Colombia

The following documentation covers the Colombian localization modules and their basic concepts to understand, implement, and use Colombian localization in Odoo.

Configuration

Modules installation

Install the following modules to get all the features of the Colombian localization:

Name

Technical name

Description

Colombia - Accounting

l10n_co

Default fiscal localization package

Electronic invoicing for Colombia with Carvajal

l10n_co_edi

Carvajal e-invoicing integration

Colombian - Point of Sale

l10n_co_pos

Point of Sale

Colombian - Accounting Reports

l10n_co_reports

Colombian reports

Configure credentials for Carvajal web service

Once the modules are installed, the user credentials need to be configured in order to connect with Carvajal Web Service. First, navigate to Accounting ‣ Configuration ‣ Settings and look for the Colombian Electronic Invoice section. Then, fill in the required configuration information provided by Carvajal.

Configure credentials for Carvajal web service in Odoo.

Check the Test mode checkbox to connect with the Carvajal testing environment. This allows users to test the complete workflow and integration with the CEN Financiero portal, which is accessible here:

CSC is the default for new databases.

Once Odoo and Carvajal are fully configured and ready for production, the testing environment can be disabled by unchecking the Test mode checkbox.

Configure report data

Report data can be defined for the fiscal section and the bank information in the PDF as part of the configurable information that is sent in the XML.

Navigate to Accounting ‣ Configuration ‣ Settings and look for the Colombian Electronic Invoice section.

Configure the report data in Odoo.

Configure data required in the XML

Partner

Configure the identification number and fiscal structure.

Identification

As part of the Colombian Localization, the document types defined by the DIAN are now available on the Partner form. Colombian partners have to have their identification number (VAT) and Document Type set:

The document type of RUT set in Odoo.

Tip

When the Document Type is RUT, the identification number needs to be configured in Odoo, including the verification digit, Odoo will split this number when the data to the third-party vendor is sent.

Fiscal structure (RUT)

The partner’s responsibility codes (section 53 in the RUT document) are included as part of the electronic invoice module, given it is part of the information required by the DIAN.

The required fields can be found in Partner ‣ Sales & Purchase Tab ‣ Fiscal Information.

The fiscal information included in the electronic invoice module in Odoo.

Additionally, two boolean fields were added in order to specify the fiscal regimen of the partner.

Taxes

If sales transactions include products with taxes, the Value Type field in the Advanced Options tab needs to be configured per tax.

Retention tax types (ICA, IVA, Fuente) are also included in the options to configure taxes. This configuration is used in order to display taxes in the invoice PDF correctly.

The ICA, IVA and Fuente fields in the Advanced Options tab in Odoo.

Users

The default template that is used by Odoo on the invoice PDF includes the job position of the salesperson, so the Job Position field should be configured.

Main workflows

Electronic invoice workflow in Odoo.

Invoice creation

The functional workflow that takes place before an invoice validation doesn’t change. The main changes that are introduced with the electronic invoice are the next fields.

There are three types of documents:

  • Factura Electronica: This is the regular document type applicable for Invoices, Credit Notes and Debit Notes.

  • Factura de Importación: This should be selected for importation transactions.

  • Factura de contingencia: This is an exceptional type that is used as a manual backup if the company is not able to use the ERP and if it is necessary to generate the invoice manually when this invoice is added to the ERP.

Invoice validation

After the invoice is validated, an XML file is created and sent automatically to Carvajal. This file is also displayed in the chatter.

Carvajal XML invoice file in Odoo chatter.

The Electronic Invoice Name field is now displayed in the Other Info tab with the name of the XML file. Additionally, the Electronic Invoice Status field is displayed with the initial value In progress.

Common errors

During the XML validation, the most common errors are usually related to missing master data. In such cases, error messages are shown in the chatter after updating the electronic invoice status.

XML validation errors shown in the invoice chatter in Odoo.

After the master data is corrected, it’s possible to reprocess the XML with the new data and send the updated version, using the following button in the Action drop-down menu.

The updated invoice status in Odoo.

Additional use cases

The process for credit and debit notes is exactly the same as the invoice. The functional workflow remains the same as well.

Financial reports

This information is a quick reference to the accounting reports included in the Colombian Localization Accounting Reports module.

Certificado de Retención en ICA

This report is a certification to vendors for withholdings made for the Colombian Industry and Commerce tax (ICA).

Go to Accounting ‣ Reporting ‣ Colombian Statements ‣ Certificado de Retención en ICA.

Certificado de Retención en ICA report in Odoo Accounting.

Certificado de Retención en IVA

This report issues a certificate on the amount withheld from vendors for VAT withholding.

Go to Accounting ‣ Reporting ‣ Colombian Statements ‣ Certificado de Retención en IVA.

Certificado de Retención en IVA report in Odoo Accounting.

Certificado de Retención en la Fuente

This certificate is issued to partners for the withholding tax that they have made.

Go to Accounting ‣ Reporting ‣ Colombian Statements ‣ Certificado de Retención en Fuente.

Certificado de Retención en Fuente report in Odoo Accounting.