How to Import Invoices into Aruba e-Invoicing: A Step-by-Step Guide

Aruba e-invoicing is a crucial tool for businesses in Italy, streamlining the process of creating, sending, and receiving electronic invoices. While many businesses generate invoices directly within the Aruba platform, you may sometimes need to import invoices from external systems or software. This article will provide a detailed guide on how to import invoices into Aruba e-invoicing, ensuring a smooth and efficient process.

Understanding Import Requirements

Before we dive into the steps, it’s essential to understand the file formats supported by Aruba for importing invoices. Generally, Aruba accepts invoices in the following formats:

• XML (FatturaPA): This is the standard format for Italian electronic invoices and the most commonly used for importing.
• CSV (Comma Separated Values): While less common for direct import of complex invoice data, CSV can be used under specific circumstances. Note that specific formatting requirements and a predefined template are needed, and it’s generally better to export to XML if possible.

It’s also crucial that the XML file adheres to the FatturaPA standard, which includes specific data requirements and structures. Make sure your external system or software exports XML files compatible with this standard.

Step-by-Step Guide to Importing Invoices via XML

Let’s walk through the process of importing an invoice in XML format:

1. Prepare Your XML File:
   • Export from External System: Ensure that your external invoicing system is configured to export XML files compliant with the FatturaPA standard.
   • Verify the XML File: Before importing, double-check your XML file for accuracy. You can use free online validators to confirm that the file complies with the FatturaPA schema.
   • File Naming Convention: Use a descriptive file name (e.g., InvoiceNumber_Date.xml), which can make organization easier.
2. Log in to Your Aruba Account: Access your Aruba e-invoicing account using your credentials through the official Aruba website.
3. Navigate to the Import Section: The precise location of the import option might slightly vary based on your Aruba interface version. However, it’s typically found within the ‘Invoices’ or ‘Documents’ section of the portal. Look for options like ‘Import Invoice’, ‘Upload Invoice’, or similar.
4. Select the Import Method: Choose the option to import an XML file. Typically, there will be a button or link for ‘Import via XML’ or similar.
5. Upload the XML File: Click on the ‘Browse’, ‘Choose File’, or similar button to select the prepared XML file from your computer.
6. Validate the File (If Applicable): Some versions of Aruba’s portal might include an automatic validation process upon upload. If prompted, allow the system to check for compliance with the FatturaPA format.
7. Review and Confirm: Once the file is uploaded, Aruba should display the imported invoice information. Carefully review the details, such as the supplier and customer information, invoice number, dates, and amounts.
8. Complete the Import: If everything looks correct, proceed to complete the import process by clicking ‘Save’, ‘Import’, or the corresponding button.
9. Verify the Imported Invoice: After successful import, check that the invoice appears in your list of invoices within the Aruba portal. It’s always a good practice to ensure that all details are accurately displayed.

Importing via CSV (Advanced & Specific Cases)

While less common, importing using CSV files can be done if you have a very specific situation or a custom workflow. Here are the key points to consider:

• Aruba Template: You must use the specific CSV template provided by Aruba. Contact their support or consult their documentation to get the exact template.
• Data Matching: Carefully map your data to the corresponding columns in the Aruba template. Inaccurate data may result in import failures or incorrect invoice information.
• Complex Data Handling: CSV import might not be suitable for complex invoices containing many items or specific tax details. The XML format is always the preferred method for these cases.
• Consult Aruba Support: If you need to use CSV import, we strongly recommend you to contact Aruba’s technical support first, and to carefully read their documentation.

Troubleshooting Common Import Issues

Here are some common issues you might encounter:

• Invalid XML Format: The most frequent cause for import failures. Verify your XML file against the FatturaPA standard.
• Missing Required Fields: Ensure that all mandatory fields (e.g., tax ID, address, invoice amount) are present in the XML data.
• Incorrect Data Format: Check for data inconsistencies such as incorrect date formats or numerical values.
• File Size Limits: Verify if there are any file size restrictions set by Aruba and check if your file exceeds those limits.
• System Errors: If you experience system-related errors (e.g., timeout), try again later or contact Aruba support for assistance.

Conclusion

Importing invoices into Aruba e-invoicing is a crucial aspect for businesses utilizing external systems. By following this detailed guide and ensuring your invoice files comply with Aruba’s requirements, you can efficiently manage your electronic invoicing process. Always double-check your imported invoices for accuracy and consult Aruba support for further assistance or technical issues.