Review received documents in the Oficina de Partes
Learn about the received document review workflow in the Oficina de Partes, including the three-step process of acknowledgement, goods receipt, and approval.
Received documents pending review appear in the Oficina de Partes. When you complete all required actions, the document moves to Gestión Documental.
The Oficina de Partes shows documents in five tabs:
Todos: all received documents regardless of status.
Aprobados DIAN: documents validated and accepted by DIAN.
Rechazados DIAN: documents rejected by DIAN.
Pendientes: documents awaiting DIAN validation.
Error: documents that failed validation.
Received documents go through a three-step workflow. You must complete the steps in order.
Acknowledge a received document
Use this procedure to confirm that you received a document (Acuse de Recibo, event code 30), before you confirm goods or services received.
- Go to Oficina de Partes and select Documentos por revisar.
- Search for the document and click the View icon.
- Click Acuse de Recibo at the bottom of the screen.
- Enter the recipient's email address when prompted and confirm.
The document acknowledgement is recorded and sent to the DIAN.
Confirm goods or services received
Acknowledge the document (event code 30).
- Go to Oficina de Partes and select Documentos a revisar.
- Search for the document and click the View icon.
- Click Recepción de Bienes at the bottom of the screen.
- Enter the recipient's email address when prompted and confirm.
The goods receipt confirmation is recorded and sent to the DIAN.
Approve a received document
Complete acknowledgement (event code 30) and goods receipt (event code 32).
- Go to Gestión Documental and select Documentos Radicados.
- Search for the document and click the View icon.
- Click Aceptación de Documentos at the bottom of the screen.
- Enter the recipient's email address when prompted and confirm.
The document receives commercial approval and the DIAN is notified.
Reject a received document
Complete acknowledgement (event code 30) and goods receipt (event code 32).
- Go to Gestión Documental and select Documentos Radicados.
- Search for the document and click the View icon.
- Click Rechazo de Documentos at the bottom of the screen.
- Enter the reason for rejection and the email address to notify.
The document is commercially rejected and the DIAN is notified.
Tacit acceptance (Aceptación Tácita)
Tacit acceptance (event code 34) can occur after the goods receipt step. It represents implied acceptance when you do not explicitly approve or reject within three business days after the Goods Receipt event (event code 32), as established by Colombian regulation (Decreto 1625 de 2016, Art. 1.6.1.4.2). For the latest regulatory details, refer to the DIAN electronic invoicing documentation.
Tacit acceptance can be triggered in three ways:
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From Gestión Documental and Documentos expedidos: Open the document, click Aceptación Tácita, then enter the recipient email address and confirm.
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In bulk: Select multiple documents, and use the bulk tacit acceptance action.
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Automatically: When you receive an ApplicationResponse from a trading partner by email.
Pre-approve a received document
Use this procedure to pre-approve a received document when your company uses two-tier review.
- Go to Oficina de Partes and select Documentos a revisar.
- Search for the document and click the View icon.
- Click Pre-aprobar at the bottom of the screen.
The document becomes available to users with full approval permission.
Email a document before approving or rejecting
Use this procedure to share a received document with someone before deciding to approve or reject it.
- Go to Oficina de Partes and select Documentos a revisar.
- Search for the document and click the View icon.
- Click Enviar por correo.
- Enter the recipient's email address, subject, and any comments, then click Enviar.
The document is sent to the specified recipient by email.