e-Invoice, e-Archive and e-Despatch

The order-to-invoice process (accounting runs it · sales runs it · sales prepares, accounting issues), e-Despatch from shipments, e-Invoice / e-Archive from despatches or orders; direct connections to 15 integrators (Nilvera, İzibiz, QNB eSolutions, e-Logo, Sovos, İşNet, EDM, Uyumsoft, Turkcell e-Şirket, Mysoft, TÜRKKEP, Veriban, TÜRMOB, Paraşüt, BirFatura) and every GİB special integrator via UBL-TR files.

Every step after a quote is accepted — order, shipment, despatch note, invoice — runs differently from company to company: some send the order straight to their accounting software and let accounting issue the documents, others leave the despatch note and the invoice to the salesperson. In Solk this is an optional module: choose your flow under Settings → Order-to-invoice process; menus, buttons and automatic drafts follow your choice.

Order-to-invoice process

Settings → Order-to-invoice process (admins). With the module off, orders work as before; the e-Documents menu and the e-Invoice / e-Despatch buttons are hidden and your accounting connection is left untouched.

Ready-made flows

The flow diagram shows where each step happens and which hand-offs are automatic; the Readiness list counts what is missing (seller details, integrator, accounting connection, authorised users) with links.

Steps

1 · Order: CRM only · Send to ERP manually (button on the order) · Send to ERP automatically (on save). This also updates the Send sales orders setting of the accounting connection; without a connection that accepts orders the ERP options are disabled (Accounting & ERP).

2 · Despatch note: e-Despatch in the CRM · Paper despatch note (number typed on the shipment) · Accounting / ERP issues it. With e-Despatch in the CRM, Open an e-Despatch draft when a shipment is entered creates the draft together with the shipment.

3 · Invoice: e-Invoice / e-Archive in the CRM · Accounting / ERP issues it. When invoicing in the CRM:

• Invoice basis: Despatch first, invoice from the despatch (only shipments with a despatch note are invoiced; the despatch number goes on the invoice) · Direct invoice (from the order: services, cash sales, delivery without a despatch note) · Both (a shipment with a despatch note is linked to it, an order without one is invoiced directly).
• Invoice draft: Manual · When the order is complete (one invoice once the order is fully shipped and its despatch notes are issued) · On every despatch / shipment (separate invoices for partial shipments).

Who issues: The salesperson or Sales prepares, an authorised user issues — authorised users are chosen under Settings → e-Documents → Who can issue e-documents. Automatically created documents are always drafts; sending to GİB always takes a person's approval. In the approval flow a draft that passes the checks becomes Ready to issue and authorised users are notified.

Flow: from shipment to invoice

1. 1

   Shipment

   Orders → truck icon → quantity. With e-Despatch on, leave Paper despatch no empty; optionally type the plate, the driver's name and national ID.

2. 2

   e-Despatch draft

   The shipped quantity, the delivery address (the company address), the customer's PO number and the vehicle / driver you used last are filled in. The recipient's e-Despatch registration is checked and its alias (despatch inbox) is selected.

3. 3

   Sending

   When the checklist is clear, Save and send (or Send for issuing in the approval flow). The number (e.g. SLI2026000000001) is written to the shipments as the despatch no.

4. 4

   Invoice

   With when the order is complete, the invoice draft opens once the last despatch note is issued — all shipped quantities, order prices and despatch numbers. Manually: Invoice this despatch on the despatch screen.

If the recipient is not registered for e-Despatch, choose Not registered on the draft, type the number of the paper despatch note and click Save as paper despatch: the number goes to the shipment, the draft closes, and the invoice chain continues.

Invoiced shipments and directly invoiced orders are never invoiced twice. Cancelling a despatch note makes its shipment wait for a new one; cancelling an invoice makes its shipment / order invoiceable again.

e-Despatch

The editor has the sender and the recipient (tax ID / national ID, tax office, address; Check asks for e-Despatch registration), despatch date and time, actual despatch date and time, delivery address, contact, transport — Own vehicle (plate, trailer, driver first name · last name · national ID, up to 5 drivers) or Carrier company (name, tax ID, city / district; plate optional), lines (item, code, quantity, unit, batch / lot note; no prices), notes, order number and date.

The document is built as a UBL-TR 1.2.1 e-Despatch (DespatchAdvice): scenario basic despatch, type despatch; plate with the PLAKA scheme, trailer with DORSEPLAKA. The preview prints (with delivered-by / received-by fields); the XML can always be downloaded.

Sending routes: Nilvera (direct; status and the recipient's despatch response are polled, PDF), direct web services for İzibiz, QNB eSolutions, e-Logo, Sovos, İşNet (beta), TÜRMOB (beta; Luca assigns the number) and UBL-TR file (upload to your portal and mark Uploaded to portal). Connections that cannot send e-Despatch through their web service (EDM, Uyumsoft, Turkcell e-Şirket, Mysoft, TÜRKKEP, Veriban, BirFatura) switch to the UBL-TR file route for despatch notes automatically. The Paraşüt connection does not send e-Despatch. The e-Despatch series and route are under Settings → e-Documents.

e-Invoice and e-Archive

Drafts open from orders, an accepted quote, a despatch note, the company card or blank. The registration check makes the recipient an e-Invoice (alias selected; basic or commercial scenario) or e-Archive document; lines carry quantity, unit, price, discount, VAT (exemption code when 0%) and the exchange rate for foreign-currency documents; plus order number, despatch numbers, due date and IBAN. The document is built as a UBL-TR 1.2 invoice.

Beta connections were built from the integrator's official documentation and have not been tried with a real account: turn on Test environment on the connection page and send one document with the integrator's test account, then turn it off and enter the live user. If your integrator gave you a different service address, enter it under Service address. Test connection signs in and checks your own tax ID's registration. If the session drops, Solk signs in again once; GİB status codes (1300 = success, 1000–1220 = processing, others = error) are shown in plain language on the document.

Integrators are connected under Settings → Apps → e-Invoice and e-Archive; user names, passwords and API keys are entered only there. Seller details, series (3 characters + year + 9 digits; pick a series you do not use in the portal for documents issued from the CRM), default route, VAT and authorised users are under Settings → e-Documents.

İşNet and a fixed IP

İşNet NetteFatura authorises requests by the fixed IP address they come from and your tax ID, not by a user name. Before going live, ask Solk support for your installation's server IP address and have İşNet register it; if the connection's tax ID is empty, the seller tax ID under Settings → e-Documents is used.

BirFatura

With BirFatura the direction is reversed: Solk does not send the document, BirFatura pulls it from Solk. The connection page gives you a site address and an API password; enter both under BirFatura → Store settings (the password arrives in the token header of every request; change it with Rotate key). When you send a draft through the BirFatura route it moves to To be invoiced; BirFatura fetches orders, payment methods and statuses in turn, issues the invoice and writes the number and PDF link back (only links on birfatura.com are accepted). Invoiced documents are listed as Invoiced and the PDF downloads from the document.

Screens

• e-Documents (menu): Invoices · Despatches · Drafts · Incoming tabs, the month's summary, ready-to-issue / awaiting response / failed counts, New e-Despatch and New e-Invoice.
• Orders: an e-Despatch link or Issue e-Despatch on each shipment line, an invoice link on invoiced shipments.
• Company card: the e-Documents strip (registration, recent documents, e-Despatch and e-Invoice buttons).
• Quote: the next step follows the process (Create the order → Issue the despatch → Invoice), despatch notes and invoices in the documents list.