Published Documents (AdmCloud Xchange)

What is it and what is it for?

When two companies do business with each other and both use AdmCloud, each one normally has to type its own document separately: you record your sales invoice and your customer, separately, records their purchase invoice with the same data. AdmCloud Xchange removes that duplicated work: you publish the document from your company and the other company receives it ready to convert in one click, with the items, quantities, prices and taxes already loaded.

• Saves data-entry time and reduces transcription errors between related companies.
• Works between any two AdmCloud companies that show up in the Company Directory, not just between subsidiaries of the same group.
• The received document stays pending your review before it's converted: you decide whether to receive it, mark it processed later, or discard it.

Supported documents

Only these four document types can be published, and each one is converted into a specific type when received:

How to use it

1. Open Company Directory (inside the published-documents mailbox) and click Show in Directory. Without this step you can't send or receive documents. If your company has Subsidiaries, you'll instead see a panel listing each of your subsidiaries: you must explicitly publish the ones that should be able to exchange documents (publishing the first one hides the rest until they're published too).
2. Make sure the Customer or Vendor you'll exchange documents with has their AdmCloud ID (and, if it applies, their AdmCloud Subsidiary) registered on their record. If that Customer/Vendor already exists in your company with the same Tax ID as the company in the Directory, you don't need to type the AdmCloud ID by hand: the Company Directory will show a Link button that assigns it automatically (along with the AdmCloud Subsidiary, if the row belongs to a subsidiary).
3. Open the Credit Invoice, Debit Note, Customer Credit Note or Purchase Order you want to send and click the Send via AdmCloud button on its details screen. You can also send several at once from the list of any of those transactions, with the filter and bulk-send button.
4. Once sent, that same document shows a "Sent to [Company] · [date]" tag next to the button, and the button is disabled so you can't publish it again by mistake. As soon as the other company receives it, that tag changes to "Received · [Type] [Number]", with no page reload and no need to log into the other company to find out.
5. The other company sees the document on their Received Documents to be Processed tab, inside their own AdmCloud Xchange mailbox.
6. From there, that company can click Receive to convert it automatically, Discard if it doesn't apply to them, or Mark as Processed if they already recorded it some other way and just want to file it. The small arrow next to the Receive button opens a menu with two more options: Open Form builds the prefilled target document and opens it in a new tab without creating or changing anything yet, so it can be completed or corrected by hand before saving; and, only when the source document is a Credit Invoice, Purchase with Reception does the same as Receive but generates a Purchase with Reception instead of a Vendor Bill. If Receive (or Purchase with Reception) can't create the transaction automatically, the error notice offers that same Open to complete link to finish the document by hand.
7. To receive several documents at once, tick each row's checkbox (or Select All to tick every receivable row on the page) and click Receive Selected Documents. They're processed one by one; if one fails (for example, because it needs tax data) the rest continue and each document's result stays on its own row. Documents that need data mapping (items, units, terms or taxes that couldn't be matched) aren't received in the batch: their row asks you to receive them individually with the Receive button, where the mapping modal opens. If receiving a document leaves a draft, its row offers Open to complete. If your session expires or you lack permission during the batch, the process stops and the remaining documents are left unprocessed. While the batch runs, filters and paging are locked. Use Refresh to update the list without reloading the page.
8. A discarded or processed document can be moved back to Mark as Pending to Process at any time if it needs to be reviewed or received again.
9. If another user already changed the document's status since you loaded the screen (for example, they received or discarded it in another tab), the action isn't applied and you're asked to refresh the list, so you don't overwrite what the other user did.
10. As the sending company, you can review everything you've published on the Sent Documents tab, and delete a submission from there if it no longer applies.

The AdmCloud Xchange mailbox tabs

• Received Documents to be Processed: documents other companies sent you that you haven't received, discarded or marked processed yet. Each row shows the origin company's name and tax ID (RNC/fiscal ID), the profile photo and email of the user who published the document (visible when hovering over the avatar), and a direct link to the original document. In the Related column: if you already have a Customer/Vendor linked by AdmCloud ID, its name shows up; if not, but you have one with the same Tax ID (even without an AdmCloud ID assigned yet), a Link button shows up instead of creating a new one; only when neither case applies does the create button show up, with the data pre-filled. From here you can also receive them, discard them, mark them processed, or print the original document. The Receive button is shown disabled with an explanation if your company isn't in the Directory or if you don't yet have a Vendor/Customer linked (by AdmCloud ID, not just by Tax ID) for that company.
• Processed Received Documents: documents you already marked processed (received or recorded some other way). Includes a Generated Document column with the number and type of the document created when receiving, with a direct link to its record; documents manually marked as processed (without using the Receive button) show that column empty. You can move them back to pending, discard them, or print the original document.
• Discarded Documents: documents you decided to ignore. You can move them back to pending, receive them, or mark them processed if you change your mind.
• Sent Documents: everything your company has published to other companies, with the send date, who published it (with photo and email on hover), a link to the source document, and a Status column showing whether it's still pending, already received (with the type and number of the document generated on the other side), or discarded by the recipient. You can delete a submission if it was a mistake.
• Company Directory: controls whether your company (or, if it has Subsidiaries, each of your subsidiaries separately) shows up in the list of companies available for document exchange. Shows each published company's or subsidiary's name, tax ID (RNC/fiscal ID) and industry. The Related Vendor and Related Customer columns show whether you already have a Vendor or Customer linked to that row's AdmCloud ID (and AdmCloud Subsidiary, if applicable); if not, but you have one with the same Tax ID (even without an AdmCloud ID assigned yet), a Link button shows up instead of creating a new one. Only when neither case applies does the create button show up, with the data pre-filled. Above the table, the search box filters the list by company name, subsidiary name or Tax ID, and the Only companies I already have registered checkbox narrows it down to the ones you already have linked or whose Tax ID matches one of your active Customers or Vendors, so you can find them quickly instead of scanning row by row.
• Activate: gathers the switch to publish/hide your company (or each Subsidiary separately) that used to live above the Company Directory grid, so turning AdmCloud Xchange on is the first thing you see when you enter the module.
• How it works: a quick-reference page summarizing the publish/receive flow, the supported document table, and what each state (Pending, Processed, Discarded, Sent) means, with a link to this same guide.

Validations when sending a document

• The source document must not be void.
• If your company has electronic invoicing enabled and the document is an electronic fiscal document, it must be signed (electronically or manually) before you send it. Until it is, its details screen doesn't show the Send via AdmCloud button, and bulk sending from the list reports it as not sent.
• If it's a Purchase Order, it must be Authorized and have a Payment Term assigned.
• The destination Customer or Vendor must have an AdmCloud ID registered on their record. If not, the system looks in the Company Directory for a single company whose Tax ID matches the Customer/Vendor's own tax ID: if it finds exactly one, it asks whether to link it automatically and, once confirmed, saves it on the record and continues the send. If it finds none or more than one, the send is rejected and you must set the AdmCloud ID manually on the record.
• Your company (or, if it has Subsidiaries, the Subsidiary you're sending from) must be visible in the Company Directory; otherwise you can't send anything.
• The destination company must be visible in the Company Directory, must not be closed, deleted or in its trial period, and must be the same kind as yours: a demo company only exchanges documents with other demo companies.
• You can only send documents you can see in your lists: from your session's subsidiary and, for Customer Invoices and Notes, from your location and from the sales reps assigned to you.
• You can't send a document to yourself, unless your company has Subsidiaries enabled and you're sending to a different one of your own subsidiaries (never to the same source subsidiary).
• If the destination company has more than one licensed Subsidiary, the Customer/Vendor must have the specific AdmCloud Subsidiary registered; if not, the system tries to resolve it by matching Tax ID against the destination company's subsidiaries (or uses its single active subsidiary when there's no match), asking for the same confirmation. That subsidiary must also be visible in the destination company's Company Directory.
• Once successfully published, the destination company's people get notified right away, without waiting for anyone on the other side to receive anything: the recipients are the contacts you have registered, on your own Customer or Vendor record that represents that company, flagged with "Include in Invoice emails" (Invoices, Debit Notes and Credit Notes) or "Include in Purchase Order emails" (Purchase Orders). All of them get an email telling them a document is waiting to be received; the ones that also exist as an active employee of the destination company (matched by email) also get the bell notification and popup toast, with a link to their "Received Documents to be Processed" inbox. That notification depends on the destination company having the "Published Documents" feature enabled, and, for the bell, also "Notifications".

Validations when receiving a document

• Your company (or, if it has Subsidiaries, the Subsidiary the document was sent to) must be visible in the Company Directory to be able to receive.
• If your session is on a specific subsidiary, you can only receive, discard, mark or open the documents sent to that subsidiary.
• The company that sent the document must not be closed or deleted.
• The original document must not be void; if it's a Purchase Order, it must be Authorized.
• Credit Invoices and Purchase Orders must have a Payment Term on the original document.
• A Vendor (for Invoices and Notes) or a Customer (for Purchase Orders) must exist in your company with the sending company's AdmCloud ID, and must not be marked inactive.
• The Shipment Method is validated or auto-created on your company by name. Each item's Tax Schedule and Retention Group are additionally validated against their rate (retentions check both rates: the one based on VAT/sales tax and the one based on income): if they don't exactly match your equivalent group, the receive is rejected (this check can't be resolved from the mapping modal, or by picking a different group).
• Each line's Payment Term, Tax Schedule, Retention Group and Unit of Measure are matched first by the Reference you registered for that Vendor/Customer in your master's Relationships Detail (see below), and if there is no reference registered, by the same name. If the Vendor or Customer has sync items between companies enabled, each item is matched the same way: first by the Reference registered in the item's vendor detail; when receiving a Purchase Order, then by the Reference the buyer registered for your company in their item's vendor detail (the code you use for that item); and if not, by the same SKU (the Lot and Attribute Options on the original document must also exist in your company).
• If any of those (item, Unit of Measure, Payment Term, Tax Schedule or Retention Group) can't be matched either way, the receive isn't rejected right away: a data mapping modal opens asking you, all at once, which existing record in your company each one corresponds to. Once confirmed, the mapping is saved in the corresponding Relationships Detail (item mappings go to the item's vendor detail, and only when the document comes from a Vendor; when a Purchase Order is received as a Sales Order the item mapping applies to that receive only), so the next time you receive a document from that same Vendor/Customer with that same name it resolves on its own. If the same Reference is registered on more than one record for that Vendor/Customer, though, the receive is still rejected (that's bad data in your master, not something the modal can fix).
• Receiving a purchase document may also open another window asking for the tax details your country requires that don't come in the source document (after resolving the data mapping modal above, if needed). In Ecuador companies, receiving a Vendor Bill or Vendor Debit Note asks for the Expense Type, Transaction Type and Payment Method (the Credit Note does not ask for the Payment Method), required for the SRI's Transactional Annex (ATS). In Dominican Republic companies, if the document carries an NCF and the Expense Type cannot be derived from the item's account, that Expense Type is requested; and if the document carries an income tax withholding, the Tax Retention Type is requested too. You must select whichever fields appear to complete the receive.
• If the Vendor or Customer has no default Location, a modal asks for one; unlike the other data, this one is saved straight to their record (no need to enter it again on future documents from that same related company).
• Once successfully received, the document is automatically marked Processed, and the generated transaction gets the original document's printout attached (if your country/template supports it; if it can't be generated, the transaction is still received without the attachment).

Company Directory

• You can only send or receive documents with companies (or subsidiaries) that are visible in the Directory.
• A trial company can't be shown in the Directory.
• You can hide your company from the Directory at any time; doing so stops you from sending and receiving documents until you show it again.
• If your company has Subsidiaries, publishing is per subsidiary: instead of a single button you'll see a panel with each one and its own Show/Hide button. The Directory stops showing your company as a single row and instead shows one row per subsidiary you've published. Publishing the first subsidiary hides the rest until they're explicitly published too.
• If your user group is restricted to a single subsidiary, you can only publish/hide that subsidiary; the button for the others appears disabled.
• The Related Vendor column shows the Vendor in your company linked to that row's AdmCloud ID (and AdmCloud Subsidiary, if applicable). If none exists, a button lets you create one with name and tax ID pre-filled, already associated to the right subsidiary. You need a related Vendor to receive Credit Invoices, Debit Notes and Credit Notes from that company/subsidiary.
• The Related Customer column works the same way but for Customers. You need a related Customer to receive Purchase Orders from that company/subsidiary.
• If that row already has a Customer or Vendor linked with the other role, the empty column also shows a Use as Customer/Use as Vendor button: it marks that same record with the missing role instead of creating a second one with the same tax ID. Adding the Customer role asks for Price Level and Sales Fiscal Sequence (pre-filled when there is a single possible value).
• If your own company appears in the list, its row shows a My company badge instead of the linking columns.

List filters

Each of the Received, Processed, Discarded and Sent tabs has its own filter bar, applied with the Update button (or pressing Enter) and cleared with Clear:

• Period: date range of the original document. On Received Documents to be Processed, with no dates it shows every pending document; on the other tabs, the last 30 days. Clear leaves the period the way each tab applies it.
• Related: name of the related company (or subsidiary) in the exchange.
• Number: number of the document published by the origin company.
• NCF: NCF of the source document. Only on Received Documents to Process, Processed Received Documents and Discarded Documents; documents published before this filter existed don't have this data saved and won't show up when filtering by NCF.
• Document Type: Credit Invoice, Debit Note, Credit Note or Purchase Order. Same three tabs as the NCF filter; it applies immediately when you pick an option.
• Status: Pending, Received or Discarded. Only in Sent Documents (the other tabs already separate by status with their own tab); it applies immediately when you pick an option.

Key fields

Send status and security log

The source document's details screen (Credit Invoice, Customer Debit or Credit Note, Purchase Order) shows the current send status right next to the Send via AdmCloud button, without having to open the AdmCloud Xchange mailbox:

• Before sending, the button is available and no tag is shown.
• Once sent, a "Sent to [Company] · [date]" tag appears and the button is disabled: a document that was already published can't be sent again.
• While the other company hasn't processed it yet, a "Pending receipt" tag is also shown.
• As soon as the other company receives it, the tag changes to "Received · [Type] [Number]" with the document generated on the other side (no link, since that document lives in the other company's database).
• If the other company discards it, "Discarded by the recipient" is shown instead.

In addition, every step of the document's life cycle (send, receive, manually mark processed or pending, discard, delete the submission) is recorded in the Security Log tab of the document involved: on your source document (the sending company) and, once received, also on the document generated on the other company (the receiving company). That way, either company can see when the document was sent or received directly in their own log, without depending on the other one to tell them.

Availability and permissions

• Every screen in this mailbox requires the "Published Documents" feature to be enabled for your company; if it isn't, you'll see the "not available on this edition" message.
• To send you need Add privilege on Credit Invoices, Customer Debit Notes, Customer Credit Notes or Purchase Orders, depending on what you're sending.
• To receive you need Add privilege on Vendor Bills, Vendor Debit or Credit Notes, or Sales Orders, depending on what you're receiving.
• Browsing any tab of the mailbox requires Browse privilege on all four areas: Credit Invoices, Customer Debit Notes, Customer Credit Notes and Purchase Orders.
• Publishing or hiding your company (or a Subsidiary) in the Company Directory, on the Activate tab, requires Edit privilege on the company's Configuration: it's a setting that affects every user, because hiding it leaves the whole company unable to send or receive.
• The notification sent when publishing a document depends on the features enabled on the destination company, not yours: the email requires it to have "Published Documents", and the bell notification and popup toast additionally require it to have "Notifications".

Tips and common mistakes