How to switch from another technology provider to DeusRex

If you already invoice electronically through another provider — Siigo, Facturatech, World Office or any other — the switch is shorter than starting from scratch: you are already enabled with the DIAN and your RUT already carries the electronic-invoicer responsibility.

What you do have to do is authorize the new software and decide what happens to your numbering.

Do not cancel your current provider yet. You can keep both authorized during the transition, so you are never left unable to invoice.

The point that decides everything: the prefix

The same prefix cannot be active with two providers at once. You have two routes.

Option A — a new prefix (the safer one) : Ask the DIAN for a resolution with a different prefix — say, moving from FAC to FE. Your previous provider keeps its own, there is no risk of two systems issuing the same number, and you can overlap the transition.

Option B — keep your numbering : You stay on the same prefix and the same sequence. You must remove that resolution’s association with your previous provider and associate it with Soluciones Alegra; stop issuing in the old system before issuing here; and note your last invoice number so you can enter it under Last issued number. We continue from there.

Steps

  1. Authorize the new software. In the Habilitación portal (catalogo-vpfe-hab.dian.gov.co), go to Registro y habilitación → Documentos electrónicos → Factura electrónica, choose Software de un proveedor tecnológico, select Soluciones Alegra S.A.S. and press Asociar.

  2. Paste the TestSetID the DIAN generates there into Settings → Electronic Invoicing (DIAN) → Enablement and press Send test set. Even though you are already enabled with your previous provider, every new software must pass its own test set.

  3. Resolve the prefix per option A or B above. If you request a new resolution, wait 2 to 3 hours before associating it.

  4. Associate the prefix in the Facturando Electrónicamente portal (catalogo-vpfe.dian.gov.co): Configuración → Rangos de numeración, pick Soluciones Alegra S.A.S. under Proveedor - Software, pick your prefix, and press Agregar.

    If the provider or the numbering does not appear, press Sincronizar contribuyente in the Habilitación portal. It fixes exactly this case.

  5. Register the resolution in DeusRex, with its technical key and — if you chose option B — the last issued number.

Before you issue your first invoice here

Set a cut-over date and time. Stop issuing in the old system before you issue in DeusRex. Two systems invoicing the same prefix on the same day is the fastest way to have the DIAN reject documents for repeated numbering.

Download your XML and PDF files from the previous provider. They are your tax records and you must keep them for years; cancelling the account can cost you access. Download them before you close the service.

Tip

Issue one real invoice on the cut-over day and confirm the DIAN accepts it and that the number is the one you expected, before invoicing the rest of the day.