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The United States has no central authority that receives electronic invoices and no mandatory signature. That is why invoicing for the United States in FileXpress is simple: the system generates the invoice, assigns it its own sequential number, and leaves it ready to send to your customer. Nothing is transmitted to any authority and there is no response or stamp from a third party.
This page describes what changes for United States branches. Each branch uses the rules of its country: document types, taxes, payment methods, and reports come from the active branch’s country.

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Summary

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Document types

All three work for both sales and received purchases. Permissions by type are configured per user: see Users. Unlike El Salvador and Guatemala, United States documents do not ask for type-specific data (no periods, transfers, or mandatory references from the authority).

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How a document is issued

1

You record the sale

In New sale you choose the document, the customer, the products, and the payment method.
2

FileXpress builds the invoice

The document is generated with the seller’s data (legal name, EIN, and the branch’s address, city, and state) and the total.
3

It is ready

The sale is left as processed immediately, with no call to any authority. You can download the PDF and send it to the customer.
If something fails when saving, only the error is shown: in the United States no drafts are created on transmission errors, because there is no transmission.

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Numbering

  • Numbers are sequential and FileXpress’s own, for example INV-1001, INV-1002.
  • Each document type (Invoice, Credit Memo, Debit Memo) keeps its own sequence.
  • The sequence is kept per year: when a new year starts it begins again at 1.
  • The establishment and the point of sale are used to organize cash registers, shifts, and reports; they are not part of the number.
See Points of sale.

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Taxes (Sales Tax)

See Product taxes and New sale.
The system does not split Sales Tax by jurisdiction (state, county, or city): everything is calculated with the tax you have configured. If you sell in several jurisdictions, validate the amounts with your accountant.

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Payment methods

When saving you choose Cash or Credit (with the number of days) and you can combine several payment methods. The Invoice asks for the payment method when collecting. The payment methods of a United States branch are: Cash, Debit Card, Credit Card, Check and Bank Transfer.

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Customers and suppliers

United States forms are customizable: in Settings → Fields by country you define which fields are shown and which are required for customers, suppliers, and products.

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Cancellation

In the United States, cancelling a document only marks it as cancelled: there is no procedure with any authority.
1

In the sales list, open the actions menu and choose Invalidate DTE

2

Write the reason

The form asks only for the reason (free text). There is no replacement document and no requester data.
3

Confirm

The sale moves to Invalidated and its inventory is reverted. Cancelling does not consume numbering and does not generate a new invoice.
FileXpress has no cancellation deadlines for the United States.

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Tax reports

The United States has no federal VAT book: what is filed is the period’s Sales Tax. The screen is titled Sales Tax Reports and the Sales Tax Report is monthly, in PDF or Excel. It includes the month’s Invoices, Credit Memos (subtract), and Debit Memos (add), without the cancelled ones. See VAT Books.

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POS, inventory, and printing

  • In the point of sale only the Invoice is issued.
  • When a document is cancelled, the sale’s inventory is reverted.
  • The PDF uses the United States templates (two styles): Invoice, Credit Memo, and Debit Memo.
  • The amount in words on United States documents is written in English (for example, “ONE HUNDRED TWENTY-THREE AND 45/100 DOLLARS”), also on quotations and advance-payment receipts.

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Things to keep in mind

  • There is no transmission, signature, contingency, or record-without-transmitting.
  • Sales Tax is not split by jurisdiction.
  • There are no withholdings or special taxes.
  • Migration to DTE v2 and DTE events belong to El Salvador and do not apply here.
  • Severance amounts and provisions in Human Resources are entered manually in the United States.

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See also