How to Make the Correction of a Rejected Electronic Invoice Traceable

01

The short answer

When the Interchange System (SdI) detects an error, it rejects the invoice and sends a rejection notice with an error code and description of the reason.

To make the correction traceable, it is recommended to recompile the invoice with the same date and numbering as the rejected one, fix the indicated error, and retransmit it to the SdI.

02

What the SdI checks before accepting the invoice

The SdI verifies the presence of the legally required data, the existence in the Tax Registry of the VAT number of the supplier and the customer, the correct completion of the Recipient Code field, and the consistency between taxable amount, rate, and VAT indicated.

If even one of these checks fails, the file is rejected and the related notice arrives on the same channel used for transmission.

03

The correction path step by step

Steps

1. Receive the rejection notice: it contains an error code and a brief description of the reason for rejection
2. If you used the Revenue Agency's free services, check the notice in the Invoices and Receipts portal
3. Identify and correct the error, checking required data, VAT numbers, recipient code and consistency of amounts
4. It is recommended to recompile the invoice keeping the same date and numbering as the rejected invoice
5. Change the file name, if you are not using the portal's web procedure, and retransmit to the SdI

04

A hypothetical case

Hypothetical example: a company sends an invoice with the customer's incorrect VAT number. The SdI rejects it and returns a notice with an error code related to the Tax Registry check.

The company corrects the VAT number, recompiles the document with the same date and number as the rejected invoice, renames the file and retransmits it to the SdI for a new check.

05

Checks before retransmitting

• The error code in the rejection notice has been read and understood
• The date and numbering of the corrected invoice match those of the rejected one
• The file name has been changed, if the portal's web procedure is not used
• The rejection notice can be viewed and is kept in the Invoices and Receipts portal

06

How to set up traceability with a software partner

A company can ask its software partner to record, for each rejected invoice, the error code received, the date of rejection and the date of retransmission, in order to have a readable history of the correction cycle.

It is useful to define clear roles (who corrects, who verifies, who retransmits) and to keep both the rejection notice and the corrected invoice in the same document file, so that the original can always be traced.

07

Frequently asked questions about correction

• The rejection notice arrives on the same channel (PEC, SFTP or Web Service) used to send the original invoice
• If the transmission took place through the Agency's free services, the notice can only be viewed in the Invoices and Receipts portal
• The file name only needs to be changed if the invoice is not produced through the portal's web procedure

08

Next step

If you receive a rejection notice, immediately check the error code, correct the indicated data and retransmit the invoice with the same date and number as the original, changing the file name when necessary.