Export invoices for public administrations (FACe)

Download an invoice or credit note as Facturae XML, sign it, and upload it to FACe.

Spanish public administrations receive electronic invoices through FACe or their own portal. These portals accept only a signed Facturae 3.2.2 XML file that contains the DIR3 codes of the receiving office. Numonis creates this file from an issued invoice or credit note. Numonis does not send it: you sign the file and upload it yourself.

Prepare the customer

Open Sales Invoices and edit the customer, or add a new one.
Turn on Public administration. When you add a customer, Numonis turns it on for you if you type a Spanish NIF that starts with P, Q or S. You can turn it off for an exception, for example a professional association.
Complete one set of DIR3 codes: Oficina contable, Órgano gestor and Unidad tramitadora. Órgano proponente is optional. Ask the administration for its codes, or find them in the DIR3 directory.
Press Add DIR3 set when one administration has several offices with the same NIF. Give each set a name, for example the department, so that you can recognise it later.
Save the customer.

The customer also needs a complete Spanish address: street, postal code and city. If the province is empty, Numonis takes it from the postal code.

Choose the DIR3 codes on the document

You can add the codes while you create or edit an invoice. Select the customer and press Add DIR3 codes on the customer card, or Manage DIR3 codes if it already has codes. Save the codes in the dialog to update the customer without leaving the invoice.

When you create an invoice or credit note for a public administration, the DIR3 codes card shows the codes of the office that receives it. Choose another set when the customer has more than one. The codes are saved with the document, print on the PDF and go into the Facturae file.

A credit note that you create from an invoice keeps the DIR3 codes of that invoice.
A recurring invoice keeps its DIR3 codes. If the customer no longer has those codes, the new draft takes the first set of the customer.

Download the Facturae file

Issue the invoice or credit note as usual.
Open the document and press the more actions menu.
Press Export Facturae (XML). The option appears for issued invoices and credit notes of a customer with DIR3 codes.
Check the message at the top of the dialog. If something stops the export, for example an incomplete customer address, the dialog explains it and you cannot download the file.
A document issued before documents saved their DIR3 codes shows the sets of the customer. Choose one: Numonis saves it on the document, and later exports use it.
For a credit note, choose the Correction reason. FACe requires one of the official reasons.
Press Download XML.

The file contains the issuer and customer details frozen on the document at issue. If the customer address was incomplete then, the export stops with a message.

Before export, Numonis checks the format and check digit of both NIFs saved on the document. The error identifies the issuer or the customer. These checks do not confirm tax registration. Changing the current business or customer details does not change the details frozen on an issued document.

Export several documents

Open Sales Invoices and select the issued invoices and credit notes.
Press Facturae XML in the selection bar.
Check the list. Numonis shows which documents cannot be exported and why. A document without saved DIR3 codes needs one export on its own first.
If the selection has credit notes, choose one Correction reason for all of them.
Press Download ZIP. The ZIP file has one Facturae file for each document.

You can export up to 100 documents at a time. Sign each file before you upload it.

Sign and upload

Open the downloaded file with AutoFirma, the free signing app of the Spanish Government.
Sign it with your digital certificate. AutoFirma saves a signed file, usually with the .xsig extension.
Upload the signed file to FACe under Remitir factura, or to the portal of the administration.

FACe rejects a file without a signature, and a file with wrong DIR3 codes. Keep the receipt that FACe shows after the upload.

Limits

Only documents in euros can be exported.
Facturae accepts invoice numbers of up to 20 characters.
Lines with reverse charge or foreign VAT (OSS) cannot be exported.
Suplidos appear as reimbursable expenses, outside the taxable base.
A line with a manual tax amount can be exported only when the amount is the base multiplied by the rate, with a difference of one cent at most. A credit note that corrects only the VAT cannot be exported. Issue a credit note that cancels the line, and a new invoice at the correct rate.
If you are self-employed, Facturae needs your given name and surnames apart. Complete the Name for Facturae card in Settings of Sales Invoices. Without it, Numonis reads the last two words of your Legal Name as the surnames, or the parts of a name written as "Surnames, Name". The export stops when the name has no given name or no surname.