Invoice Processing

Real-time Invoice Data Reporting (NAV - Online Számla)

The Hungarian National Tax and Customs Authority requires all domestic invoice transactions with another VAT-taxable entity to be reported in real-time. This feature allows you to send directly the invoice data real-time to Online Számla.

SUPPORTED TRANSACTIONS

You may send data to the online invoicing system for the following NetSuite transaction types:

•  Invoice

• Credit Memo

• Cash Sale

• Cash Refund

 The term “invoice” for Hungary is deemed to be encompassing the transaction types mentioned above.

Creating or editing New Invoices

Invoice fields required by NAV

If you are using the [STA] Hungary Invoice Localization Invoice form, most mandatory fields are consolidated in the NAV Online Invoicing subtab.

Review the following fields when entering invoice data:

• Delivery Date

• Invoice Classification

• Invoice Appearance

• Method of Payment

• Line Item: Description

• Line Item: VAT Rate Type (If tax rate is zero [0])

• Line Item: VAT Rate Case (If tax rate is zero [0])

• Line Item: VAT Rate Reason (If tax rate is zero [0])

Open

Open

Invoice Number Source

The field ID that will be reported as the invoice number is setup during implementation in the https://staria.atlassian.net/wiki/spaces/SHLS/pages/840695809. The defaut setting is the tranid of the transaction.

Auto-Calculate Delivery Date

When this feature is enabled in the https://staria.atlassian.net/wiki/pages/resumedraft.action?draftId=840695809, the delivery date will be automatically calculated after clicking the Save button of the transaction. the following fields are mandatory.

The delivery date field will fail to auto-calculate if the required field is blank:

Sending Original Invoice to Online Számla

Submit Invoices on Create

When this feature is enabled in the , the invoice is submitted to the tax authority after saving it for the first time. The user will not have the opportunity to edit the transaction if the result of the submission is a success.

Manual Sending of Invoice to Online Számla

Option 1

Saving the record and submitting to NAV

Set the [STA] HU RTID E-REPORTING STATUS to “Pending”.

Check the [STA] HU RTID READY FOR E-REPORTING box.

Save the invoice.

Option 2

Clicking the “Online Invoicing“ button.

Users can see this button while viewing invoices that have not been submitted yet or for invoices that have failed the submission because of an error.

If the transaction was successfully submitted to the Online Számla, the E-Reporting Status will be set to Successful, and you are no longer allowed to make changes on the record.

Invoices that will not be submitted to NAV

1. Sales invoices with approval status that are not equal to “approved“.

2. Transactions that use a tax code with [STA] HU RTID EXEMPT FROM DATA DISCLOSURE = T. See .

Modifying Invoices and Submitting to NAV

If correction is required for an original invoice which was already sent successfully to Online Számla, you may create a new transaction to record the changes.  There is additional information that you need to supply in order to successfully send the “correction invoice” data to Online Számla.

Create the cancellation document

1. View the invoice that needs to be corrected.

2. Click the “Credit” or “Refund” button from the transaction to modify.

3. Go to NAV Online Invoicing subtab.

4. Review / Fill out the mandatory and optional information.

5. Save the record and submit to NAV.

Transaction Header Fields

Transaction Line Fields

Auto-Populate Original Reference Number

When this feature is enabled in the , the original reference number will be auto-populated when any of the following conditions are satisfied:

• The credit memo is created from the invoice being modified.

• The credit memo is created from the return authorization cerated fom the invoice being modified.

Automated Invoice Modification Fields

When this featue is enabled in the , the following fields will be autopopulated based on the process flow suggested by the tax authroity in https://onlineszamla.nav.gov.hu/dokumentaciok

Pre-requisite: The Auto-populate original reference number feature must be enabled.

Fields:

• [STA] HU RTID Original Invoice Number

• [STA] HU RTID Invoice Operation

• [STA] HU RTID Modification Index

• [STA] HU RTID Modification Type

• [STA] HU RTID Line Number Reference

Create the invoice with the correct data contents

1. View the invoice that is being modified.

2. Click the “HU Invoice Correction” button from the transaction to modify.

3. Update the invoice with the correct content.

4. Go to NAV Online Invoicing subtab.

5. Review / Fill out the mandatory and optional information.

6. Save the record and submit to NAV.

Advanced Payment Invoices

Creating the advanced payment invoice

If an advanced payment has been made, a standalone invoice needs to be created and submitted to online számla.

1. Create a stand-alone Invoice.

2. Enter a NetSuite payment type item. Enter the amount of the advanced payment and check the [STA-HU] ADVANCE INDICATOR field.

3. Save the invoice.

4. Submit to online számla.

Creating the final invoice

When creating the final invoice, a line item must be added to record and report the related advanced payment.

1. Create the final invoice by invoicing a sales order or creating a stand-alone invoice (the actual process will be dependent on your company’s internal business process).

2. Add a NetSuite payment-type item.

   • Enter the negative amount of the advanced payment

   • Check the [STA-HU] ADVANCE INDICATOR field.

   • Select the related advanced payment invoice in the [STA-HU] ADVANCE PAYMENT INVOICE field. The following fields will be automatically populated:

     • [STA-HU] ADVANCE ORIGINAL INVOICE

     • [STA-HU] ADVANCE PAYMENT DATE

     • [STA-HU] ADVANCE EXCHANGE RATE

3. Save the invoice.

4. Submit to online számla.

Error Resolution

When the sending of the invoice data fails, the E-Reporting Status will be set to Failed.  You may review the reason by looking into the Online Invoice Submission Error under NAV Online Invoicing subtab.

Online Számla – NAV timeout

There are cases when NAV’s server will timeout. This happens when the NAV server takes more than 60 seconds to respond.

NAV will not be able to give a succesful response. For cases like this, the user will find the

When this happens, the ”Check Invoice Status” will be available on the invoice.

Click the button to update the status of the invoice. NAV will check if the invoice was successfully submitted or if the invoice does not exist in the NAV server.

If the invoice was succesfully submitted, the invoice status will be updated, and the invoice will be locked.

List of failed invoice submissions

Navigate to Financial > Staria Hungary Localization > Hungary Online Számla Failed Submissions

Scheduled Resubmission of Failed Invoices

There are cases when NAV fails to return a failed or success response. This is considered a timeout. These invoices will have the “Processing” RTID e-reporting status. These invoices are automatically resubmitted until a failed or success status is achieved. These invoices are submitted every two hours. Please refer to

setup instructions to change the frequency of the schedule.

Printing Invoices

To test or preview the invoice layout. View the invoice and click the print button.

The bundle includes advanced PDF layouts for invoice and credit memo transactions.  You may use the following templates to print invoices or credit memo, respectively.

• Hungary Invoice PDF/HTML

• Hungary Credit Memo PDF/HTML

The templates contain the required information including a VAT summary section.