[IMP] accounting/l10n_co: Update documentation for DIAN module

This commit improves the official documentation to support the strategy to focus on the new DIAN electronic invoicing module on V18 (leaving notes and references for clients still using Carvajal in this version)

Author: masi-odoo

content/applications/finance/fiscal_localizations/colombia.rst

@@ -5,14 +5,24 @@ Colombia
 .. |DIAN| replace:: :abbr:`DIAN (Dirección de Impuestos y Aduanas Nacionales)`
 
 Odoo's Colombian localization package provides accounting, fiscal, and legal features for databases
-in Colombia – such as chart of accounts, taxes, and electronic invoicing.
-
-In addition, a series of videos on the subject is also available. These videos cover how to start
-from scratch, set up configurations, complete common workflows, and provide in-depth looks at some
-specific use cases as well.
+in Colombia – such as chart of accounts, taxes, and electronic invoicing.The localization has the 
+next `prerequisites <https://micrositios.dian.gov.co/sistema-de-facturacion-electronica/que-requieres
+-para-factura-electronicamente/>`_ when using the `DIAN Own Software <hhttps://micrositios.dian.gov.
+co/sistema-de-facturacion-electronica/como-puedes-facturar-electronicamente/>`_ solution with Odoo:
+
+- Be registered in the `RUT <https://www.dian.gov.co/tramitesservicios/tramites-y-servicios/tributarios
+/Paginas/RUT.aspx>`_ (Registro Único Tributario) with a valid NIT.
+- Have a valid Digital Signature Certificate `approved by the ONAC <https://onac.org.co/directorio-de-
+acreditados/>`_.
+-`Register and get enabled <https://micrositios.dian.gov.co/sistema-de-facturacion-electronica/proceso
+-de-registro-y-habilitacion-como-facturador-electronico/>`_ by completing the Certification Process 
+required by the DIAN.
 
 .. seealso::
-   `Smart Tutorial - Colombian Localization
+   - For more information on how to complete the Certification process for the DIAN module, review the 
+   following `Webinar <https://micrositios.dian.gov.co/sistema-de-facturacion-electronica/proceso
+   -de-registro-y-habilitacion-como-facturador-electronico/>`_.
+   - `Smart Tutorial - Colombian Localization
    <https://www.odoo.com/slides/smart-tutorial-localizacion-de-colombia-132>`_.
 
 .. _colombia/configuration:
@@ -38,17 +48,17 @@ localization:
      - Default :ref:`fiscal localization package <fiscal_localizations/packages>`. This module adds
        the base accounting features for the Colombian localization: chart of accounts, taxes,
        withholdings, and identification document type.
+   * - :guilabel:`Electronic invoicing for Colombia with DIAN`
+     - `l10n_co_dian`
+     - This module includes the features required for integration with the DIAN as an own software, Adds
+       the ability to generate electronic invoices and support documents based on |DIAN| regulations.
    * - :guilabel:`Colombian - Accounting Reports`
      - `l10n_co_reports`
      - Includes accounting reports for sending certifications to suppliers for withholdings applied.
    * - :guilabel:`Electronic invoicing for Colombia with Carvajal`
      - `l10n_co_edi`
-     - This module includes the features required for integration with Carvajal, and
-       generates the electronic invoices and support documents related to the vendor bills, based on
-       |DIAN| regulations.
-   * - :guilabel:`Colombian - Point of Sale`
-     - `l10n_co_pos`
-     - Includes Point of Sale receipts for Colombian localization.
+     - This module includes the features required for integration with Carvajal. Adds the ability to
+       generate the electronic invoices and support documents, based on |DIAN| regulations.
 
 .. note::
    When `Colombia` is selected for a company's :guilabel:`Fiscal Localization`, Odoo automatically
@@ -83,33 +93,54 @@ Next, configure the :guilabel:`Fiscal Information` in the :guilabel:`Sales & Pur
 - :guilabel:`Commercial Name`: If the company uses a specific commercial name, and it needs to be
   displayed in the invoice.
 
-Carjaval credentials configuration
-----------------------------------
+Electronic Invoice Credentials configuration
+--------------------------------------------
 
 Once the modules are installed, the user credentials **must** be configured, in order to connect
-with Carvajal Web Service. To do so, navigate to :menuselection:`Accounting --> Configuration -->
+with DIAN’s Web Service. To do so, navigate to :menuselection:`Accounting --> Configuration -->
 Settings` and scroll to the :guilabel:`Colombian Electronic Invoicing` section. Then, fill in the
-required configuration information provided by Carvajal:
+required configuration:
+
+- Select :guilabel:`DIAN: Free Service` as the :guilabel:`Electronic Invoicing Provider`
+- Configure the :guilabel:`Operation Mode(s)`: for the respective type(s) of document(s) to be 
+generated from Odoo. For each type of document (Electronic Invoices or Support Documents) the next 
+fields are required:
+  #. :guilabel:`Software Mode`: Type of document to be generated with the operation mode.
+  #. :guilabel:`Software ID`: ID generated by DIAN for the specific operation mode.
+  #. :guilabel:`Software PIN`: PIN selected in the operation mode configuration in the DIAN portal
+  #. :guilabel:`Testing ID`: Testing identification generated by DIAN and obtained from the testing 
+  set of the operation mode
+- Enter  your available **digital certificate** to sign your electronic documents:
+  #. Both **Certificate** and **Certificate Key** must be in PEM format.
+  
+.. image:: colombia/dian-credentials-configuration.png
+   :align: center 
+   :alt: Colombian Electronic Invoicing credentials configured
+   
+.. note::
+   In a multi-company database it is possible to have one certificate per company.
 
-- :guilabel:`Username` and :guilabel:`Password`: Username and password (provided by Carvajal) to the
-  company.
-- :guilabel:`Company Registry`: Company's NIT number *without* the verification code.
-- :guilabel:`Account ID`: Company's NIT number followed by `_01`.
-- :guilabel:`Colombia Template Code`: Select one of the two available templates (`CGEN03` or
-  `CGNE04`) to be used in the PDF format of the electronic invoice.
+DIAN Environments Configuration  
+-------------------------------
 
-Enable the :guilabel:`Test mode` checkbox to connect with the Carvajal testing environment.
+The DIAN Electronic Invoicing module offers three different DIAN environments to connect with:
 
-Once Odoo and Carvajal are fully configured and ready for production, deactivate the :guilabel:`Test
-mode` checkbox to use the production database.
+- :guilabel:`Certification Environment`: This environment will be useful to pass the DIAN certification 
+  process and obtain the enabled status to invoice from Odoo. To activate it, go to  
+  :menuselection:`Accounting --> Configuration --> Settings` and enable both the *Test Environment* and  
+  the *Activate the certification process* checkboxes.
 
-.. image:: colombia/carvajal-configuration.png
-   :align: center
-   :alt: Configure credentials for Carvajal web service in Odoo.
+- :guilabel:`Testing Environment`: This environment allows reproducing Electronic Invoicing flows and 
+  validations in the DIAN testing portal. To activate it, go to :menuselection:`Accounting --> 
+  Configuration --> Settings` and check the *Test Environment* checkbox only.
 
-.. important::
-   :guilabel:`Test mode` must **only** be used on duplicated databases, **not** the production
-   environment.
+- :guilabel:`Production Environment`: Activate production databases to generate valid electronic documents.  
+  To activate it, go to :menuselection:`Accounting --> Configuration --> Settings` and disable both  
+  the *Test Environment* and the *Activate the certification process* checkboxes.
+
+.. seealso::  
+   For Electronic Invoicing Configurations using the Carvajal solution, review the following  
+   `video <https://www.youtube.com/watch?v=bzweMwTEbfY&list=PL1-aSABtP6ABxZshems3snMjx7bj_7ZsZ&index=3>`_.
 
 Report data configuration
 -------------------------
@@ -199,9 +230,9 @@ If sales transactions include products with taxes, the :guilabel:`Value Type` fi
 (:guilabel:`ICA`, :guilabel:`IVA`, :guilabel:`Fuente`) are also included. This configuration is used
 to display taxes correctly in the invoice PDF.
 
-.. image:: colombia/retention-tax-types.png
-   :align: center
-   :alt: The ICA, IVA and Fuente fields in the Advanced Options tab in Odoo.
+.. image:: colombia/DIAN-taxes-configuration.png
+   :align: center 
+   :alt: Specific tax configurations per DIAN regulations
 
 .. _co-journals:
 
@@ -217,16 +248,26 @@ On the sales journal form, input the :guilabel:`Journal Name`, :guilabel:`Type`,
 :guilabel:`Short Code` in the :guilabel:`Journals Entries` tab. Then, configure the following data
 in the :guilabel:`Advanced Settings` tab:
 
-- :guilabel:`Electronic invoicing`: Enable :guilabel:`UBL 2.1 (Colombia)`.
-- :guilabel:`Invoicing Resolution`: Resolution number issued by |DIAN| to the company.
-- :guilabel:`Resolution Date`: Initial effective date of the resolution.
-- :guilabel:`Resolution end date`: End date of the resolution's validity.
-- :guilabel:`Range of Numbering (minimum)`: First authorized invoice number.
-- :guilabel:`Range of Numbering (maximum)`: Last authorized invoice number.
+-:guilabel:`Electronic invoicing`: Enable UBL 2.1 (Colombia).
+-:guilabel:`Invoicing Resolution`: Resolution number issued by DIAN to the company via their test set.
+-:guilabel:`Resolution Date`: Initial effective date of the resolution.
+-:guilabel:`Resolution End Date`: End date of the resolution’s validity.
+-:guilabel:`Range of Numbering (minimum)`: First authorized invoice number.
+-:guilabel:`Range of Numbering (maximum)`: Last authorized invoice number.
+-:guilabel:`Technical Key`: Control key received from the DIAN portal test set or from their web service 
+in case of the production environment.
 
-.. note::
-   The sequence and resolution of the journal **must** match the one configured in Carvajal and the
-   |DIAN|.
+When the database is configured for the **production environment**, instead of configuring these fields 
+manually, use the **Reload DIAN configuration** button to obtain the DIAN Resolution information from the required 
+DIAN web service.
+
+.. image:: colombia/Reload-DIAN-configuration-button.png
+   :align: center 
+   :alt: Reload DIAN configuration button in Sale Journals
+
+.. important::
+   The short code and resolution of the journal **must** match the ones received in the DIAN portal test set 
+   or from the **MUISCA** portal.
 
 Invoice sequence
 ****************
@@ -243,6 +284,10 @@ Once the |DIAN| has assigned the official sequence and prefix for the *support d
 vendor bills, the purchase journals related to their supporting documents need to be updated in
 Odoo. The process is similar to the configuration of the :ref:`sales journals <co-journals>`.
 
+.. seealso::  
+   For more information on Support Document Journals using the Carvajal solution review the following
+   `video <https://www.youtube.com/watch?v=UmYsFcD7xzE&list=PL1-aSABtP6ABxZshems3snMjx7bj_7ZsZ&index=8>`_.
+
 Chart of accounts
 *****************
 
@@ -259,24 +304,18 @@ Main workflows
 Electronic invoices
 -------------------
 
-The following is a breakdown of the main workflow for electronic invoices with the Colombian
-localization:
+The following is a breakdown of the main workflow for electronic invoices with the Colombian localization:
 
-#. Sender creates an invoice.
-#. Electronic invoice provider generates the legal XML file.
-#. Electronic invoice provider creates the CUFE (Invoice Electronic Code) with the electronic
-   signature.
-#. Electronic invoice provider sends a notification to |DIAN|.
-#. |DIAN| validates the invoice.
-#. |DIAN| accepts or rejects the invoice.
-#. Electronic invoice provider generates the PDF invoice with a QR code.
-#. Electronic invoice provider sends invoice to the acquirer.
-#. Acquirer sends a receipt of acknowledgement, and accepts or rejects the invoice.
-#. Sender downloads a :file:`.zip` file with the PDF and XML.
-
-.. image:: colombia/workflow-electronic-invoice.png
-   :align: center
-   :alt: Electronic invoice workflow for Colombian localization.
+1. Sender creates an invoice.
+2. Odoo generates the legal XML file.
+3. Odoo generates the CUFE (Invoice Electronic Code) with the electronic signature.
+4. Odoo sends a notification to DIAN.
+5. DIAN validates the invoice.
+6. DIAN accepts or rejects the invoice.
+7. Odoo generates the PDF invoice with a QR code.
+8. Odoo compresses the AttachedDocument (containing the sent XML file and the DIAN validation response) 
+and the fiscal valid PDF into a :file:`.zip` file
+9. User sends the invoice (:file:`.zip` file) via Odoo to the acquirer.
 
 .. _colombia/invoice-creation:
 
@@ -287,58 +326,59 @@ Invoice creation
    The functional workflow taking place before an invoice validation does **not** alter the main
    changes introduced with the electronic invoice.
 
-Electronic invoices are generated and sent to both the |DIAN| and customer through Carvajal's web
-service integration. These documents can be created from your sales order or manually generated. To
-create a new invoice, go to :menuselection:`Accounting --> Customers --> Invoices`, and select
-:guilabel:`Create`. On the invoice form configure the following fields:
+Electronic invoices are generated and sent to both the |DIAN| and customer. These documents can be created 
+from your sales order or manually generated. To create a new invoice, go to 
+:menuselection:`Accounting --> Costumers --> Invoices`, and select **Create**. On the invoice form configure 
+the following fields:
+
+-:guilabel:`Customer`: Customer’s information.
+-:guilabel:`Journal`: Journal used for electronic invoices.
+-:guilabel:`Electronic Invoice Type`: Select the type of document. By default, Factura de Venta is selected.
+-:guilabel:`Invoice Lines`: Specify the products with the correct taxes.
 
-- :guilabel:`Customer`: Customer's information.
-- :guilabel:`Journal`: Journal used for electronic invoices.
-- :guilabel:`Electronic Invoice Type`: Select the type of document. By default, :guilabel:`Factura
-  de Venta` is selected.
-- :guilabel:`Invoice Lines`: Specify the products with the correct taxes.
+.. important::
+   When creating the first invoice related to an Electronic Invoicing Journal, it is required to manually change the 
+   **sequence** of the invoice to the DIAN format corresponding to the `Prefix + Sequence`.
+   **Example**: From `SETP1/2024/00001` to `SETP1`
 
 When done, click :guilabel:`Confirm`.
 
 .. _colombia/invoice-validation:
 
-Invoice validation
-~~~~~~~~~~~~~~~~~~
-
-After the invoice confirmation, an XML file is created and sent automatically to Carvajal. The
-invoice is then processed asynchronously by the E-invoicing service UBL 2.1 (Colombia). The file is
-also displayed in the chatter.
-
-.. image:: colombia/invoice-sent.png
-   :align: center
-   :alt: Carvajal XML invoice file in Odoo chatter.
-
-The :guilabel:`Electronic Invoice Name` field is now displayed in the :guilabel:`EDI Documents` tab,
-with the name of the XML file. Additionally, the :guilabel:`Electronic Invoice Status` field is
-displayed with the initial value :guilabel:`To Send`. To process the invoice manually, click on the
-:guilabel:`Process Now` button.
-
-.. _colombia/invoice-xml:
-
-Reception of legal XML and PDF
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-The electronic invoice vendor (Carvajal) receives the XML file, and proceeds to validate its
-structure and information.
-
-After validating the electronic invoice, proceed to generate a legal XML which includes a digital
-signature and a unique code (CUFE), a PDF invoice that includes a QR code and the CUFE is also
-generated. If everything is correct the :guilabel:`Electronic Invoicing` field value changes to
-:guilabel:`Sent`.
-
-A :file:`.zip` containing the legal electronic invoice (in XML format) and the invoice in (PDF
-format) is downloaded and displayed in the invoice chatter:
-
-.. image:: colombia/invoice-zip.png
-   :align: center
-   :alt: ZIP file displayed in the invoice chatter in Odoo.
-
-The electronic invoice status changes to :guilabel:`Accepted`.
+Sending Electronic Invoices
+~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+After the invoice confirmation, click on the **Print & Send** button. In the appearing wizard, make sure to enable the 
+**DIAN** and **Email** checkboxes to send an XML to the DIAN web service and the validated invoice to your client 
+fiscal email. After that, click on the Print & Send button:
+
+- The XML document is created
+- CUFE is generated
+- The XML is processed synchronously by the DIAN. 
+- If accepted, the file is displayed in the chatter and also the email to the client with the corresponding 
+:file:`.zip` file.
+
+.. image:: colombia/zip-xml-chatter-colombia.png
+   :align: center 
+   :alt: EDI documents available in the chatter
+   
+The **DIAN tab** will now displayed and the next information will be available in the record shown:
+
+-:guilabel:`Signed Date`: Timestamp recorded of the XML creation.
+-:guilabel:`Status`: The status result obtained in the DIAN response. If the invoice was rejected, the 
+error messages can be seen here.
+-:guilabel:`Testing Environment`: This checkbox will let us know if the document sent was delivered to 
+the DIAN testing environment.
+-:guilabel:`Certification Process`: This checkbox will let us know if the document was sent as part of 
+the certification process with the DIAN.
+-:guilabel:`Download button`: With this button, it is possible to download the sent XML file, even if 
+the DIAN result was “Rejected”.
+-:guilabel:`Fetch Attached Document button`: With this button, it is possible to download the 
+generated AttachedDocument file, even if the DIAN.
+
+.. image:: colombia/dian-tab-electronic-document.png
+   :align: center 
+   :alt: EDI document record available in DIAN tab
 
 Credit notes
 ------------
@@ -406,11 +446,21 @@ During the XML validation, the most common errors are related to missing master
 ID*, *Address*, *Products*, *Taxes*). In such cases, error messages are shown in the chatter after
 updating the electronic invoice status.
 
-After the master data is corrected, it's possible to reprocess the XML with the new data and send
-the updated version, using the :guilabel:`Retry` button.
+.. image:: colombia/validation-error-example-DIAN.png
+   :align: center 
+   :alt: Validation error example before sending electronic documents to the DIAN
+
+If the invoice was sent and set as **Rejected** by the DIAN, the error messages are visible clicking in 
+the **“i”** symbol next to the **Status** field in the **DIAN tab**. Using the reported error codes, it will be 
+possible to review solutions to apply before re-sending.
+
+.. image:: colombia/rejected-invoice-error-message.png
+   :align: center 
+   :alt: Example of error messages on rejected invoices
 
-.. image:: colombia/xml-validation-error.png
-   :alt: XML validation errors shown in the invoice chatter in Odoo.
+After the master data or other issues are corrected, it’s possible to reprocess the XML following again the 
+:doc:`Sending Electronic Invoices <documentation/content/applications/finance/fiscal_localizations/colombia
+/main_workflow/electronic_invoices/sending_electronic_invoices>` flow.
 
 .. _colombia/reports: