Importing a supplier e-invoice

Importing a supplier e-invoice (DGI Panama)

Overview

This screen turns the electronic invoice your supplier sends you into draft Assets, with nothing rekeyed by hand.

You upload the DGI-authorized electronic invoice XML (the rContFe envelope the supplier hands over once the DGI has assigned the CUFE), ActivoHQ reads the header and every line, and you tick which of those lines are fixed Assets and which asset model they belong to. The ticked lines become Assets with Draft status, ready to be completed and activated.

Regulatory reference: Panama's Factura Electrónica (DGI). ActivoHQ performs a structural read of the XML: it extracts the issuer, the invoice number, the date, the lines and the totals. It does not validate the digital signature of the document, and it does not replace the tax validation the DGI has already performed.

How to get there

Assets > Import e-invoice

From the Assets screen, click the Import e-invoice button in the top bar.

Direct URL: /Assets/import-invoice

Key concepts

Term	Definition
Factura Electrónica	Panama's electronic tax document, issued by the supplier and authorized by the DGI.
CUFE	The Código Único de Factura Electrónica assigned by the DGI. ActivoHQ uses it as the key that prevents importing the same invoice twice. If the XML has no CUFE yet (an unprotocolized document), the document's own identifier is used instead.
Line (`gItem`)	Each row of the invoice: description, product code, quantity, unit price and line total.
Draft asset	An asset created with Draft status: it exists in the system, but it takes no part in depreciation until it is completed and activated.

How to use it

Step 1 - Upload the XML files

Check that you have the right company selected; without an active company the system asks you to choose one first.
Click Choose one or more XML files... and select the electronic invoice files received from your suppliers. You can upload several at once.
ActivoHQ processes each file and shows how many were processed. If a file cannot be read, it Reports how many failed and why; if an invoice was already imported, it says so and the row is marked Imported, with the date it was imported.

Step 2 - Review the lines

Each invoice shows its number, the sum of its lines and the invoice total, so you can check they reconcile.
The table lists every line with Invoice #, Vendor, Description, Qty, Unit Cost, Line Total and Asset Model.
Tick only the lines that are fixed Assets. An invoice usually also carries Consumables, services or freight that should not become Assets.
Assign each ticked line its Asset Model. To move faster, pick a model under Asset model to apply and click Apply to all checked.

Step 3 - Create the draft Assets

Click Create N draft asset(s).
When it finishes, the result shows how many were created, how many were skipped as already processed and how many were skipped because of an error, with the detail of each case.
Use the View draft asset link to open any of the created Assets.

What data each asset inherits

Asset field	Source
Code	Generated automatically in the form `INV-<invoice number>-<line number>`; if the code already exists, a numeric suffix is added.
Name	The invoice line's description.
Asset model	The one you assigned to the line.
Manufacturer	The asset model's.
Acquisition date	The invoice's issue date.
Acquisition cost	The line total.
Useful life (months)	The asset model's.
Depreciation method	The asset model's.
Salvage value	Calculated from the model's Residual Value % applied to the line's cost.
Vendor	The invoice issuer's name.
Status	Draft.

Rules and validations

Rule	Behavior
Invoice already imported	Detected by the CUFE and marked Imported; its lines are not created again.
Line with a total of zero or less	Skipped, reporting that the acquisition cost must be greater than zero.
Asset model with no useful life configured	The line is skipped, reporting that the useful life must be set on the model before importing.
Ticked line with no model assigned	Left out, with a warning of how many lines had no model.
Plan asset limit reached	No asset is created (the operation is all or nothing) and the Upgrade plan button is offered to open the subscription screen.
XML that is not a valid electronic invoice	Reports that the file does not look like a DGI electronic invoice XML.

Notes

The Assets are left in Draft: review and complete the location, custodian, cost center, serial number and other details before activating them.
The cost taken is the line total, not the unit price: a line with several units produces one asset with the full cost. If you need one asset per unit, split the line when recording, or duplicate the asset afterwards.
The import does not record ITBMS separately: the line total is taken exactly as it comes in the document.
Keep the original XML as backup: ActivoHQ retains the imported header and lines to prevent duplicates, but the tax file is your supporting document.

Troubleshooting

Symptom	Likely cause	Resolution
The file is not processed.	It is not a DGI electronic invoice XML, or it is incomplete (no CUFE and no identifier).	Ask the supplier for the invoice's authorized XML.
Every line appears as Imported.	The invoice was imported before.	Review the Assets created at that time; there is no need to repeat the import.
A ticked line did not become an asset.	The line total is zero, or the assigned model has no useful life configured.	Fix the model under Master > Asset models, or exclude the line.
Nothing was created and Upgrade plan appears.	The plan's asset limit was reached.	Upgrade the plan under Subscription and repeat the import.
A notice asks you to select a company.	No active company is selected.	Choose the company in the top bar selector.

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