When you receive a Refuse

Steps until the receiving of the Refuse (status 210)

• Invoice submitted to Billit and Invoice sending is launched
• Flow 1 → PPF: invoice data is transmitted to and accepted by the PPF.
• Flow 2 → Peppol → PA-R: the invoice is transmitted to the customer's receiving Plateforme Agréée.
• PA-R of the customer delivers to the Customer
• Customer refuses the invoice for a business reason → status 210 Refusée :
  • Transmitted via PA-R to Billit, for the attention of the sender;
  • Transmitted to the PPF (French Tax Authority)
• Refusée status is displayed in the PA-E Billit (availablie via API or webhook)
• Remark : the refuse (status 210) is a final status.

Actions for the sender

First, analyse the reason for the refusal.

• If the refusal is justified:
  • Cancel the refused invoice in your accounting, for example by creating an internal credit note.
  • The internal credit note is not sent to the customer.
  • The internal credit note is not transmitted as Flow 1 to the PPF. If you upload it to Billit it is kept for archiving only: Billit, as PA-E, must not transmit a credit note that refers to a refused invoice.
  • Send a new invoice (with a new invoice number), containing the corrected content. Billit does not allow you to change an invoice once it has been sent to the PPF, so a new number is always required. Mention the refused invoice number in the invoice note field if useful.
• If you consider the refusal unjustified:
  o do not cancel or re-issue automatically – see "What if the customer refused wrongly?" below.

What if the customer refused wrongly ?

• A refusal cannot be withdrawn: the status is final and the lifecycle of the invoice is closed.
• Contact your customer, keep the correspondence and the reason code as evidence, and agree on the outcome before doing anything in Billit.
• Customer agrees the invoice was correct (refusal by mistake, or used instead of 207 En litige): re-issue the same invoice under a new number and cancel the refused one internally. Keeping the refused invoice is legallypossible, but no further status (e.g. Encaissée) can be reported on it and the 210 stays at the PPF, so bothparties would have to justify the discrepancy – Billit recommends re-issuing.
• Customer actually disputes the content (price, quantity…): agree the correction with the customer first, then issue the corrected invoice under a new number and cancel the refused one internally. The customer should use 207 En litige for such cases in future.

Corrective invoice or transmitted credit note not required (and not sent)

• A corrective invoice (InvoiceTypeCode 384) is not required for this workflow.
• The French use-case standard(XP Z12-014 §2.5) foresees exactly this path for a refused invoice: internal cancellation + new invoice with a new number.
• A transmitted credit note (381) for a refused invoice is not the correct path either: the invoice's lifecycle is closed, and Billit will not forward such a credit note to the customer nor send a Flow 1 for it.
• Billit currently does not support InvoiceTypeCode 384; for this scenario it is not needed.