Submission mode and format
Submission mode:
This guide presents the steps for submitting your invoices from the Chorus Pro portal (please refer to the appendices for prerequisites to access the tool) :
If you have chosen to connect your information system to Chorus Pro, you can also send your invoice flows in EDI mode or in API mode (recommended in case of mass mailings). Documentation is available on the Chorus Pro Community website to help you in this process:
https://communaute.chorus-pro.gouv.fr/electronic-invoice-issuer/?lang=en
You can submit your invoices according to two types of format :
- PDF format
- XML format
Accepted formats for a unit submission | For the submission of your unit invoices, it is recommended that you prefer the PDF format, which is easier to use than the XML format, which imposes precise structuring rules. For PDF invoices (simple and signed), the information contained in the files is OCR processed by the tool and completed by you. |
Accepted formats for a batch of invoices deposit | Only PDF / A3 (Factur-X) and XML formats are accepted for batch submission; i.e. sending several invoices in the same file. The files must always be compressed in « zip » or « tar.gz » format before being submitted. |
How to create your files before submitting your invoices :
The submission of invoices via the portal requires the transmission of files with one of the following extensions :
.pdf
.zip
.xml
.tar.gz
Creating a simple pdf invoice
From a word processor or spreadsheet, simply select the save as menu and select the "PDF (* .pdf)" type.
Creating a signed PDF invoice
You must use online signature software to electronically sign a PDF accounting document using an electronic certificate. Several solutions exist on the market including some free.
You should know that in Chorus Pro, the signed PDF is mandatory only for companies that have not implemented control to link invoices issued and deliveries or services that are invoiced.
Creating an invoice in PDF/A3 format
PDF file in which it is possible to include a file in XML format which contains the electronic data of the invoice. You can use a tool of the market or develop your own program internally.
Creating an invoice in XML format
Please refer to the External Specifications on the Chorus Pro Community website (https://communaute.chorus-pro.gouv.fr/documentation/external-specifications/?lang=en) to comply with the structuring and naming rules required to send your flows via the portal :
- Mixed XML : an XML invoice containing a PDF attachment (called the main attachment) that constitutes the reference invoice. This format can be used by structures that have already created PDF files and wish to transmit them by flow submission.
- Structured XML : invoice in XML format which constitutes the reference invoice and which makes it possible to send the invoice without using a PDF file attachment by simply providing the information in the tags required for its integration in Chorus Pro.
Creating an invoice in zip format
Select the relevant files and then right-click to display the context menu. Then click on the name of your file compression tool (ex: WinZip, PeaZip, IZARC or 7-Zip). We will illustrate the approach for 7-ZIP (free software) but it is roughly similar regardless of the tool used
Click on Ajouter à l’archive (Add to the archive)…
Name the archive and select from the drop-down list the format of the zip archive.
Click on "OK". Your file .zip is created.
Creating a file « .tar.gz »
- Select the files concerned, click on « 7-Zip » then on « Ajouter à l’archive (Add to archive)… ».
2. Click on « Ajouter à l’archive (Add to archive)… » then name the archive in the« Archive » field.
Select the format of the« tar »archive and click on OK. Your file « .tar » is created.
- Once your file« .tar » created, make a right-click on the file, click on « 7-Zip » then on « Ajouter à l’archive (Add to the archive)… ».
- Select the format of the « gzip » archive and click on OK.
Submitting a single invoice
Submission process of a single invoice
1. Access the submission area :
Click in the « issued invoices » area.
Select the « Invoices submission »
2. Submit the file :
Click on the button and select the PDF file from your workstation.
3. The submission format will automatically be recognised by Chorus Pro. It can be either :
- Unsigned PDF
- Signed PDF (PAdES signature).
In order to implement the relevant processes for each scenario, Chorus Pro requires you to specifiy the invoicing framework when submitting an invoice. This allows the type of document transmitted to be identified as well as the depositor. Chorus Pro launches the recognition processing of the information contained in the PDF file. Once the processing is complete, Chorus Pro creates a pre-filled invoice from the data that has been recognized. The recognized data will be highlighted in blue in the corresponding fields. Before validating the sending of your invoice, in order to allow a better recognition of the information provided in the invoice : Please refer to the appendix for details of the character recognition rules. The « invoicing framework » field contains the choice you made at step 4. If necessary, fill in the invoice number and date. Fill in the currency, VAT type and Payment type (mandatory fields) and the commitment number if mandatory. Complete / edit: The recipient corresponds to the public structure to which the invoice is addressed: (*) Central or deconcentrated services directly dependent on the ministries or the government. Select, if necessary, the invoice issuing structure. The " identifier “ field is automatically completed. Select, if required, the issuing "Service“. The bank references field is optional. It is filled in by default if there is only one registered reference on the structure. Otherwise you can select it from the drop-down menu. Please note that payments can only be made on a RIB declared at the market / contract level. if there are several VAT rates, you have to detail rates and amounts in the VAT summary. In the "Total amounts" block, click on "VAT details" and enter the VAT rate and the base amount per rate. Fill in the VAT rate and the base amount per rate. The VAT amount per VAT rate is calculated automatically (in case the VAT Summary section is completed, the VAT rate and the amount are mandatory). Click on validate to confirm your input. The added line then appears in the "VAT summary" section as follows: Once the entry is complete, here are the possible actions are as follows : Once the " validate and send " button is selected, the window below appears to confirm the invoice is sent. Click " confirm and send " which automatically generates the Send summary.4. Select the invoicing framework :
5. Select emitting structure and clic on Continue
6. Pre-filled invoice :
7. Check the « invoicing framework » block :
8. Check/Complete the "References" block :
9. Check/Complete the "recipient" block :
10. Check/Complete the "supplier" section :
11. Complete the "VAT Summary" section (optional) :
It is then possible to modify
or delete
the VAT summary line using the two "Actions" buttons above.
12. Check/Complete the "Total amounts" section :
13. Submit, if necessary, an attachment :
Click on " Attachments management " if you need to add an attachment to the invoice.
14. Submitting the Invoice :
Save in draft mode : the data is saved and the invoice at a "draft" status can be modified later on.
Validate and send : The invoice is sent to the recipient and goes to the "deposited" status.
Delete : the invoice is deleted.
Submittng a batch of invoices
Submission process for a batch of invoices
1. In the “Issued invoices” area :
Select the « Invoices submission » tab.
2. Select the submission format in the drop-down list :
- PDF/A-3 (Factur-X)
- Mixed XML
- Structured XML
3. Select the submission syntax :
If PDF/A-3 (Factur-X) format :
- IN_DP_E2_CII_FACTURX
If Mixed XML format :
- UBL INVOICE Min ;
- CII Min ;
- PES FACTURE Min ;
- CPP FACTURE Min ;
- CII Min 16B.
If XML structured format :
- UBL INVOICE ;
- CII ;
- PES Facture ;
- XCBL;
- CII 16B.
4. Select the issuing structure in the "Structure" field
Click on the "Continue" button to submit the batch of invoices.
Following submission, the invoices are created in two stages :
1 - After clicking the " Continue " button, Chorus Pro performs a batch format check to verify that:
- The attached file is healthy (it does not contain viruses)
- The file extension is consistent with the file format submitted
- The file size does not exceed the maximum allowed size (30 Mo)
If all checks are positive, the batch is saved in Chorus Pro.
The confirmation window below appears and provides the user with the number assigned to his batch.
2 - In the second phase, Chorus Pro processes the invoices present in the batch :
- Compliant invoices will be created in Chorus Pro : They will then be viewable in the " My issued invoices" area.
- Any non-compliant invoices will not be created in Chorus Pro: An integration report available in the " Data flow overview" area allows you to check any anomalies detected.
- Defective invoices may be re-submitted once they have been corrected.
(*)The documentation "Follow flows" explains how to set up the "Track feeds" space and use the different functionalities at your disposal: https://communaute.chorus-pro.gouv.fr/documentation/monitoring-flows/?lang=en
Appendix
The Chorus Pro Portal is available at: https://choruspro.gouv.fr/cpp/utilisateur?execution=e1s1&lang=en_US
The service is available 24 hours a day and 7 days a week, excluding one-off maintenance operations or an inability to function due to force majeure.
It is accessible on the Internet, from any type of terminal equipped with Windows 8 or above, Mac OS (X 10.3 and higher), Android or Linux operating systems.
Chorus Pro is compatible with Internet Explorer, Chrome, Firefox and Safari browsers. The minimum versions required for using Chorus Pro are:
Rules to be respected
Character recognition requires compliance with certain rules so that the information specified on invoices can be read correctly by Chorus Pro:
General principles :
Manual writing is not recognized.
The information is scanned by a robot and there is no interpretation of the information provided.
The tool recovers all readable data but does not make any calculation (e.g.: If there are several VAT rates, a VAT TOTAL is required).
In order to avoid scanning all pages, regardless of the number of pages of the document submitted, a maximum of 3 pages will be scanned in the following order: first the first page, then the last page, and finally, if all the information to be recognized have not already been gathered, the penultimate page.
The pdf document must contain only the invoice : Do not add a purchase order or a delivery note following the invoice in the PDF file (these can be attachments).
Depending on the fields to be filled in, the tool performs a search based on keywords indicated on the invoice (ex: date, invoice, VAT...). so the keywords are therefore essential.
Data :
Separate the information and associate each data with a keyword.
The data must be aligned with the keyword that defines it.
Do not add unnecessary letters (e.g.: Purchase Order N°= PO XXXX; The system will include the letters in the order number).
The first data that seems to meet the criteria is the one chosen by the tool. Therefore, avoid :
- Repeating the same data several times on the invoice.
- Filling in different data for the same « keyword ».
Data is intended for a computer system: respect the expected standard formats for the date, the amounts, the invoice and commitment numbers.
Characters :
In order for the data to be scanned, it must be isolated and legible :
- Words must not touch the boxes nor must letters be stuck together (e.g. : the currency must not be part of amounts),
- Avoid spaces in the codes and numbers you transmit.
Use colors and effects in moderation :
- Avoid color (red, pale colors…),
- Avoid bold or highlighted text,
- Avoid overprinting,
- Favour black writing on a white background.
2. Fields read by Chorus Pro
As a reminder, you can obtain the list of mandatory data for an invoice on the following website: https://www.service-public.fr/professionnels-entreprises/vosdroits/F31808
3. Advice and remarks :
If you want to change the recognition criteria, you will need to send a request to which you must attach an example of the invoice you want to submit.
Last Update: August 20, 2019