Integration with e-FACT

To receive invoices Modality 2- By adapting your accounting management software, you must submit the service registration request form that you will find in EACAT Procedures > provider Consorci AOC, CAOC Service – Service Request > Procedure “Registration Request and Modification of AOC Services” in order to receive the data. Once you have the registration data, you must follow the technical documentation for integration via sFTP in the e-FACT Hub integration guide .

To receive invoices Modality 3- Through a private platform provider of electronic invoice services or accounting software for local entities, you must submit the service registration request form that you will find in EACAT Procedures > provider Consorci AOC, CAOC Service – Service Request > Procedure “Request for registration and modification of AOC services” in order to receive the data. Since the accounting solution you will use is already integrated into e-FACT by other entities, with the registration credentials you can already establish the connection.

• Integration request :

If you are interested in integrating your tools with e-FACT to issue invoices, you can send us the following document through thecontact form .

• Application form for integration into the e-FACT

• Integration documentation:

Depending on whether you need to integrate with e-FACT to send invoices or, if you integrate to receive invoices, you need to download the corresponding document depending on the type of integration you need to do:

• SENDING invoices: you will find the technical documentation for integration via WebService in the space for integrators via WS for suppliers of the e-FACT. Once you have integrated into PRE for the service and have carried out the appropriate validations, to make the move to PRODUCTION, notify us in a new ticket through the form https://suport-integradors.aoc.cat/hc/ca/requests/new indicating that you want to move to PRODUCTION and referring to the ticket where the permissions were given to PREPRODUCTION.
• RECEPTION of invoices: You will find the technical documentation for integration via sFTP in the integration guide in the e-FACT Hub .

These changes in the e-FACT membership method via the Receiver Portal to the entity's own platform must be made in coordination with the billing manager of each entity and with the e-FACT service technicians. This is due to aspects related to the status of the invoices that appear on the receiver portal and that will no longer be able to be managed from this portal. Invoices are either managed from the receiver portal or through the entities' applications (by integration).

It is necessary that before definitively moving to the management of invoices by the entity's own means, the invoices that are on the recipient's portal have a final status ("Paid" or "Rejected"). Invoices that are not in these states will be orphaned and they cannot change status .

At any time, from the Receiver portal, you can download the invoice file, attachments and proof of entry into the register.

To facilitate the transition to the new modality in the entity, the e-FACT service offers the possibility, in cases of self-integration, of first validating the integration into the entity's PRE environment.

It is important that when making the request for a change of modality, you mark that it is a “ Modification ”, and the date on which you plan to have the system in production (“ Apply modification on the day ”):

Once this change request is received, you will be sent the pre-production environment credentials to perform the integration into the pre-production environment, the relevant tests, validation of the integration and the invoice/statement management flow.

Once the production date has been “reconfirmed” with the AOC technicians, you will be sent the production credentials so that you can receive the invoices in your system. Remember that the invoices: are either sent to the recipient's portal or go to the integrated system.

If the invoice recipient sends the status change of an invoice to the STATIN folder of the HUB through integration, but it is not processed correctly, the extension in the nomenclature of the files sent should be reviewed, since the HUB, for now, does not accept status changes with the extension in lowercase (xml). In this sense, the file extension must be reported as XML , and the references and names of the attached files must correspond to those previously sent so that they match those of the HUB.

We also attach some recommendations regarding the nomenclature of state change files:

<receiver_id>@<sender_id>@<reference_1><strong=""></receiver_id>@<sender_id>@<reference_1><>

Where the id_receiver corresponds to the identifier associated with the AA.PP. receiving the invoice and originating the status file in question, and the id_issuer to the identifier of the issuer of the invoice for which the status is being reported. Finally, the reference_1 corresponds to a unique identifier associated with the generated file, for tracking purposes within the e-FACT platform.

And to associate it with the invoice, within the XML, the hub_id of the invoice, date of the invoice and the CIF indicated on it must be indicated.

According to current regulations * , it is necessary that:

1. All public entities have a General Electronic Invoice Entry Point (PGEF) , which, in the case of Catalonia, is e-FACT.

2. The accounting offices of each entity communicate to us the invoice processing statuses . These statuses are:

• Invoice Accounting Register (RCF) : The invoice has been recorded in the Invoice Accounting Register of the recipient accounting office, and the invoice accounting register number must be returned to the PGEF. The invoice entry register number from the administrative register must not be returned, but the invoice accounting number from the RCF.
• The recognized obligation has been recognized : the payment obligation arising from the invoice has been recognized.
• Paid : the payment obligation derived from the invoice has been paid (finalized status).
• Rejected : the accounting office or processing unit has rejected the invoice, indicating the reason.

These measures are essential to guarantee correct management of electronic invoices and ensure transparency and efficiency in administrative processes.

For this reason, it is necessary to take into account the following considerations:

1. e-FACT must be integrated only with accounting software :

• The e-FACT integration architecture is designed for accounting software and not for integration with Case Manager software.
• The integration between e-FACT and the accounting software allows for correct reporting of the entry of invoices in the RCF and allows for the communication of the mandatory and final processing statuses provided for in the regulations.
• Invoice information, as well as invoice statuses that must be processed by Case Managers, must be resolved through integration between the accounting manager and the case manager and not through integration between e-FACT and the Case Manager. AOC does not intervene in connectors and integrations between third-party applications.

2. The administrative register of the entity must be integrated with MUX (V3):

• In order for electronic invoices to be correctly registered in the entity's administrative registry, it is necessary for the supplier's administrative registry solutions to be integrated with MUX V3. This integration will allow the invoice to be downloaded in FACTURAe format and the receipt to be downloaded in PDF format.
• Integration with MUX v3 guarantees that the invoice registration is carried out only once and that the supplier is correctly informed of the registration number of their invoice.
• It is not a good practice to first register the invoice with the EACAT auxiliary register and then assign a new registration number to the invoice with the entity's administrative register. In this case, the administrative register must be integrated with MUX v3 for the e-FACT service.

You will find more information in the FAQ about the documentation that can be downloaded from MUX.

* Law 25/2013, of 27 December, on the Promotion of Electronic Invoices; Resolution of 10 October 2014, of the Secretariat of State for Public Administrations and the Secretariat of State for Budgets and Expenditures, which establish the standardised technical conditions of the general entry point for electronic invoices; Order ECO/306/2015, of 23 September, which regulates the procedure for processing and recording invoices in the Invoice Accounting Register (RCF) within the scope of the Administration of the Generalitat of Catalonia and its public sector; Government Agreement 151/2014, of 11 November, on the entry point for electronic invoices in Catalonia