documentation/content/applications/finance/fiscal_localizations/colombia.rst

========
Colombia
========

.. |DIAN| replace:: :abbr:`DIAN (Dirección de Impuestos y Aduanas Nacionales)`

Odoo's Colombian localization package provides accounting, fiscal and legal features in Colombia
such as chart of accounts, taxes and electronic invoicing.

In addition, we have a series of videos covering how to start from scratch, configuration, main
workflows, and specific use cases.

.. seealso::
   `Odoo Colombian localization videos
   <https://www.youtube.com/playlist?list=PL1-aSABtP6ABxZshems3snMjx7bj_7ZsZ>`_.

.. _colombia/configuration:

Configuration
=============

Modules installation
--------------------

:ref:`Install <general/install>` the following modules to get all the features of the Colombian
localization:

.. list-table::
   :header-rows: 1
   :widths: 25 25 50

   * - Name
     - Technical name
     - Description
   * - :guilabel:`Colombia - Accounting`
     - `l10n_co`
     - Default :ref:`fiscal localization package <fiscal_localizations/packages>`. This module adds
       the base accounting features for the Colombian localization: chart of accounts, taxes,
       withholdings, identification document type.
   * - :guilabel:`Colombian - Accounting Reports`
     - `l10n_co_reports`
     - Includes accounting reports for sending certifications to suppliers for withholdings applied.
   * - :guilabel:`Electronic invoicing for Colombia with Carvajal`
     - `l10n_co_edi`
     - This module includes the features that are required for the integration with Carvajal and
       generates the electronic invoices and support document related to the vendor bills based on
       |DIAN| regulations.
   * - :guilabel:`Colombian - Point of Sale`
     - `l10n_co_pos`
     - Includes Point of Sale Receipt for Colombian Localization.

.. note::
   When a database is created from scratch selecting :guilabel:`Colombia` as the country, Odoo
   automatically installs the base modules *Colombia - Accounting* and *Colombia - Accounting
   Reports*.

Company configuration
---------------------

To configure your company information, go to the :menuselection:`Contacts` app and search for your
company. Alternatively, activate :ref:`developer mode <developer-mode>` and navigate to
:menuselection:`General Setting --> Company --> Update Info --> Contact`. Then, edit the contact
form to configure the following information:

- :guilabel:`Company Name`.
- :guilabel:`Address`: Including :guilabel:`City`, :guilabel:`Department` and :guilabel:`Zip Code`.
- :guilabel:`Tax ID`: When it is a `NIT`, it must have the *verification digit* at the end of the ID
  followed by a hyphen (`-`).

Next, configure the :guilabel:`Fiscal Information` in the :guilabel:`Sales & Purchase` tab:

- :guilabel:`Obligaciones y Responsabilidades`: Select the fiscal responsibility for the company
  (:guilabel:`O-13` Gran Contribuyente, :guilabel:`O-15` Autorretenedor, :guilabel:`O-23` Agente de
  retención IVA, :guilabel:`O-47` Regimen de tributación simple, :guilabel:`R-99-PN` No Aplica).
- :guilabel:`Gran Contribuyente`: If the company is *Gran Contribuyente* this option should be
  selected.
- :guilabel:`Fiscal Regimen`: Select the Tribute Name for the company (:guilabel:`IVA`,
  :guilabel:`INC`, :guilabel:`IVA e INC`, :guilabel:`No Aplica`)
- :guilabel:`Commercial Name`: If the company uses a specific commercial name, and it needs to be
  displayed in the invoice.

Carjaval credentials configuration
----------------------------------

Once the modules installed, the user credentials must be configured in order to connect with
Carvajal Web Service. Navigate to :menuselection:`Accounting --> Configuration --> Settings` and
scroll to the :guilabel:`Colombian Electronic Invoicing` section. Then, fill in the required
configuration information provided by Carvajal:

- :guilabel:`Username` and :guilabel:`Password`: Correspond to the username and password provided
  by Carvajal to the company.
- :guilabel:`Company Registry`: Company's NIT number *without* the verification code.
- :guilabel:`Account ID`: Company ID followed by `_01`.
- :guilabel:`Colombia Template Code`: Select one of the two available templates (:guilabel:`CGEN03`
  or :guilabel:`CGNE04`) to be used in the PDF format of the electronic invoice.

.. image:: colombia/carvajal-configuration.png
   :alt: Configure credentials for Carvajal web service in Odoo.

.. note::
   Check the :guilabel:`Test mode` checkbox to connect with the Carvajal testing environment. Once
   Odoo and Carvajal are fully configured and ready for production, uncheck the :guilabel:`Test
   mode` checkbox to use the production database.

.. important::
   :guilabel:`Test mode` must be used **only** on replicated databases, **not** the production
   environment.

Report data configuration
-------------------------

Report data can be defined for the fiscal section and bank information of the PDF as part of the
configurable information sent in the XML.

Navigate to :menuselection:`Accounting --> Configuration --> Settings` and scroll to the
:guilabel:`Colombian Electronic Invoicing` section.

.. _colombia/master-data:

Master data configuration
-------------------------

Partner
~~~~~~~

Identification information
**************************

Document types defined by the |DIAN| are available on the partner form as part of the Colombian
localization. Colombian partners must have their :guilabel:`Identification Number` (VAT) and
:guilabel:`Document Type` set.

.. tip::
   When the :guilabel:`Document Type` is `NIT`, the :guilabel:`Identification Number` needs to be
   configured in Odoo, including the *verification digit*; Odoo splits this number when the data to
   is sent to the third party.

Fiscal information
******************

The partner's responsibility codes (section 53 in the RUT document) are included as part of the
electronic invoicing module, as it is required by the |DIAN|.

The required fields can be found under :menuselection:`Partner --> Sales & Purchase Tab --> Fiscal
Information`:

- :guilabel:`Obligaciones y Responsabilidades`: Select the fiscal responsibility for the company
  (:guilabel:`O-13` Gran Contribuyente, :guilabel:`O-15` Autorretenedor, :guilabel:`O-23` Agente de
  retención IVA, :guilabel:`O-47` Regimen de tributación simple, :guilabel:`R-99-PN` No Aplica).
- :guilabel:`Gran Contribuyente`: If the company is *Gran Contribuyente* this option should be
  selected.
- :guilabel:`Fiscal Regimen`: Select the Tribute Name for the company (:guilabel:`IVA`,
  :guilabel:`INC`, :guilabel:`IVA e INC`, :guilabel:`No Aplica`)
- :guilabel:`Commercial Name`: If the company uses a specific commercial name, and it needs to be
  displayed in the invoice.

Products
~~~~~~~~

In addition to adding general information (in the :guilabel:`General Information` tab) on the
product form, either the :guilabel:`UNSPSC Category`, :guilabel:`Barcode`, or :guilabel:`Internal
Reference` field must also be configured.

Taxes
~~~~~

If sales transactions include products with taxes, the :guilabel:`Value Type` field in the
:guilabel:`Advanced Options` tab needs to be configured per tax. To do so, go to
:menuselection:`Accounting --> Configuration --> Taxes`, and select the related tax.

Retention tax types (:guilabel:`ICA`, :guilabel:`IVA`, :guilabel:`Fuente`) are also included. This
configuration is used to display taxes in the invoice PDF correctly.

.. image:: colombia/retention-tax-types.png
   :alt: The ICA, IVA and Fuente fields in the Advanced Options tab in Odoo.

Sales journals
~~~~~~~~~~~~~~

.. _co-journals:

Once the |DIAN| has assigned the official sequence and prefix for the electronic invoice resolution,
the sales journals related to the invoice documents must be updated in Odoo. To do so, navigate to
:menuselection:`Accounting --> Configuration --> Journals`.

Configure the following data in the :guilabel:`Advanced Settings` tab:

- :guilabel:`Electronic invoicing`: Enable :guilabel:`UBL 2.1 (Colombia)`.
- :guilabel:`Invoicing Resolution`: Resolution number issued by |DIAN| to the company.
- :guilabel:`Resolution Date`: Initial effective date of the resolution.
- :guilabel:`Resolution end date`: End date of the resolution's validity.
- :guilabel:`Range of Numbering (minimum)`: First authorized invoice number.
- :guilabel:`Range of Numbering (maximum)`: Last authorized invoice number.

.. note::
   The sequence and resolution of the journal must match the one configured in Carvajal and the
   |DIAN|.

Invoice sequence
****************

The invoice sequence and prefix must be correctly configured when the first document is created.

.. note::
   Odoo automatically assigns a prefix and sequence to the following documents.

Purchase journals
*****************

Once the |DIAN| has assigned the official sequence and prefix for the support document related to
vendor bills, the purchase journals related to their supporting documents need to be updated in
Odoo. The process is similar to the configuration of the :ref:`sales journals <co-journals>`.

Chart of accounts
*****************

The :doc:`chart of accounts
</applications/finance/accounting/get_started/chart_of_accounts>` is installed by default as part of
the localization module, the accounts are mapped automatically in taxes, default account payable,
and default account receivable. The chart of accounts for Colombia is based on the PUC (Plan Unico
de Cuentas).

.. _colombia/workflows:

Main workflows
==============

Electronic invoices
-------------------

.. _colombia/invoice-creation:

Invoice creation
~~~~~~~~~~~~~~~~

.. note::
   The functional workflow taking place before an invoice validation does not alter the main changes
   introduced with the electronic invoice.

Electronic invoices are generated and sent to both the |DIAN| and customer through Carvajal's web
service integration. These documents can be created from your sales order or manually. Go to
:menuselection:`Accounting --> Customers --> Invoices` and configure:

- :guilabel:`Customer`: Customer's information.
- :guilabel:`Journal`: Journal used for electronic invoices.
- :guilabel:`Electronic Invoice Type`: Select the type of document. By default, :guilabel:`Factura
  de Venta` is selected.
- :guilabel:`Invoice Lines`: Specify the products with the correct taxes.

When done, click :guilabel:`Confirm`.

.. _colombia/invoice-validation:

Invoice validation
~~~~~~~~~~~~~~~~~~

After the invoice confirmation, an XML file is created and sent automatically to Carvajal. The
invoice is then processed asynchronously by the E-invoicing service UBL 2.1 (Colombia). The file is
also displayed in the chatter.

.. image:: colombia/invoice-sent.png
   :alt: Carvajal XML invoice file in Odoo chatter.

The :guilabel:`Electronic Invoice Name` field is now displayed in the :guilabel:`EDI Documents` tab
with the name of the XML file. Additionally, the :guilabel:`Electronic Invoice Status` field is
displayed with the initial value :guilabel:`To Send`. To process the invoice manually, click on the
:guilabel:`Process Now` button.

.. _colombia/invoice-xml:

Reception of legal XML and PDF
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

The electronic invoice vendor (Carvajal) receives the XML file and proceeds to validate its
structure and information.

After validating the electronic invoice, proceed to generate a legal XML which includes a digital
signature and a unique code (CUFE), a PDF invoice that includes a QR code and the CUFE is also
generated. If everything is correct the :guilabel:`Electronic Invoicing` field value changes to
:guilabel:`Sent`.

A ZIP containing the legal electronic invoice in XML format and the invoice in PDF format is
downloaded and displayed in the invoice chatter:

.. image:: colombia/invoice-zip.png
   :alt: ZIP file displayed in the invoice chatter in Odoo.

The electronic invoice status changes to :guilabel:`Accepted`.

Credit notes
------------

The process for credit notes is the same as for invoices. To create a credit note with reference to
an invoice, go to :menuselection:`Accounting --> Customers --> Invoices`. On the invoice, click
:guilabel:`Add Credit Note` and complete the following information:

- :guilabel:`Credit Method`: Select the type of credit method.

  - :guilabel:`Partial Refund`: Use this option when it is a partial amount.
  - :guilabel:`Full Refund`: Use this option if the credit note is for the full amount.
  - :guilabel:`Full refund and new draft invoice`: Use this option if the credit note is
    auto-validated and reconciled with the invoice. The original invoice is duplicated as a new
    draft.

- :guilabel:`Reason`: Enter the reason for the credit note.
- :guilabel:`Reversal Date`: Select if you want a specific date for the credit note or if it is the
  journal entry date.
- :guilabel:`Use Specific Journal`: Select the journal for your credit note or leave it empty if
  you want to use the same journal as the original invoice.
- :guilabel:`Refund Date`: If you chose a specific date, select the date for the refund.

Once reviewed, click the :guilabel:`Reverse` button.

Debit notes
-----------

The process for debit notes is similar to credit notes. To create a debit note with reference to an
invoice, go to :menuselection:`Accounting --> Customers --> Invoices`. On the invoice, click the
:guilabel:`Add Debit Note` button and complete the following information:

- :guilabel:`Reason`: Type the reason for the debit note.
- :guilabel:`Debit note date`: Select the specific options.
- :guilabel:`Copy lines`: Select this option if you need to register a debit note with the same
  lines of invoice.
- :guilabel:`Use Specific Journal`: Select the printer point for your debit note, or leave it empty
  if you want to use the same journal as the original invoice.

When done, click :guilabel:`Create Debit Note`.

Support document for vendor bills
---------------------------------

With master data, credentials, and the purchase journal configured for support documents related to
vendor bills, you can start using support documents.

Support documents for vendor bills can be created from your purchase order or manually. Go to
:menuselection:`Accounting --> Vendors --> Bills` and fill in the following data:

- :guilabel:`Vendor`: Enter the vendor's information.
- :guilabel:`Bill Date`: Select the date of the bill.
- :guilabel:`Journal`: Select the journal for support documents related to the vendor bills.
- :guilabel:`Invoiced Lines`: Specify the products with the correct taxes.

Once reviewed, click the :guilabel:`Confirm` button. Upon confirmation, an XML file is created and
automatically sent to Carvajal.

.. _colombia/common-errors:

Common errors
-------------

During the XML validation, the most common errors are related to missing master data (*Contact Tax
ID*, *Address*, *Products*, *Taxes*). In such cases, error messages are shown in the chatter after
updating the electronic invoice status.

After the master data is corrected, it's possible to reprocess the XML with the new data and send
the updated version, using the :guilabel:`Retry` button.

.. image:: colombia/xml-validation-error.png
   :alt: XML validation errors shown in the invoice chatter in Odoo.

.. _colombia/reports:

Financial reports
=================

Certificado de Retención en ICA
-------------------------------

This report is a certification to vendors for withholdings made for the Colombian Industry and
Commerce (ICA) tax. The report can be found under :menuselection:`Accounting --> Reporting -->
Colombian Statements --> Certificado de Retención en ICA`.

.. image:: colombia/ica-report.png
   :alt: Certificado de Retención en ICA report in Odoo Accounting.

Certificado de Retención en IVA
-------------------------------

This report issues a certificate on the amount withheld from vendors for VAT withholding. The report
can be found under :menuselection:`Accounting --> Reporting --> Colombian Statements --> Certificado
de Retención en IVA`.

.. image:: colombia/iva-report.png
   :alt: Certificado de Retención en IVA report in Odoo Accounting.

Certificado de Retención en la Fuente
-------------------------------------

This certificate is issued to partners for the withholding tax that they have made. The report can
be found under :menuselection:`Accounting --> Reporting --> Colombian Statements --> Certificado de
Retención en Fuente`.

.. image:: colombia/fuente-report.png
   :alt: Certificado de Retención en Fuente report in Odoo Accounting.