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Sage X3 UAE E-Invoice processing with Azdan
Review and issue an invoice in Sage X3, track it in Azdan UAE E-Invoice, then return to the original accounting record to finish your checks.
The connection is already set up. This guide follows version 12 sales invoices. Use the invoice already created by your sales, project or service process when one exists. The public Sage examples use the v12 web interface with demonstration sites, USD or BWP and foreign tax rules. Use the entry transaction and tax settings assigned to your UAE company.
Follow your company’s existing approval, e-invoice release and result-recording process. The screenshots show the accounting screens; the Azdan release action and returned-result fields depend on your company’s configuration.
1. Open Sales Invoices
Go to Sales > Invoices and choose the invoice entry transaction assigned to your role, such as ALL: Full entry invoice. Find the existing document in the left list or search by invoice number before creating another invoice.
For orders, deliveries, projects or service activity that already created an invoice, use that record. When creating a direct invoice, select the approved sales site and invoice type. Check whether the process involves a stock movement before adding lines.
2. Confirm the site, customer and Management details
- Verify the sales site belongs to the correct selling company. Check invoice type, date, customer and currency.
- On Management, review sold-to, bill-to and pay-by customers, delivery address and the tax rule. These customers can be different.
- Check the legal billing address, customer tax registration and electronic delivery identifiers in the records used by your connection.
- Review payment terms, due dates, customer references and any exchange rate. Keep the order, delivery or service reference with the invoice.
3. Check Lines and Valuation
On Lines, review product, description, sales unit, invoiced quantity, price, discounts and the tax treatment for each line. Compare the invoice with its source order or delivery, particularly for partial quantities.
Open Valuation and review the tax breakdown and final totals. Confirm freight, insurance and other invoicing elements where used. Investigate a difference between the source document and invoice before posting.
4. Save and post the invoice
Save or create the invoice and check the assigned invoice number. Complete your internal approval, then use Post when authorized. Read any messages and confirm that the invoice’s accounting document was created successfully.
If posting is blocked, correct the identified issue under the normal finance process. Do not generate a second invoice for the same order or delivery. Once posted, use the configured e-invoice release.
The standard Sending or EDI actions shown in a public screenshot are not automatically Azdan actions. Use the route configured for your company and check the resulting Azdan transaction.
5. Let the connection prepare the e-invoice
After the configured sales-invoice release, your existing connection prepares the electronic document from Sage X3. You continue to work with the original invoice. Do not enter the same sale again in Azdan.
The connection translates the accounting record into the format used for electronic exchange. It carries the invoice details into the appropriate fields; it should not change the agreed sale, tax treatment or document total.
| Information in Sage X3 | What to match in Azdan |
|---|---|
| Invoice no., date and payment schedule | The final invoice number, issue date and due date. Use the issued number rather than a draft reference. |
| Sales site/company and bill-to customer/address | The correct seller and buyer, legal names, addresses and electronic delivery identifiers. |
| Sales invoice lines, discounts and tax details | Descriptions, quantities, units, prices, discounts and the taxable amounts. |
| Currency and valuation totals excluding/including tax | The invoice currency, tax breakdown and original document total. |
| Order references and payment terms | The customer purchase order, other required references and agreed payment information. |
Azdan validates the document before delivery. If a required value is missing or the figures do not reconcile, use the validation message to identify what needs correcting. A PDF is a readable copy; the connection also sends structured invoice data.
6. Find the invoice in Azdan
Open Invoicing > Transactions > Outbound in the Azdan portal. Search using the Sage X3 invoice number and sales site/company. Open the matching transaction.
- Confirm the selling company and buyer before comparing amounts. The same number may appear in more than one company or document series.
- Match the invoice date, currency, VAT and document total. Compare the original invoice amount, rather than the remaining customer balance after payments or credits.
- Keep the Azdan transaction reference with the invoice so colleagues can find the same record.
If you cannot find it, clear restrictive filters and check that the Sage X3 invoice completed its required approval and release. If it remains missing after your normal processing interval, give the administrator the company, invoice number and release time. Keep the original invoice; creating a second one can duplicate the sale.
7. Review delivery, the receiver response and FTA reporting
Open the transaction details and read each outcome separately. A successful result in one stage does not close an issue in another stage.
| Result | What to check |
|---|---|
| Validation | Passed means Azdan’s document checks passed. For a failure, read the field, rule or amount identified in the message. |
| Delivery (AS4) | Delivered confirms delivery to the receiving provider. It does not confirm buyer approval or payment. |
| Receiver response (MLS) | Read the response and any reason supplied. Technical acceptance is separate from commercial approval of the invoice. |
| FTA Reporting (TDD) | Review the reporting result and available response details. Reported means tax data was sent; that label alone does not establish FTA acceptance. |
The results may arrive at different times. Retain the available invoice, response and reporting records under your company’s filing process. Record any outstanding result and who will follow it up.
8. Resolve an exception without duplicating the invoice
In Azdan Transactions, open Filters, choose Failed or rejected, set the date range and apply the filter. Review In progress separately. Open an affected transaction and read its message before taking action.
- Incorrect customer or invoice information: Compare the named field with Sage X3. Updating a customer master does not necessarily change an invoice already issued or prepared for sending.
- Failure before delivery: Have the accounting owner approve the correction, check whether any attempt already reached the receiving provider, then use your configured correction and retry process.
- Still in progress: Allow scheduled processing and automatic retries to complete. Avoid repeated submissions. Escalate a stalled transaction with its invoice number, Azdan reference, exact message and time.
- Receiver or FTA rejection: Assign the message to the responsible colleague and follow the required correction route. A delivered invoice can still have an unresolved receiver or reporting result.
Do not delete, cancel or recreate a posted Sage X3 invoice simply to refresh an e-invoicing result. If the original accounting document must change, the finance owner should decide whether a credit note or another approved correction is required.
9. Create a credit memo with the original reference
Review the original invoice and any earlier credits. Open the sales-invoice function with your approved credit entry transaction and credit-memo type, such as Full entry credit. Select the original invoice through the available selection process, or enter its reference as required by your configuration.
- Check the bill-to customer, sales site and currency. Enter the credit reason and preserve the original-invoice reference.
- Review the credited quantities, prices, discounts and tax. Check whether the credit is financial only or must record a stock return; use the correct return process.
- Check the original amount and prior credits before saving. Resolve any credit-control warning with the finance owner.
- Save, approve and post the credit. Confirm its own number and accounting result.
Automatic matching of the credit and invoice depends on your company’s settings. Check the open items and matching result instead of assuming that posting the credit cleared the original balance.
Complete the required review and release the credit through the existing Sage X3 connection. Search for its own number in Azdan, confirm the original invoice reference and credited amounts, then repeat the status checks in steps 6–8. Keep both documents and their results together. Applying a credit to the customer balance or issuing a refund is a separate accounting task.
10. Return to the original Sage X3 invoice
Return to Sales > Invoices, select the original invoice number and confirm the site, bill-to customer and valuation. Review Accounting document, Journal traceability and Open items as needed for the accounting reconciliation.
- Match the company, buyer, invoice number, currency, VAT and original total to the Azdan transaction.
- Open the integration result fields, linked record, note or attachment used by your company. Check the Azdan reference, latest outcomes and last update time.
- If the returned information is missing or older than Azdan, ask the administrator to investigate the return update. Keep the transaction reference and latest portal result available.
- Check any related credit note under its own number. Review payment, allocation and refund records separately from electronic delivery.
Finish the review when the accounting record and Azdan transaction match, the amounts agree, the returned results have been checked and every unresolved issue has an owner.
The public Sage X3 screens in this guide show standard accounting functions. Your company’s existing configuration determines the release action and where Azdan results appear.
Related guides
Azdan UAE E-Invoice documentation