# 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 {#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 {#presets}

| Flow | Order | Despatch note | Invoice | Who issues |
|---|---|---|---|---|
| **Accounting runs it** | sent to accounting / ERP automatically | accounting | accounting | — |
| **Sales runs it** | in the CRM | e-Despatch in the CRM, draft on shipment | in the CRM, from the despatch | the salesperson |
| **Sales prepares, accounting issues** | in the CRM | e-Despatch in the CRM, draft on shipment | in the CRM, from the despatch | authorised users (accounting) |
| **Custom** | choose each step | | | |

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 {#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](/guides/erp)).

**2 · Despatch note:** *e-Despatch in the CRM* · *Paper despatch note* (only if you are not registered for e-Despatch; 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.

:::note
Automatic drafts apply to shipments **after** the process is saved; past shipments are not touched. Shipments arriving through ERP sync, the API or MCP join the same flow through the scheduler sweep.
:::

## Flow: from shipment to invoice {#flow}

:::steps
### 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.

### 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.

### 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**.

### 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.
:::

**An e-Despatch is issued even when the recipient is not registered.** A sender registered for e-Despatch issues e-Despatch to every recipient: the document carries the recipient's own details and goes to the GİB e-Despatch Virtual Recipient (tax no 3900892152); the recipient gets the PDF by email or as a printout. When the registry lookup finds the recipient unregistered, *Not registered* is selected on the draft and no alias is required.

A **paper despatch note** is only for a technical failure that prevents issuing the e-Despatch. Enter its number and date in the *Technical failure: paper despatch note* box: the number is written to the shipment as an interim number and to the notes, and the draft **stays open** — the e-Despatch is still sent (no later than the next day) and its number replaces the paper one on the shipment.

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 {#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. With **Mikro**, the despatch is saved in Mikro and sent through Mikro e-Dönüşüm (beta; Mikro assigns the number). With **Paraşüt**, the despatch is transferred to Paraşüt as an outgoing despatch; the e-Despatch is sent in Paraşüt (*Stok › Giden İrsaliyeler*), you type its number on the draft and press **Sent from Paraşüt** ([below](#mikro)). The e-Despatch series and route are under **Settings → e-Documents**.

## e-Invoice and e-Archive {#invoice}

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.

| Route | How | Number |
|---|---|---|
| **Nilvera** | REST API — sending, GİB status, recipient response, PDF, incoming invoices | CRM series |
| **TÜRMOB e-Invoice** (Luca, beta) | draft saved + sent | assigned by Luca |
| **Paraşüt** (beta) | existing accounting connection: sales invoice → e-Invoice / e-Archive | assigned by Paraşüt |
| **İzibiz** (beta) | web service — e-Invoice, e-Archive, e-Despatch; registration and alias check, GİB status, recipient response on commercial invoices | CRM series |
| **QNB eSolutions** (beta) | connector and e-Archive services — e-Invoice, e-Archive, e-Despatch; ERP code and e-Archive branch code | CRM series |
| **e-Logo** (beta) | mailbox service — e-Invoice, e-Archive, e-Despatch; demo environment (pb-demo) | CRM series |
| **Sovos (FIT)** (beta) | cloud services — e-Invoice, e-Archive, e-Despatch; sender unit (GB) alias required, separate e-Archive user and branch | CRM series |
| **İşNet NetteFatura** (beta) | web service — e-Invoice, e-Archive, e-Despatch; authorised by the server's fixed IP address ([below](#isnet)) | CRM series |
| **EDM** (beta) | web service — e-Invoice; e-Archive and e-Despatch via UBL-TR file | CRM series |
| **Uyumsoft** (beta) | integration service — e-Invoice, e-Archive, PDF | CRM series |
| **Turkcell e-Şirket** (beta) | REST API — e-Invoice, e-Archive, PDF; API user is an e-mail address | CRM series |
| **Mysoft** (beta) | e-Document API — e-Invoice, e-Archive | assigned by Mysoft |
| **TÜRKKEP** (beta) | invoice web service — e-Invoice, e-Archive (UBL-TR zip); optional view template (XSLT) | CRM series |
| **Veriban** (beta) | transfer service — e-Invoice, recipient response; e-Archive and e-Despatch via UBL-TR file | CRM series |
| **BirFatura** (beta) | order integration — BirFatura pulls the draft from Solk and issues the e-Invoice / e-Archive ([below](#birfatura)) | assigned by BirFatura |
| **Mikro** (beta) | The Mikro connection under Accounting and ERP: the invoice is saved in Mikro and sent as e-Invoice / e-Archive through Mikro e-Dönüşüm; status, PDF, registry lookup ([below](#mikro)) | Mikro assigns |
| Other special integrators on the GİB list (e.g. Kolaysoft) | **Other GİB integrators** card: UBL-TR file uploaded to the portal, *Uploaded to portal* | CRM series |

**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**.

### Mikro and Paraşüt {#mikro}

Paraşüt and Mikro share the same e-Dönüşüm infrastructure. With both, the document is **saved in the accounting program** and sent from there; the number comes from the program.

- **Mikro** (beta): set up the Mikro connection under **Accounting and ERP**; a **Mikro** route appears in Settings › e-Documents and in the document editor. The invoice is written to Mikro with *FaturaKaydetV2* (the account is created if missing; lines use the Mikro item code, VAT uses Mikro's tax index) and sent with *FaturaToEFaturaV2*; the e-Document number, GİB status and PDF are read from Mikro. Despatch notes are written with *IrsaliyeKaydetV2* (plate, driver, paper despatch no) and sent with *EIrsaliyeGonderV2*. The recipient alias comes from the account in Mikro. If sending fails the record stays in Mikro; resending only retries the send.
- **Paraşüt** (beta): invoices open a sales invoice and convert it to e-Invoice / e-Archive. Despatch notes are transferred to Paraşüt as an **outgoing despatch** (account, product, quantity, actual dispatch date, order no, delivery address); Paraşüt's API has no endpoint for sending e-Despatch, so you send it in Paraşüt, type its number into Solk, and the shipments and invoice chain pick it up.

### İşNet and a fixed IP {#isnet}

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 {#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 {#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.