Set Purchase Order Data

Purchase order data (Dati Ordine di Acquisto) allows you to link your invoice to an existing purchase order or contract. This is essential when invoicing Public Administration and often required for B2B transactions with large companies.

When Do You Need Purchase Order Data?

You should add purchase order data when:

• Invoicing Public Administration (PA): Most PA entities require a reference to the purchase order
• Working with large companies: Many corporations require invoice matching with their internal orders
• Government-funded projects: Projects with CUP codes (PNRR, EU funds, etc.)
• Public procurement contracts: All contracts with CIG codes
• Specific customer requirements: When your customer explicitly requests it

What Information Can You Include?

Purchase order data includes several fields to match Italian electronic invoicing standards:

How to Add Purchase Order Data

Follow these steps to add purchase order information to your invoice.

Step 1: Open the Invoice

1. Go to Invoices in the side menu
2. Create a new invoice or open an existing draft invoice

Step 2: Access Purchase Order Data

1. Look for the Purchase order data button in the invoice toolbar
2. Click the button to open the purchase order form

Step 3: Fill in the Required Information

When the form opens, you’ll see these fields:

Document ID (Required)

Enter the purchase order number or reference provided by your customer.

• Example: “ODA-2024-00123” or “PO2024/456”
• Maximum length: 20 characters
• This field is required - you cannot save without it

Order Date (Optional)

The date when the purchase order was issued.

• Click the calendar icon to select a date
• Leave empty if not applicable

Item Number (Optional)

A specific item reference from the purchase order.

• Maximum length: 20 characters
• Useful when an order has multiple items

Contract/Convention Code (Optional)

The code identifying a framework agreement or convention.

• Maximum length: 100 characters
• Common for PA framework agreements

CUP Code (Optional)

The Unique Project Code (Codice Unico di Progetto) for public investment projects.

• Format: 15 alphanumeric characters
• When required: PNRR projects, EU-funded projects, public investments

CIG Code (Optional)

The Tender Identification Code (Codice Identificativo di Gara) for public procurement.

• Format: 10 alphanumeric characters (or 11 for SmartCIG)
• When required: Public contracts, direct awards to PA

Line References (Optional)

If the purchase order applies only to specific invoice lines:

1. Click Add line number reference
2. Enter the line number (1, 2, 3, etc.)
3. Repeat for additional lines

Leave empty if the purchase order applies to all invoice lines.

Step 4: Save the Data

1. Review all entered information
2. Click Confirm to save
3. A summary card will appear in your invoice showing the purchase order data

Viewing Purchase Order Data

After adding purchase order data, you’ll see a card in your invoice displaying:

• Document ID: The purchase order reference
• Date: The order date (if entered)

Click on the card to view or edit all details.

Editing Purchase Order Data

To modify purchase order data:

1. Click on the purchase order card in your invoice
2. The form opens with current values
3. Make your changes
4. Click Confirm to save

Removing Purchase Order Data

If you added purchase order data by mistake:

1. Click on the purchase order card
2. Click the Delete button
3. The purchase order data will be removed from the invoice

The delete button is only available when the invoice is editable (draft status).

Understanding CIG and CUP Codes

CIG Code (Tender Identification Code)

The CIG identifies a public procurement procedure:

• Full CIG: 10 characters (for contracts above threshold)
• SmartCIG: 11 characters starting with “Z” (for lower-value contracts)

Example: 1234567890 or ZA12345678

Where to find it:

• The signed contract or purchase order
• The award determination document
• Ask your PA customer directly

CUP Code (Unique Project Code)

The CUP identifies a public investment project:

• Format: 15 alphanumeric characters
• Always starts with a letter

Example: J34H20000540001

Where to find it:

• Project documentation
• Contract or engagement letter
• PNRR or EU funding documents

Only One Purchase Order Per Invoice

FatturaSmart allows one purchase order entry per invoice. This is by design:

• Each invoice should reference a single order/contract
• If you need to reference multiple orders, issue separate invoices
• Use line references to specify which lines belong to the order

Common Scenarios

Scenario 1: Simple PA Invoice

You’re invoicing a Municipality for consulting services:

1. Add purchase order data
2. Enter the Document ID (the order number they gave you)
3. Add the CIG code
4. Save and send

Scenario 2: PNRR-Funded Project

You’re working on a school renovation project:

1. Add purchase order data
2. Enter the Document ID
3. Add both CIG and CUP codes (both required for PNRR)
4. Save and send

Scenario 3: Corporate Customer

A large company requires invoice matching:

1. Add purchase order data
2. Enter their Document ID (PO number)
3. Add the Order Date
4. Leave CIG/CUP empty (not needed for private companies)
5. Save and send

Frequently Asked Questions

Is purchase order data mandatory?

No, it’s optional for standard invoices. However, it becomes mandatory when:

• Your PA customer requires CIG/CUP codes
• Your corporate customer requires PO matching
• The contract specifies order references

What happens if I enter the wrong Document ID?

You’ll need to void the invoice (if already sent) and issue a new one with the correct data. That’s why it’s important to verify order numbers before sending.

Can I add purchase order data to an already sent invoice?

No. Once an invoice is sent to SDI, you cannot modify it. You would need to issue a credit note and a new invoice with the correct data.

My customer gave me multiple CIG codes. What should I do?

Issue separate invoices for each CIG code. Each invoice should reference a single procurement procedure.

The CIG code is rejected. What should I check?

• Verify the length (10 or 11 characters)
• Check for typos (often confused: 0/O, 1/I, 8/B)
• Confirm with your customer that the code is active
• SmartCIG must start with “Z”

Can I save without the Document ID?

No. The Document ID is the only required field. All other fields are optional.

Validation Rules Summary

Next Steps

Now that you know how to add purchase order data:

• Invoice Public Administration - Complete guide to PA invoicing
• Set Split Payment - Configure VAT split payment for PA
• Create a Credit Note - How to correct invoice errors

Need Help?

If you have questions about purchase order data:

• WhatsApp: +39 351 410 2536
• Email: info@fatturasmart.com

We respond personally, no bots!