Understanding the Aruba invoice sending cycle and the pro forma email

Symptom

After sending an invoice to Aruba it’s unclear what happens in the background, or the customer receives (or doesn’t receive) the email with the pro forma invoice.

Cause

The active cycle on the Aruba side

Once an invoice is sent to Aruba, the “active cycle” follows these steps (managed by Aruba, not by the plugin):

1. The XML document is sent via web service to Aruba’s channels.
2. Aruba PEC checks the formal compliance of the format.
3. Aruba PEC applies the electronic signature (qualified, optional for B2B/B2C) and transmits it to the SDI.
4. The SDI validates the invoice and forwards it to the recipient (via recipient code or PEC), or to a third party delegated by the recipient.
5. The SDI returns a rejection, non-delivery, or delivery notification to Aruba.
6. The document moves into mandatory legally-compliant digital storage.

For the detailed meaning of the individual notification codes, refer to Aruba’s documentation.

When the pro forma invoice email is sent

When the configured notification-checking time elapses, the plugin checks the status received from Aruba and automatically sends the customer the pro forma invoice email only if one of these conditions is met:

• status RC (Consegnata / delivered) — the invoice was delivered by the SDI; or
• status MC (Non Consegnata / not delivered), but only for “private” customers; or
• status RC or MC when the recipient has a valid PEC/email address, or the SDI recipient code is set to 0000000.

Outside of these cases (e.g. a business customer with a specific recipient code and a status other than RC/MC) the automatic pro forma email is not sent: this isn’t an error, it’s the expected behavior.

Fix

• To send the pro forma anyway in a case not covered by the conditions above, use the manual “Pro Forma” button on the order/invoice.
• If an order goes a long time without an RC/MC notification, check the status directly on the Aruba portal: the plugin only queries notifications already available there, it doesn’t force a new transmission.

Related configuration

To connect the account and configure automatic sending, see aruba-connect. To understand an SDI rejection, see sdi-invoice-rejected.