NF-e and receiving: concepts

Manual — NF-e and material receiving · chapter 1 of 11

The NF-e (Brazilian electronic invoice) travels with the material bought for the job. In H2O, the invoice is the receiving of that material: the storekeeper imports the invoice by its access key, checks quantity and quality item by item, photographs what arrived and attaches the invoice, the purchase order and the certificates; engineering checks the material and approves — at that moment the materials enter the stock; the client (the contractor) gives the final approval. Each approval carries the signature of whoever approves, and the invoice becomes an inspection PDF that can be sent by e-mail.

Every invoice has a destination: a site or a project (manual Projects). The destination says in which site the material enters the stock and who can see the invoice.

Warning

H2O looks up the invoice by its access key and records the receiving and the approvals. It does not issue, cancel or book invoices.

Where it is

Figure 1. Warehouse › NFe Invoices: the cards per state, the tabs, the period and the list with the invoices of Vila Nova Residential — Tower 1 and of the company’s other destinations.

1. 1The Warehouse › NFe Invoices menu.
2. 2The cards: Total NFe, Total Value and one per state.
3. 3The state tabs and 🗑 Trash.
4. 4The issue Period.
5. 5Import NFe — brings in a new invoice by its access key (chapter 3).
6. 6The list: number, key, supplier, value, destination, items, documents, state, and the PDF and e-mail of each invoice.

Where	What you do there	Chapter
Warehouse › NFe Invoices	all the invoices you can see, with filters, import, export, PDF and e-mail	2, 3 and 9
invoice record (click a row)	check the items, attach documents, approve, reject, the PDF and the history	4 to 8
Warehouse › NFe Items	the items of all invoices, with the check of each one and the spreadsheet	9
Warehouse › Materials	the stock that engineering’s approval loaded	8
Warehouse › Transfers	moving material from one site (warehouse) to another, with a numbered TR-… document	8
Overview › Reports › NFe	the invoices by month, by supplier and by state	9
People › Profiles › profile › Permissions, group Warehouse	the rights of each role	1
H2O app — Invoices on the home screen (for whoever has the right to see invoices)	import with the camera, check, photograph, scan the documents, send, approve and reject	10

The states

The invoice goes through five states. The badge appears on the invoice record; the list uses the short name:

State (record)	In the list	Means
Receiving	Receiving	imported; the warehouse is checking it. It is the state of every new invoice.
Awaiting Engineering	Aw. Engineering	checked and sent; waiting for engineering.
Awaiting Client	Aw. Client	approved by engineering; the materials have already entered the stock. Waiting for the client.
Approved	Approved	the client approved. Flow completed.
Rejected	Rejected	engineering or the client rejected it, with the reason.

There is also the Archive state (in the app, ACC archive), for old archived invoices: no current screen takes an invoice to it, and the web list shows it only on the All tab.

Who does what

Role	What they do	Where
Storekeeper (receiving)	imports the invoice, checks Quantity and Quality of each item, takes photos, attaches invoice, order and certificates, signs and sends to engineering	web and app
Engineering	checks the Material, decides the stock link of each item, approves with signature — and the stock is loaded — or rejects	web and app
Client (contractor)	approves with signature or rejects; can leave a note, which goes to Client note	web; in the app, approves or rejects without signing
whoever has Edit	sends an invoice Awaiting Client back for adjustment (Return for adjustment)	web

The full path, with the buttons and rights of each step, is in chapter 7.

Access rights

The invoice uses the Invoices (NFe) row of the profile (People › Profiles › profile › Permissions tab, group Warehouse): Read, Edit, Create and Trash control the screen, and the Approve (Eng.) and Approve (Contractor) marks say who approves. In the NFe Validation row, the Approve (Eng. and Contractor) mark counts for both.

Figure 2. People › Profiles › Super-Admin › Permissions, group Warehouse: the Invoices (NFe) row, with the two approval options (this profile ticks only Approve (Eng.)), and the NFe Validation row, with the option that approves for both roles (unticked here).

1. 1Invoices (NFe) row — Read, Edit, Create, Trash and Delete.
2. 2Approve (Eng.) and Approve (Contractor) — who approves each step.
3. 3NFe Validation row — Approve (Eng. and Contractor) approves and rejects for engineering and for the client.

To…	You need, in the Invoices (NFe) row
see Warehouse › NFe Invoices and NFe Items, open the invoice, generate the PDF and send it by e-mail	Read
Import NFe	Create
Send to Engineering	Edit
check Quantity and Quality, comment on the item, Add Photo, find or discard the reference image	Edit, with the invoice Receiving or Awaiting Engineering
check Material	Edit and Approve (Eng.)
Add a document (Documents tab)	Edit, up to Awaiting Engineering
remove an item photo or a document	Trash, up to Awaiting Engineering
Analyze Similarity and Save Links (stock)	Read
Approve stock entry	Approve (Eng.)
Approve (Engineering) and Reject (Receiving or Awaiting Engineering)	Approve (Eng.)
Approve (Client) and Reject (Awaiting Client)	Approve (Contractor)
Return for adjustment	Edit
move to the trash, see 🗑 Trash and Restore	Trash

System rule

The rights apply in the invoice’s site — the site chosen as destination or the project’s site: the profile must be valid in that site — given in the site itself or in a site above, with recursion (manual Companies and hierarchy, chapter 2). Whoever has already acted on the invoice (the receiver, and the engineering and client who approved) also keeps seeing it.

System rule

Whoever has Approve (Eng. and Contractor) in NFe Validation can do everything Approve (Eng.) and Approve (Contractor) allow in the rows above — on the web and in the app. The other NFe Validation boxes (Read, Edit…) do not unlock anything on the invoice. To open the invoice, the profile needs Read in Invoices (NFe).

System rule

When the step already has a person in charge recorded on the invoice — for example, the engineer who signed as Engineering in the app —, only that person approves and rejects that step (chapter 7).

Tip

Typical profiles: storekeeper with Read, Edit and Create (and Trash, if they are the one who cleans up wrong photos); engineering with Read, Edit and Approve (Eng.); client with Read and Approve (Contractor). Whoever has both marks approves one step at a time.

Web and app

I do this…	Web	App
import the invoice by its access key	yes, typing the key	yes, reading the DANFE barcode or typing it (with internet)
check Quantity and Quality	yes	yes, also without internet
check Material	yes, with Approve (Eng.)	yes, with Approve (Eng.)
item photos	yes	yes, camera or gallery
documents: invoice, order and certificate	yes, image or PDF	yes, with the document scanner, the camera, the gallery or a file
product reference image	view, find another and discard	view
stock link of the items	yes, item by item	no — loading is automatic (chapter 10)
send to engineering	yes	yes — also a Rejected invoice
approve as engineering	in Receiving or Awaiting Engineering, with signature	in In review or Awaiting engineering (Send to the client)
reject as engineering	yes	yes
approve and reject as the client	yes, with signature	yes, without signature
rejection reason and comments	a single history, with date and time	the same history; the app only adds to it
Return for adjustment	yes	no
signature	drawn at each action	Sign as Receiver or as Engineering, with the profile signature
inspection PDF	yes	yes (Receipt as PDF)
send the PDF by e-mail, one or several invoices	yes	no (share the PDF)
map of where the invoice was checked	no	yes, automatic
change history	yes	no