how the email look likes.

E-Faktur customer email

Note : For email it's available in 2 versions, Indonesian and English language, it depends on the language that used in the invoice.

Download E-Faktur File

This feature can be used by user to download E-Faktur files that has been uploaded before. At the data table choose the E-Faktur file that you want to download by checklist the data → click Download.

Download E-Faktur File

This is how E-Faktur file looks likes that have been successfully downloaded.

E-Faktur file

Replacement E-Faktur File

This feature is used when user needs to change the E-Faktur file that has been uploaded before with the new one.

1. Click Replace button on action column at the data that want to be replaced.

Replace E-Faktur file

1. Then it will show notification pop up to inform that the file E-Faktur file will be replaced, then click Yes, Replace to confirm.

Replace E-Faktur notification

1. On success notification, click OK.

Success notification

1. So, it can be seen that the data with invoice number INV-FPY-032300316 is no longer exist in the table data.

E-Faktur Files

1. Next, to update the invoice it can be access on menu Faspay Billing → Billings. So, it will show Billing List page.

Billing List page

1. To edit the invoice data, input the invoice number into search form at the Invoice No column, so it will show the invoice data that has been replaced before, then click on invoice number to see the details.

Biling List

1. On Billing Detail page, at the Actions button click Edit option.

Billing Detail

1. Make changes as needed. Information that can be changed such as transaction code, header, invoice item, notes dan attachment. For example, here the Transaction Code will be changed.

Transaction code changes

1. Then, click Save and Close.

Save Changes

1. Click OK on success notification.

Success Notification

1. So, invoice data now is succesfully updated and downloadable from Faspay Billings → E-Faktur → Export CSV, you can choose the list of data that you want to export in CSV file.

Download CSV file

1. It can be seen the difference of the CSV file before and after updated.

CSV file

1. Next, ensure to update the E-Faktur file by upload again the file from Faspay Billing → E-Faktur → E-Faktur Files, then click Upload E-Faktur.

Upload E-Faktur file

1. So, it can be seen on the data table, at the E-Faktur Status column it changed from Normal to Replacement. Also, the Invoice No has been added with R01. To resend the latest E-Faktur file click Send Email.

Replacement Status

1. This is how the email looks like that sucessfully sent to merchant.

E-Faktur email