How to post received CFDI with rules

Many expenses only arrive as a CFDI: power, phone, fuel, rent, professional fees. Capturing each one as a supplier invoice is slow. With a posting rule you tell Nori which expense each kind of CFDI goes to and against whom, and Nori builds the entry linked to the UUID.

First you need your received CFDI downloaded from the SAT with their XML (see How to download your issued and received CFDI from the SAT).

Create a rule

1. Go to SAT › Setup › Posting rules and click New rule. From a received CFDI you can also click New rule for this issuer, which brings its RFC.
2. Give it a Name ("CFE power", "Fuel").
3. Under When it applies fill in one or more conditions. All the ones you fill in must match:
   • Issuer RFC.
   • The concept says: a word that appears in the description.
   • ClaveProdServ: the full code or its start (151015 for fuels).
4. Under How it posts choose the Expense account and, if you use them, the Cost center.
5. In Against choose:
   • Supplier (payable): the expense goes to accounts payable and you pay it later with an outgoing payment. In Supplier pick one, or leave it empty to use the supplier with the issuer's RFC. Check Create the supplier if it does not exist if you want Nori to create it.
   • Bank (already paid): the expense already left a bank account, for example a direct debit. Choose the account.
6. Set the Priority: when several rules match, the one with the lowest number applies.
7. Save.

Why: in SAP Business One these expenses are captured as a service supplier invoice or a manual journal entry. Here the rule posts the entry for you and keeps it linked to the CFDI, which is what electronic accounting asks for.

What entry it posts

• Debit the expense account for the subtotal less discount (plus IEPS and other non-creditable taxes).
• Debit input VAT: pending payment, or paid if the CFDI is PUE and the rule pays from the bank.
• Credit VAT withheld and ISR withheld payable, if the CFDI has withholdings.
• Credit the supplier or the bank for the total.

An Egreso CFDI (a supplier credit note) posts the entry the other way around. Payment, payroll and transfer CFDI aren't posted with rules.

Apply the rules

In SAT › Received CFDI, filter Status to To record and:

• Apply rules to the pending ones posts every CFDI with a matching rule.
• Apply rules to the checked ones posts only the ones you checked.

Nori tells you how many it posted and how many it skipped because they had no rule or were already recorded.

For a single one, open it, choose the Rule and click Post. When done you see which entry it went to.

What doesn't go with rules

Open the CFDI and choose what to do:

• Capture supplier invoice: for merchandise purchases. Put the UUID in the invoice's reference and Nori links it on its own.
• Link to supplier invoice (internal number): if you already captured it and Nori didn't find it, type the Document id and click Link.
• Ignore: for CFDI that don't belong in your books. Stop ignoring puts it back to pending.

Change or delete a rule

Editing or deleting a rule doesn't change what was already posted. If a CFDI went to the wrong account, fix the rule for the next ones and move the amount to the right account with a manual reclassification entry (see How to enter a manual journal entry). The CFDI stays linked to its original entry.

If you don't see…

• "No rule applies to this CFDI": no rule matches. Check the RFC, the concept text or the code, or create a rule for that issuer.
• "The CFDI's XML is needed": you only have the metadata. Request a download with XML for that period.
• "There is no supplier with RFC …": add the supplier, pick one in the rule or check Create the supplier if it does not exist.
• "The rule pays from a bank but has no bank account": edit the rule and choose the account.
• The entry doesn't go in: the CFDI date falls in a closed period. Open the period or ask whoever manages periods to do it.