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NetSuite UAE E-Invoice processing with Azdan
Create and approve the invoice in Oracle NetSuite, follow its delivery and reporting in Azdan UAE E-Invoice, then return to NetSuite to complete your checks.
This guide assumes your company has already configured invoice submission and the return of results. Use your normal finance role. The screenshots show different example records; use the same invoice number throughout your own checks.
1. Open and complete the invoice in NetSuite
Go to Transactions > Sales > Create Invoices. Some roles show Billing > Sales > Create Invoices. If you are billing an existing sales order, use your normal billing action on that order and continue with the resulting invoice.
- Select the correct Customer and Subsidiary. Check the invoice date, posting period, due date and customer purchase order reference.
- Open Billing and review the bill-to name, address and payment terms. Check the customer tax registration and e-invoicing identifier in the fields your company uses.
- Confirm the invoice currency and, where applicable, the exchange rate. Resolve missing customer or company information before releasing the invoice.
2. Review the items and VAT
Open Items. For each line, check the item, description, quantity, unit, rate, discount and tax treatment. Click Add after entering a new line. Reconcile the line amounts to the agreed sale.
Review the subtotal, VAT and total in the Summary box. If your account uses SuiteTax, select Preview Tax and check Tax Details before saving. Confirm the tax code, basis, rate and amount. Use your approved VAT treatment; the sample screen is not a UAE tax example.
3. Save the invoice and complete approval
Use the save action on your form and note the invoice number. If you use Save & New, reopen the saved invoice from the invoice list. Complete your normal approval process; the designated approver uses the approval action provided by your form.
Check that the invoice has been approved. Complete any separate release step your company uses for e-invoicing. Saving or approving the invoice alone does not confirm that Azdan has received it.
4. Allow the connection to prepare the e-invoice
After the configured release step, the connection takes the invoice details from NetSuite and prepares them for Azdan. This happens in the background. You continue using the original NetSuite invoice number.
| NetSuite information | Used in the electronic invoice |
|---|---|
| Invoice number, dates and currency | Document reference, issue date, payment due date and invoice currency. |
| Subsidiary and company details | The seller issuing the invoice. |
| Customer, billing address and identifiers | The buyer and the address used for electronic delivery. |
| Items, quantities, units, prices and discounts | The invoice lines and their net amounts. |
| VAT, totals and payment information | Tax amounts, amount payable and payment details. |
Azdan checks the submitted information and prepares the structured electronic invoice. Missing information or inconsistent amounts must be resolved before the document can proceed. You do not need to retype the invoice in Azdan or upload a PDF for this connected workflow.
5. Find the invoice in Azdan
Sign in to Azdan and open Invoicing > Transactions > Outbound. Enter the NetSuite invoice number in Search transactions, then open the matching result.
- Match the invoice number, issuing company, customer, currency and total to NetSuite. Also check the invoice date and VAT where shown.
- If the invoice is missing, clear restrictive date or status filters. Check that the NetSuite approval and release steps were completed and allow the normal processing interval.
- If it still does not appear, give your administrator the invoice number and release time. Keep the original invoice while the transfer is investigated.
6. Read the invoice results in Azdan
Open the transaction and review each result. Validation, delivery, the receiver response and FTA reporting can update at different times. A successful result in one stage does not settle the others.
| Result | What you need to check |
|---|---|
| Validation | Passed means the document passed Azdan’s checks. If it failed, open the message and identify the field or amount that needs attention. |
| Delivery (AS4) | Delivered confirms delivery to the receiving provider. It does not confirm that the buyer has approved the invoice or paid it. |
| MLS from the receiver | Read the receiver’s actual response and any reason provided. A technical acceptance is separate from the buyer’s commercial approval. |
| FTA Reporting (TDD) | Check the reporting result and response details. Reported indicates that the tax data was sent; that label alone does not confirm FTA acceptance. |
Keep the Azdan transaction reference with your invoice follow-up. When you need supporting evidence, retain the available document and response records according to your company’s filing process.
If all required results are satisfactory, continue to step 8. If a result is pending, failed or rejected, follow step 7 before closing your review.
7. Resolve pending or failed results
For your daily review, open Filters in Transactions. Select Failed or rejected, choose the date range and apply the filter. Review In progress separately. Open each affected transaction to read the specific message.
- Missing or incorrect invoice data: Identify the field named in the validation message. Correct the source information in NetSuite under your normal controls, then check the invoice itself. A change to the customer record may not update an address already saved on the invoice.
- Rejected before delivery: Once the correction is approved, use your company’s configured retry or release process. Check the new result against the same business invoice and confirm that it was not already delivered.
- Delivery, receiver or FTA problem: Give your administrator the invoice number, Azdan reference, exact message and time. A delivery issue may be retried automatically; avoid repeated manual submissions.
- A financial correction after issue: Follow your approved credit-note process. Create the credit memo in NetSuite, link it to the original invoice where required, check the amount and reason, and follow its normal approval and e-invoicing process. Retain the original invoice and correction for your audit trail.
After a retry or correction, reopen the Azdan transaction and review all four results again. Assign any unresolved item to a named colleague and keep it on the follow-up list.
8. Return to the original invoice in NetSuite
Use global search or Transactions > Sales > Create Invoices > List to reopen the original invoice. Match the document number, customer, currency, VAT and total to the Azdan transaction.
Open the e-invoicing fields or linked result record provided by your company’s integration. Check that the Azdan reference belongs to this invoice, the latest returned results agree with Azdan, and any error or pending item has an owner. The standard invoice screen above does not show the account-specific Azdan fields.
If Azdan has a newer result than NetSuite, ask your administrator to check the return update. Do not submit a second invoice to refresh a status. Keep collection activity separate: delivery of an e-invoice does not record payment or clear the receivable.
Your review is complete when the original NetSuite invoice is matched to its Azdan transaction, the amounts agree, the returned results have been checked and any outstanding issue is assigned for follow-up.
Related guides
Azdan UAE E-Invoice documentation