{"id":21508,"date":"2022-04-11T13:49:36","date_gmt":"2022-04-11T11:49:36","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-chorus-pro\/installers-guide\/best-practices\/"},"modified":"2024-05-20T14:43:25","modified_gmt":"2024-05-20T12:43:25","slug":"best-practices","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-chorus-pro\/installers-guide\/best-practices\/","title":{"rendered":"Best practices"},"content":{"rendered":"<div id=\"main-content\" class=\"wiki-content group\">\n<style type=\"text\/css\"><![CDATA[\/*<![CDATA[*\/ div.rbtoc1649684976985 {padding: 0px;} div.rbtoc1649684976985 ul {list-style: disc;margin-left: 0px;} div.rbtoc1649684976985 li {margin-left: 0px;padding-left: 0px;} \/*]]]]><![CDATA[>*\/]]><\/style>\n<div class=\"toc-macro rbtoc1649684976985\">\n<ul class=\"toc-indentation\">\n<li><a href=\"#Bonnespratiques-Processusd'envoiautomatique\">Automatic Sending Process<\/a><\/li>\n<li><a href=\"#Bonnespratiques-Optimiserl'envoiautomatique\">Optimize automatic sending<\/a>\n<ul class=\"toc-indentation\">\n<li><a href=\"#Bonnespratiques-Faireappara%C3%AEtrelenum%C3%A9roSIRETdel'entit%C3%A9publiquesurlafacture\">Showing the SIRET number of the public entity on the invoice<\/a><\/li>\n<li><a href=\"#Bonnespratiques-Faireappara%C3%AEtreleservicedel'entit%C3%A9publiquesurlafacture.\">Include the public entity&#8217;s service on the invoice.<\/a><\/li>\n<li><a href=\"#Bonnespratiques-Faireapparaitrelenum%C3%A9rod'engagement\">Showing the commitment number<\/a><\/li>\n<li><a href=\"#Bonnespratiques-Nepassurchargerlafactured'informations\">Don&#8217;t overload the bill with information<\/a><\/li>\n<li><a href=\"#Bonnespratiques-Fortevolum%C3%A9triedefactures%C3%A0envoyer\">High volume of invoices to be sent<\/a>\n<ul class=\"toc-indentation\">\n<li><a href=\"#Bonnespratiques-Uneimpressionpardocument\">One print per document<\/a><\/li>\n<li><a href=\"#Bonnespratiques-D%C3%A9couperenlot\">Cutting into batches&nbsp;<\/a><\/li>\n<li><a href=\"#Bonnespratiques-V%C3%A9rifierladisponibilit%C3%A9desAPIChorusPro\">Check the availability of Chorus Pro APIs<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Bonnespratiques-R%C3%A8gledeclassement\">Ranking Rule<\/a>\n<ul class=\"toc-indentation\">\n<li><a href=\"#Bonnespratiques-Distinguerlesfactures%C3%A0envoyerdanstrue\">Distinguishing the invoices to be sent in&nbsp;Open Bee\u2122 Portal : Chorus Pro Connector<\/a><\/li>\n<li><a href=\"#Bonnespratiques-Champs(m%C3%A9tadonn%C3%A9es)obligatoires\">Mandatory Fields (Metadata)<\/a><\/li>\n<li><a href=\"#Bonnespratiques-Typedem%C3%A9tadonn%C3%A9es\">Metadata type<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<h1 id=\"Bonnespratiques-Processusd'envoiautomatique\">Automatic Sending Process<\/h1>\n<p>The ideal process to send invoices automatically from&nbsp;Open Bee\u2122 Portal : Chorus Pro&nbsp;Connector is as follows:<\/p>\n<ol>\n<li>The user prints the invoice from his ERP, he uses a virtual printer that will create a PDF document that will go to a directory scrutinized by&nbsp;Open Bee ERP Manager.<\/li>\n<li>Open Bee ERP Manager&nbsp;will interpret the invoice, retrieve the information from the different areas and send the invoice in&nbsp;Open Bee\u2122 Portal.<\/li>\n<li>The invoice is filed and archived in&nbsp;Open Bee\u2122 Portal.&nbsp;<\/li>\n<li>If the invoice matches a Chorus Pro submission criterion, it is integrated into&nbsp;Open Bee\u2122 Portal : Chorus Pro Connector.<\/li>\n<li>The invoice is sent to Chorus Pro for analysis, this operation is mandatory.<br \/>\nThe Chorus Pro system performs an ocerization, the result of this ocerization is used only if there is no metadata association for the field (Manual Submission Case).<br \/>\nAfter this step, the invoice has a status of &#8220;To submit&#8221;.<\/li>\n<li>If all the necessary information is present, a green icon is displayed. This means that the invoice can be sent automatically.<\/li>\n<li>Automatic sending is done every 15 minutes.<\/li>\n<li>If invoices could not be sent automatically, a red icon is displayed. You can hover over the icon to see the error message.<\/li>\n<\/ol>\n<h1 id=\"Bonnespratiques-Optimiserl'envoiautomatique\">Optimize automatic sending<\/h1>\n<div>To make automatic sending as smooth as possible, here are some recommendations:<\/div>\n<h2 id=\"Bonnespratiques-Faireappara\u00eetrelenum\u00e9roSIRETdel'entit\u00e9publiquesurlafacture\">Showing the SIRET number of the public entity on the invoice<\/h2>\n<div>If the SIRET number is displayed on the invoice, it can be used in the association of metadata with the recipient identifier field.<\/div>\n<div>This means that this SIRET number will be used to search the Chorus Pro directory to find the value of the recipient.<\/div>\n<div>As the SIRET number is unique, the search result in the Chorus Pro directory will return only one result and in this case, the recipient will be automatically selected.<\/div>\n<div>After you send an invoice for this public entity, a line will be created in the Recipient Management configuration.<\/div>\n<h2 id=\"Bonnespratiques-Faireappara\u00eetreleservicedel'entit\u00e9publiquesurlafacture.\">Include the public entity&#8217;s service on the invoice.<\/h2>\n<div>The service is information that may be mandatory depending on the recipient&#8217;s configuration.<\/div>\n<div>In order to have as few errors as possible on the automatic sending, it is relevant to have this information on the invoice.<\/div>\n<div>If your ERP allows you to add this information to the invoice, don&#8217;t hesitate.<\/div>\n<div>In Recipient Management, you can set up an association for services.&nbsp;<\/div>\n<div>For example, if the value of the service on your invoice is &#8220;Logi&#8221;, you can associate this value with the Logistics department of the public entity.<\/div>\n<h2 id=\"Bonnespratiques-Faireapparaitrelenum\u00e9rod'engagement\">Showing the commitment number<\/h2>\n<div>\n<div>The commitment number is information that may be mandatory depending on the recipient&#8217;s configuration.<\/div>\n<div>In order to have as few errors as possible on the automatic sending, it is relevant to have this information on the invoice.<\/div>\n<div>If your ERP allows you to add this information to the invoice, don&#8217;t hesitate.<\/div>\n<\/div>\n<h2 id=\"Bonnespratiques-Nepassurchargerlafactured'informations\">Don&#8217;t overload the bill with information<\/h2>\n<div>If you don&#8217;t want to visually overload your bills with information like the SIRET number of the public entity or the department, you can display them with a white text color.<\/div>\n<div>Open Bee ERP Manager is able to read this information even if the text is white on a white background.<\/div>\n<div>Thus, the necessary information will be present on the invoice but visually it is not overloaded.<\/div>\n<div>\n<h2 id=\"Bonnespratiques-Fortevolum\u00e9triedefactures\u00e0envoyer\">High volume of invoices to be sent<\/h2>\n<p>If you have a large volume of invoices to send to Chorus Pro, here are some tips:<\/p>\n<h3 id=\"Bonnespratiques-Uneimpressionpardocument\">One print per document<\/h3>\n<p>If you print invoices from your ERP with a virtual printer, you can tick the box &#8220;One print per document&#8221;, this will relieve the processing of Open Bee ERP Manager.<br \/>\nFor example, if you print 150 pages, Open Bee ERP Manager will not have to cut out a large PDF file of 150 pages.<br \/>\nPrinting will be slower but processing Open Bee ERP Manager and sending to&nbsp;Open Bee\u2122 Portal : Chorus Pro&nbsp;Connector will be much faster.<br \/>\nSimilarly in Open Bee ERP Manager, this will make it easier to find a processing error.&nbsp;<\/p>\n<h3 id=\"Bonnespratiques-D\u00e9couperenlot\">Cutting into batches&nbsp;<\/h3>\n<p>Try making batches of invoices. Print in batches of 100, 200 or up to 500 invoices.<\/p>\n<h3 id=\"Bonnespratiques-V\u00e9rifierladisponibilit\u00e9desAPIChorusPro\">Check the availability of Chorus Pro APIs<\/h3>\n<p>If&nbsp;Open Bee\u2122 Portal : Chorus Pro&nbsp;Connector is not available, for example because the Chorus Pro APIs are under maintenance, it is not wise to send a large batch of invoices as they will have to be reprocessed.<\/p>\n<p>Similarly, certain time slots are more conducive to malfunctions, for example on Fridays from 4 p.m. to 7 p.m., unavailability of the platform is regularly noted.<\/p>\n<h1 id=\"Bonnespratiques-R\u00e8gledeclassement\"><span style=\"font-size: 24.0px;\">Ranking Rule<br \/>\n<\/span><\/h1>\n<p>The metadata used by the Chorus module comes from an Open Open Bee\u2122 Portal collation rule.<br \/>\nHere are tips for setting up the ranking rule used in&nbsp;Open Bee\u2122 Portal : Chorus Pro Connector.<\/p>\n<h2 id=\"Bonnespratiques-Distinguerlesfactures\u00e0envoyerdanstrue\">Distinguishing the invoices to be sent in&nbsp;Open Bee\u2122 Portal : Chorus Pro Connector<\/h2>\n<div>To distinguish between invoices for private companies and invoices for public entities, you can use a &#8220;routing&#8221; or &#8220;routing&#8221; metadata.<\/div>\n<div>For example, a text-type metadata that may have a value of &#8220;Chorus&#8221; if an invoice is intended for a public entity.<\/div>\n<div>This means that in your ERP, you can distinguish between a private invoice and an invoice intended for public entities and thus make a keyword appear on the invoice.<br \/>\nIn Open Bee ERP Manager, the invoice template must be configured to take into account the area where the keyword appears.<br \/>\nIt will also be necessary to update the metadata association between&nbsp;Open Bee ERP Manager and&nbsp;Open Bee\u2122 Portal.<\/div>\n<div>So, if this keyword is found on the invoice, it will go into&nbsp;Open Bee\u2122 Portal : Chorus Pro Connector<\/div>\n<h2 id=\"Bonnespratiques-Champs(m\u00e9tadonn\u00e9es)obligatoires\">Mandatory Fields (Metadata)<\/h2>\n<p>It is not essential to make all the fields of the classification rule mandatory.<br \/>\nIndeed, if an automatic sending process has been deployed, it can even be detrimental to the customer.<\/p>\n<p>Let&#8217;s say that metadata is missing from a customer&#8217;s invoice, such as the recipient&#8217;s service.<br \/>\nIf this service metadata is mandatory, there will be an error between Open Bee ERP Manager and Open Bee\u2122 Portal and the invoice will not be archived.<br \/>\nFor the customer it is better that the document is archived, even if the invoice is in error when sending to Chorus Pro.<\/p>\n<p>Don&#8217;t make all metadata mandatory.<\/p>\n<h2 id=\"Bonnespratiques-Typedem\u00e9tadonn\u00e9es\">Metadata type<\/h2>\n<p>Open Bee\u2122 Portal : Chorus Pro&nbsp;Connector offers flexibility in terms of the type of metadata.<\/p>\n<p>For example, for an amount, we can use both a decimal number and text.<br \/>\nFor example, the text allows you to write an amount&nbsp; in this form 1,423.56, i.e. with a space for the thousands separator and a comma.<br \/>\nWhereas the same number will be written this way for a decimal type 1423.56.<br \/>\nThere will be no consequences on the sending of the invoice by&nbsp;Open Bee\u2122 Portal : Chorus Pro&nbsp;Connector because the spaces are removed and the comma is converted to &#8220;.&#8221;.<\/p>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Automatic Sending Process Optimize automatic sending Showing the SIRET number of the public entity on the invoice Include the public entity&#8217;s service on the invoice. Showing the commitment number Don&#8217;t overload the bill with information High volume of invoices to be sent One print per document Cutting into batches&nbsp; Check the availability of Chorus Pro [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":21496,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-21508","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21508","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=21508"}],"version-history":[{"count":1,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21508\/revisions"}],"predecessor-version":[{"id":22284,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21508\/revisions\/22284"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21496"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=21508"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}