The "scenario" field that appears on the e-invoice screen may seem like a technical detail at first glance. Most users leave the default and move on.
However, this field determines how the invoice will be processed on the receiving end. Will the recipient be able to reject the document or not? The answer lies in the scenario.
In this article, we explained what scenarios are for, the difference between basic and commercial, and which one is suitable for which customer.
Table of Contents
What does a scenario mean?
A scenario defines the set of rules according to which the document will be processed. The same invoice data goes through a different process under different scenarios.
The distinction particularly emerges regarding the recipient's response. In some scenarios, the recipient generates a response through the system; in others, they do not.
The scenario is selected when creating the document and cannot be changed afterwards. An incorrect selection requires the document to be reissued.
Basic scenario
In the basic scenario, the document is delivered to the recipient and the process concludes there. The recipient has no option to send a rejection through the system.
The advantage for the seller is predictability. No unexpected rejections arrive after the document is issued; the collection plan remains solid.
As for the recipient, the avenue of objection shifts outside the system. When an erroneous document arrives, a return invoice or official objection methods are used; we compared the options in the cancellation and objection process article.
This scenario is preferred by businesses issuing a high volume of low-value documents. It eliminates the burden of tracking rejections.
Commercial scenario
In the commercial scenario, the recipient can accept or reject the document within a specified period. The response is sent through the system and recorded.
This allows for the rapid correction of erroneous documents. An invoice issued with the wrong price is resolved without entering a chain of return invoices.
From the seller's perspective, a period of uncertainty arises. As long as there is a possibility of rejection, the document is not considered definitively accepted; this can affect collection planning.
For the recipient, responsibility increases: if the inbox is not checked within the timeframe, the right to reject expires. This is one of the concrete reasons for daily inbox scanning; we covered this routine in the inbox management article.
Other scenarios
Export scenario. Used for sales of goods abroad and is associated with the customs process. We discussed the details in the e-export invoice article.
Tax-free shopping (goods accompanied by travelers). Used for sales made to buyers residing abroad that may be subject to tax refund. Important for retailers in touristic regions.
Public scenario. A special workflow may apply to invoices issued to public institutions. If you operate within the scope of public tender, clarify this distinction in advance.
The list of scenarios may be updated over time. Confirm the scenarios you can use with your service provider and financial advisor.
Which one for which customer?
The choice is not a unilateral preference; there is usually an established practice between the parties. Still, a practical framework can be established as follows.
The commercial scenario is common with corporate customers and high-value transactions you work with. The other party wants to operate the control mechanism through the system.
For documents issued to numerous small customers, the basic scenario reduces the operational burden. This preference is frequently seen in dealer network management; you can check the dealer network management article.
When making a decision, ask this question: how likely am I to have a dispute over the invoice with this customer? If high, the commercial scenario speeds up the process.
Binding the default to the card
Manually selecting the scenario on every invoice is a source of error. The correct approach is to define the default scenario on the current account card.
Thus, when the operator selects the customer, the scenario comes up automatically. It can be changed in exceptional cases, but the default will be correct.
We detailed the impact of card quality on the document process in the opening a current account card article.
The document screen working with the same logic in every module also reduces the error rate; standard document entry ensures this consistency. Documents can be filtered by scenario in the e-document module.
Commercial consequences of the scenario
Although selecting a scenario seems like a technical choice, it directly affects the commercial relationship. It determines how much control you grant to the other party.
The commercial scenario gives the recipient an audit opportunity. This is an expected approach in corporate customers with whom a relationship of trust is established; it fits their processes where they want to check and accept the document.
The basic scenario, on the other hand, shortens the process. The document becomes final as soon as it is issued; no uncertainty remains on the seller's side. For businesses selling to numerous small customers, this preference significantly reduces the operational burden.
When making a decision, the customer's request should also be taken into account. Some corporate buyers do not accept documents outside the commercial scenario; this should be discussed during the contract phase.
Collection planning is also affected. A document with the possibility of rejection should not be counted as a receivable until it is finalized; we addressed this distinction in the cash flow tracking article.
Scenario-based tracking
If you are using a commercial scenario, monitoring the status of sent documents is mandatory. Were they accepted, rejected, or are they awaiting a response?
An aging list should be maintained for documents awaiting a response. Documents still unanswered as the deadline approaches require communication with the customer.
Rejected documents should be gathered in a separate queue and processed quickly. A rejected and forgotten invoice is a receivable that cannot be collected directly.
The distribution of rejection reasons should also be monitored. If constant rejections come from a specific customer, the problem is not in the document, but in the working arrangement with that customer.
This tracking is done through status filters in the e-document module; critical delays can be escalated to the relevant person via notifications.
Frequently asked questions
Can I change the scenario afterwards?
No. The document must be reissued.
How is an erroneous document corrected in the basic scenario?
Usually, a return invoice or difference invoice is used.
Is there a scenario in e-archive invoices?
e-Archive has a different structure; we explained the distinction in the difference between e-invoice and e-archive article.
What is the rejection period?
The period is determined by legislation and can change; confirm current information with your financial advisor.
The scenario is a single field that determines the rules by which the invoice will live. Once you set up the correct default once, this issue is removed from your daily agenda.
Let's finish with a practical checklist. Is the default scenario defined in your current cards? Is response tracking performed for customers where you use a commercial scenario? Are rejected documents monitored in a separate list?
If the answers to these three questions are yes, your scenario management is established. If no, the easiest starting point is default definitions; with a one-time effort, the operator's need to make a decision on every document is eliminated.
It is also beneficial to discuss the scenario preference with your customers. Knowing the other party's expectation prevents subsequent rejection and correction rounds right from the start.
By consulting with the EQLEM team, you can plan your customer-based scenario setup.