Table of Contents

Getting started

To start using the app it is necessary to complete, in order, the steps described in this page. Once the path is completed, it will be possible to proceed with the detailed configurations described in the following sections.

1. Account activation

Using the app requires an active account, in the form of a paid subscription or a 30 day free trial. If the app has been activated directly by Memento, no further actions are required.

The activation process consists of sending an email to [email protected] indicating the app to be activated and the following company information:

  • Company name
  • Company address
  • Company email
  • VAT registration no.
  • Contact name
  • Contact email
  • Type of account (regular or free trial)
  • Nr. of additional documents (if needed)

After the account has been activated, the access credentials (user name, client ID and password) will be sent by email. During the trial period it is also possible, upon explicit request, to send real documents to the SdI.

2. Installation

The app is delivered as a deployable package for Dynamics 365 Finance & Operations, installed through the standard servicing flow described in the Microsoft guide: Install a deployable package.

3. Security roles

2 predefined security roles are available:

  • Electronic documents clerk (MEM IT): access to the operational features of the app (sent and received documents pages, batch jobs and document actions).

  • Electronic documents administrator (MEM IT): complete access to all the features of the app, including the modification of the configurations.

The standard operations started from the app (creation of vendors, pending vendor invoices, posting) in any case require the ordinary Accounts payable and Accounts receivable roles of the user.

Note: in environments with multiple legal entities, it is recommended to assign the roles restricted to the Italian companies.

4. Configuration

  1. Open the Electronic documents parameters (MEM IT) page in the company to be activated.

  2. In the Connection tab, enter the credentials provided by Memento and verify them through the Test connection action.

  3. Launch the Create default configuration action: the default data is created (document types, natura codes, fattura codes, text transliterations) and the stylesheet used for the visualization of the invoices is downloaded. The action only adds the missing entries and can be repeated safely.

  4. Complete the configurations described in the Electronic documents parameters and Standard data setup pages.

  5. Enable the app through the Enabled field. The app operates only in the companies where it is enabled.

5. First access to the YouDOX portal

After the account has been activated and the credentials received, it is necessary to log in to the YouDOX portal at https://e-invoicing.youdox.it/ using the provided credentials.

The first access to the portal requires the acceptance of the general terms and conditions and the designation of the company responsible for the preservation, to be specified in the appropriate fields.

6. Rejection notification emails

It is recommended to configure right away, on the YouDOX portal, a default email address to receive the rejection and error notifications coming from the SdI. From the Settings section of the portal, enable both the sections related to rejected documents and documents with errors, specifying the recipient email address of the notifications.

The notification is sent once a day and includes the list of the documents rejected or in error on the previous day. If multiple legal entities are active on a single account, the notification covers all the companies in a single email.

7. Registering the unique code in the Fatture e Corrispettivi portal

Registering the default unique code for receiving documents ensures their delivery even when the vendor makes an error entering the code.

The registration is carried out in the dedicated section of the Fatture e Corrispettivi portal of the Italian Revenue Agency, entering the unique code communicated during the activation. If the company is not yet registered on the portal, it is advisable to proceed with the registration; once access is obtained, the default unique code can be entered.

In addition to the above, it is in any case recommended to communicate the unique code to your vendors.

8. Preservation manual

Electronic documents in XML format are automatically preserved by the accredited intermediary; in general, for the management of the electronic preservation of documents, the company must draft a dedicated preservation manual.

If a preservation manual is not yet available within the company, it is possible to request the creation of a manual dedicated to electronic invoices. The service must be explicitly requested via email and is included in the app usage fee.

Support

If you need assistance or information regarding the account activation or the initial configuration, please write to [email protected].