Electronic Factura File .ng | HotelKey Knowledge Base

Electronic Factura File Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 📬 Billing & Receivables (AR)

Target Roles: Directors of Finance & Controllers, Hotel Accountants, IT & System Administrators

Key Value: Maintain Mexican fiscal compliance governance (Factura Electrónica) by auditing digital tax invoice transmissions processed through the PAC integration (Data Express), identifying validation errors, and resolving queue bottlenecks.

Executive Summary

The Electronic Factura File Report is an essential fiscal compliance and digital auditing report within the 📬 Billing & Receivables (AR) module. Designed for properties operating under Mexican tax regulations (CFDI / Factura Electrónica), it provides an itemized operational ledger of all digital tax invoices generated and transmitted to the Authorized Certification Provider (PAC / Data Express).

By segmenting invoice transactions based on PAC certification response states—Successful, Failed With Error, and Failed Communication—this report allows controllers and finance leads to verify stamped tax folios, audit tax breakdowns (IVA, Tourism Tax ISH, Service Tax), troubleshoot tax validation errors (such as invalid RFCs or mismatched fiscal names), and resend queued transactions upon restoring network connectivity.

Key Capabilities

PAC Integration Audit: Real-time visibility into digital invoice transmission statuses processed via Data Express.
Fiscal Entity Reconciliation: Pairs guest and corporate stays directly with taxpayer credentials (Fiscal Name, RFC Number) and official certified Data Express IDs.
Complete Tax Itemization: Itemizes base revenues alongside statutory tax allocations including IVA, Tourism Tax ISH, Service Tax, and VAT 0PCT.

Report Views & Functional Breakdown

The Electronic Factura File Report organizes digital invoice transmission data across three structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                   ELECTRONIC FACTURA FILE REPORT                       │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Successful            │ 2. Failed With Error     │ 3. Failed        │
│    (Certified CFDI Logs) │    (Data Validation Logs)│    Communication │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Successful

Audits all fully certified, stamped, and approved electronic invoices returned by the PAC.

Primary Use: Verifying certified digital tax folios, validating tax collection registers, and matching stamped fiscal IDs to guest/corporate accounts.
Key Metrics: Room Number / Group # / HA #, Confirmation Number, Name, Fiscal Name, RFC Number, Folio Amount, Tourism Tax ISH, IVA, Service Tax, Folio Number, Data Express Id.

Image 8-10-26 at 9.54 PM.png — Successful Section

2. Failed With Error

Tracks generated invoices that were actively rejected by Data Express due to data structure or tax validation errors.

Primary Use: Identifying invalid RFC codes, missing fiscal names, or tax calculation mismatches so finance teams can update client profiles and re-stamp invoices.
Key Metrics: Folio Number, Name, Fiscal Name, RFC Number, Folio Amount, Error Message, Data Express Id.

Image 8-10-26 at 9.56 PM.png — Failed with Error Section

3. Failed Communication

Captures unbilled or pending digital folios that failed to transmit to Data Express due to network timeouts, API disconnects, or system communication outages.

Primary Use: Holding untransmitted folios in queue during connection drops and monitoring last retry attempts to ensure all pending invoices transition smoothly once connectivity is restored.
Key Metrics: Room # / HA # / GM Code, Confirmation No, Name, RFC, C/I Date, C/O Date, Folio Number, Creation Date/Time, Folio Total Amount, Last Retry Date/Time.

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary available across all sections of this report:

💡 Tax Treatment Note: The Folio Amount field represents the Gross Amount (Includes Taxes & Fees), whereas Room Revenue and Other Revenue represent net revenue base amounts prior to tax application.

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Room Number / Group # / HA #	Room number, House Account number, or Group Master code.	`Stay / Account Profile ID`	N/A
Transaction Type	Classification of the account (`Reservation`, `House Account`, `Group Master`).	System Account Type	N/A
Date	Posting date of the electronic invoice entry.	Transaction Timestamp	N/A
Confirmation Number	Confirmation code (blank for House Accounts & Group Masters).	`Reservation > Confirmation No`	N/A
Check In Date (C/I Date)	Scheduled or actual arrival date (`MM/DD/YY`).	`Reservation > Check In Date`	N/A
Check Out Date (C/O Date)	Scheduled or actual departure date (`MM/DD/YY`).	`Reservation > Check Out Date`	N/A
Folio Number	Unique PMS folio reference number associated with the bill.	`Folio ID`	N/A
Payment Type	Settlement method used to close the folio (e.g., `External Credit Card`, `AMEXSC`).	`Folio Payment Method`	N/A
Creation Date And Time	Date and time the JSON invoice file was created (`MM/DD/YY HH:mm:ss`).	PAC Engine Creation Timestamp	N/A
Folio Amount (Folio Total Amount)	Gross total monetary value of the electronic folio.	`NET Revenue + Taxes`	🟢 Yes
Room Revenue	Net revenue generated from room rent charges.	`SUM(Room Rent Base Charges)`	❌ No
Other Revenue	Net revenue generated from ancillary and non-room charges.	`SUM(Other Base Charges)`	❌ No
Gratuity	Tip or service gratuity amount included on the folio.	`Folio Gratuity Postings`	❌ No
Name	Guest name (`Last Name/First Name`), House Account Name, or Group Name.	Guest / Account Profile Record	N/A
First Name / Last Name	Individual guest first name and last name.	`Guest Profile > First/Last Name`	N/A
Fiscal Name	Official corporate or individual taxpayer name registered with SAT.	`Billing Info > Fiscal Name`	N/A
RFC Number (RFC)	Taxpayer identification number (RFC) linked to the invoice when required.	`Billing Info > RFC Number`	N/A
Data Express Id	Official certified digital tracking ID returned by Data Express (PAC).	PAC Integration Response	N/A
Error Message	Diagnostic error message returned by the PAC explaining rejection cause.	PAC Integration Error Log	N/A
Service Tax	Applicable municipal or regional service tax amount.	Tax Engine Calculation	❌ No
Tourism Tax ISH	State lodging tax (Impuesto Sobre Hospedaje - ISH) levied on room charges.	Tax Engine Calculation	❌ No
IVA	Value-added tax (Impuesto al Valor Agregado - IVA) levied on taxable items.	Tax Engine Calculation	❌ No
VAT 0PCT	Zero-rated VAT revenue or exemptions applied under tax regulations.	Tax Engine Calculation	❌ No
Last Retry Date/Time	Timestamp of the most recent re-transmission attempt to Data Express.	PAC Retry Engine Log	N/A

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preference saves automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline fiscal audit procedures.

Advanced Controls

Exporting & Fiscal Filing: Download in Excel or PDF format for offline tax filing, PAC reconciliation, or audit defense packets.
Filtering: Filter data by specific transmission status (Successful, Failed With Error, Failed Communication), RFC Number, or Data Express Id.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight rejected invoices (Failed With Error) or high-value un-stamped folios.

Within 📬 Billing & Receivables (AR):

Accounts Receivable Activity Report – Track every detailed transaction hitting the AR ledger.
AR Invoice Aging Report – Categorize open invoice balances across 30-day time bands.
Closed Invoice Transactions Report – Audit settled guest folios and itemized tax allocations.
Uninvoiced Transactions Overview – Review posted unbilled transactions awaiting tax invoice generation.
Invoice Details Report – Detailed lifecycle tracking of generated invoices.

Cross-Pillar Deep Dives:

🏛️ Taxes & Expenses: To audit tax percentage rules and verify taxable vs. tax-exempt revenue codes, cross-reference Active Taxes and Charge Types or the Tax Report.
⚖️ Ledgers & Trial Balance: To reconcile tax accruals against daily property ledgers, review the Day End Summary Report.
📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.