Electronic invoices at the UPC

What's an electronic invoice

It's a tax document that replaces the paper document and complies with the legal and regulatory requirements for invoices. It must guarantee the authenticity of its origin and the integrity of its content.

How to prepare an electronic invoice

You can do this in two ways:

1. Using a computer program that generates the electronic invoice with the required format and sending it by e-FACT.
2. Regarding the existing tools, here we offer two:

• www.facturae.gob.es
  Download the free software to invoice public administrations.
• B2B router
  Free tool. Download the manual for using and sending electronic invoices. [Manual CAT] [Manual ESP] [Manual ENG].

Sending and tracking an electronic invoice

eFACT. General point of Electronic Invoices of the Public Administrations of Catalonia
You can send and check the status of your electronic invoice.

UPC payment enquiry
Check the status of your electronic invoice: pending payment or paid. Read the Manual [pdf] to get to know the tool.

Current legislation and obligation to invoice electronically

The companies established in Article 4 of Law 25/2013 must invoice the University electronically (Order VEH/138/2017) without being any limit on the amount.

The University is committed to electronic invoicing because, in addition to being required by law, it allows greater transparency in managing purchases and their payment.

Features of electronic invoices

• They must be presented in .xml format, according to the invoice template, versions 3.2 or 3.2.1.
• They must be signed with an advanced electronic signature, based on a recognised digital certificate (XAdES specifications).
• They must identify the recipient with the DIR3 codes.
• They must be sent in electronic format to a single general entry point. For Catalan public administrations, this point is e-FACT  (Order HAP/1074/2014, of June 24th).

What you need to know to issue the UPC an electronic invoice

To issue the UPC an electronic invoice, it is essential to provide the DIR3 codes and the purchase order.

DIR3 codes
They identify the UPC. For all invoices they are:

• Accounting Office Code: U02400001
• Administrative Body Code: U02400001
• Processing Unit Code: U02400001

Order number

Any purchase at the UPC must have a budget item identified with an order number (or D code or commitment number) that must meet certain characteristics.

•   9XXXXXXXX
•   8XXXXXXXX
• 14XXXXXXXX

This number will be provided by the contact person at the UPC who formalises the purchase. As shown above, it begins with 9, 8 or 14, followed by 8 numbers with no spaces.

Preparing the .xml file

The XML language tag of the command is:
<ReceiverTransactionReference>