Electronic Receipts Received
In the Dominican Republic, the electronic tax receipts (e-CF) your vendors issue to your Tax ID (RNC) reach AdmCloud on their own. From Electronic Receipts Received you review them, check them against the signed XML and register them as a Vendor Bill, an Expense Report or a Purchase with Reception, without typing anything and without the vendor having to forward the bill.
What is it and what is it for?
It is an option of the Document Reception and Import screen (Import Documents). It shows the e-CF received for your company's (or your subsidiary's) Tax ID that haven't been registered yet in AdmCloud. A receipt leaves the list as soon as one of your transactions, not voided, has the same eNCF and issuer Tax ID, so it is never registered twice. Receipts your own company issued to itself aren't listed either.
When you open Import Documents you'll see the Electronic Receipts Received card with the number of pending receipts from the last month. If the count can't be obtained (for example, the service doesn't respond or there's a problem with your company's digital certificate), the card shows the warning instead of the number, but you can still open it.
How to use it
- Filter the receipts. By default you see the last month. Search by eNCF, Issuer Tax ID or a From / To range, and click Filter (or Clear to go back to the default range). The range can't span two different years. The list is paged: 10, 20 or 50 receipts per page.
- Review the receipt. Each card shows the issuer's logo and name and the eNCF. Use Preview to see a readable version in a side panel (issuer, buyer, general data, totals, reference information and items), or View XML to see the signed XML as-is. From the preview, the View e-NCF verification at DGII link opens the stamp check on the DGII portal.
- Download the PDF if you need it. Download PDF opens the printed version of the receipt. It only shows up if your account has this feature enabled and the receipt has its signed record.
- Pick the document type. In Document Type choose Vendor Bill (the default), Expense Report or Purchase with Reception.
- Register in detail or quickly. Detailed registration opens, in a new tab, the creation screen of the chosen type with the receipt's data preloaded, so you can complete it and save. If your account has quick registration, fill in the card's fields (vendor, account, taxes…) and click Quick Registration: the document is created right away with one line per XML line, and the Show Document link appears.
- Register several at once (quick registration). Tick the cards (or Select All) and click Register Selected Documents. They are registered one by one, up to 20 per batch, and each card shows its result.
- Ignore what you won't register. Ignore removes the receipt from the list without deleting it. You'll find it on the Ignored Receipts tab, which has the same filters and, for each receipt, the View XML, Preview, Download PDF and Restore buttons (Restore sends it back to the main list).
Card fields
Fields taken from the XML (Date, NCF, Issuer Tax ID, Reference, Currency and Subtotal) are read-only. The other fields only show up if your account has quick registration, and they are sent when you register.
| Field | What it's for |
|---|---|
| Document Type | Vendor Bill, Expense Report or Purchase with Reception. |
| Reference | The issuer's internal invoice number, taken from the XML. Required on Vendor Bill and Purchase with Reception. |
| Currency | The XML's currency, if it exists in your company; otherwise the base currency. The exchange rate is taken for the issue date. |
| Vendor | Required. Suggested by matching the issuer's Tax ID against your vendors. |
| Purchase Order | Optional. Lists only the vendor's open orders and is applied to every line of the document. |
| Refund To / Refunds Account | Expense Report only: the employee to refund (required) and the refunds account. |
| Purchase/Expense Account | Required. Applied to every XML line. AdmCloud suggests it with artificial intelligence from your history, when every line points to the same account. |
| Division / Department / Location / Item Class | Cost centers, applied to every line. Each one shows up only if your company has it enabled. |
| Payment Term | Suggested from the vendor's default term. Doesn't apply to Expense Reports. |
| Expense Type | The document's expense type (606 code). |
| Tax Schedule | Applied to every XML line; recalculates the tax and the total. |
| Tax Retention Group / Retention Type | The withholding applied to the lines and its type for the 606 report. |
| Tax Amount / Total | Calculated: subtotal times the tax schedule's rate, and subtotal plus tax. |
| Notes | The document's notes. If you leave them empty, the issuer and the eNCF are used. |
Differences by document type
| Type | Quick registration | Details |
|---|---|---|
| Vendor Bill | Yes | Asks for the payment term. The purchase order is also passed to detailed registration. |
| Expense Report | Yes | Asks for the employee to refund and the refunds account; no payment term and no required reference. The purchase order is only applied in quick registration. |
| Purchase with Reception | No | Requires inventory items, so it can only be registered in detail. |
Validations when registering
- Single-year date range: "From" and "To" must fall within the same calendar year.
- Required fields: document type, vendor and purchase/expense account; on an Expense Report, also the employee to refund.
- Readable XML: if the XML couldn't be read, or has no item lines, quick registration isn't available and you must use detailed registration.
- Totals must match the XML: quick registration compares the calculated total and tax with the XML's. If they differ by more than 1.00, nothing is registered and the difference is shown; check the tax schedule or use detailed registration.
- Create privilege: to register you need create access to the chosen document type.
- Up to 20 per batch when quick-registering several receipts.
Availability
- It's exclusive to Dominican Republic companies with electronic reception or electronic invoicing enabled, and with their Tax ID authorized as a receiver. AdmCloud manages that activation; without it you'll see "This option is not available for your company".
- Viewing the list, choosing the document type and Detailed registration are available to every company with reception enabled.
- Quick registration (editable card fields, AI-suggested account, the quick registration button and registering several at once) is exclusive to the Enterprise edition.
- Download PDF is a separate feature that must be enabled for your account.
Tips and common mistakes
Once a month, check the list with the previous month's range: anything still there is a purchase that isn't in your books (or your 606 report) yet.
"Quick registration is not possible"? The tax or total calculated with the chosen tax schedule doesn't match the XML. Try another tax schedule (for example, for a bill with exempt lines) or use Detailed registration.
Can't find a receipt? Check Ignored Receipts and the date range. If you already registered it, it stops showing to avoid duplicates.