My Peppol Admin Applet

Purpose and Overview

The My Peppol Admin Applet is your company-facing interface for managing every document sent and received through the Peppol network. It bridges LHDN e-invoice submission (handled in My E-Invoice Admin Applet) with actual Peppol network distribution, and provides full lifecycle tracking from the moment a document enters the system to its final delivery or receipt.

Who Benefits from This Applet?

Accounts Payable:

• Send purchase invoices and debit notes to suppliers via Peppol
• Monitor outgoing document delivery status
• Trigger manual processing for urgent documents
• Handle transmission errors in the outgoing queue

Accounts Receivable:

• Receive sales invoices from customers via Peppol
• Monitor all incoming documents from the Peppol network
• Process received e-invoices into the accounting system

Finance Teams:

• Oversee the full Peppol document flow end-to-end
• Run reconciliation checks between LHDN submissions and Peppol history
• Manage company Peppol ID registrations
• Review monthly queue and history reports
• Configure printable formats for sent and received documents

What Problems Does This Solve?

The Manual Peppol Management Problem: Prior to a centralized admin applet, exchanging e-invoices via Peppol involved:

• Disconnected workflows between LHDN submission and Peppol distribution
• Blind spots when an e-invoice got stuck or failed transmission
• Messy, unorganized receiving workflows for inbound documents from customers
• Complex reconciliation across disparate platforms

The My Peppol Admin Solution:

• Centralized queues - Instantly see what is pending, what succeeded, and what failed.
• End-to-end tracing - Track documents using the same Process ID from LHDN through to Peppol delivery.
• Automated workflows - Background cron jobs handle document processing 24/7.
• Integrated Reconciliation - Dedicated checks to ensure internal documents match Peppol records.

Key Features Overview

Quick Start Guide

Get up and running quickly with these essential workflows.

For Finance/Admins: Initial Setup

Goal: Configure your company to send and receive Peppol documents.

1. Register Peppol ID: Go to Peppol Config > Peppol ID Registration. Enter your company details and register your official ID (e.g., 0195:XXXXXXXXX for Malaysia).
2. Review Print Formats: Under Settings, set up your “To Peppol Printable Format” and “From Peppol Printable Format”.
3. Sandbox Testing: Use the Peppol Testbed to simulate receiving a document before going fully live.

For Accounts Payable: Fixing Outgoing Errors

Goal: Track and resubmit a failed outgoing document.

1. Check the Queue: Go to Internal Submission > Queue. Look for documents with an Error status.
2. Identify Issue: Click the row to review the specific transmission or validation error.
3. Resubmit: Select the document checkbox and click Submit. (Note: Only one document can be resubmitted at a time).
4. Verify Delivery: Check the To Peppol AP or History tab a few minutes later to confirm success.

For Accounts Receivable: Processing Received Invoices

Goal: Retrieve a customer invoice sent directly to your Peppol ID.

1. Check Incoming List: Go to External Reception > From Peppol AP.
2. Review Details: Click the newest document to verify the Supplier ID, Tax ID, and transaction amounts.
3. Move to ERP: Process the validated document into your core accounting flow (handled automatically in most downstream configurations).
4. Verify History: The document moves to the History tab once successfully processed.

How It Works: Document Flow

Outgoing Documents (Sending to Suppliers/Customers):

Document Created in ERP
    ↓
Posting Queue (pre-submission staging)
    ↓
LHDN Submission (My E-Invoice Admin)
    ↓
Waiting Queue (ready for Peppol dispatch)
    ↓
Automatic or Manual Processing
    ↓
Internal Submission → To Peppol AP (sent)
    ↓
Internal Submission → Queue (errors) or History (success)

Incoming Documents (Receiving from Suppliers/Customers):

Supplier/Customer sends via Peppol
    ↓
External Reception → From Peppol AP (received)
    ↓
External Reception → Queue (errors) or History (success)

1. Posting Queue

The Posting Queue is the pre-submission staging area for outgoing documents before they are submitted to LHDN. It uses the bl_fi_generic_doc_peppol_posting_queue entity.

Columns Displayed

Actions

• Select & Process: Select rows with UNPROCESSED status (checkbox enabled) and trigger the postToProcess() action to push them forward in the workflow.
• View Details: Click any row to open the document detail panel.

2. Waiting Queue

The Waiting Queue holds documents that have been successfully validated by LHDN and are now queued for Peppol network distribution.

How Documents Enter the Waiting Queue

1. Invoice submitted to LHDN via My E-Invoice Admin Applet
2. LHDN validates the document → status becomes "Submitted"
3. Document is automatically moved to the Waiting Queue with status UNPROCESSED

Processing Methods

Automatic Processing:

• Scheduled cron jobs process documents at set intervals
• No manual intervention required
• Typical processing time: minutes

Manual Processing:

• Select rows with UNPROCESSED status
• Click the process button to dispatch immediately — calls postToProcess()
• Useful for urgent documents that cannot wait for the next cron cycle

3. Internal Submission (Sending Documents)

Track all documents your company is sending to trading partners via the Peppol network.

3a. To Peppol AP

The primary log of all outgoing documents successfully dispatched to the Peppol Access Point.

Key Information Tracked:

• Document identifiers (Type, No., Original Ref.)
• Peppol routing numbers (Sender ID, Receiver ID, Org ID)
• Trading partner details (Name, ID, Tax ID for both Buyer and Supplier)
• Transaction values (Amounts, Dates, e-Invoice Version 1.1.1 and Code)

3b. Queue (Error Handling — Outgoing)

Documents that fail transmission or validation during outgoing Peppol processing appear here.

Actions Available:

• Submit: Resubmit a selected stuck document. Only one document can be submitted at a time.
• View Details: Click a row to inspect exact validation errors.

Temporary Workaround (if resubmission fails):

1. Note the error type and document number
2. Contact technical support
3. Provide the document GUID and document number
4. Backend team resolves and resubmits

3c. History (Successfully Sent)

Complete archive of all outgoing documents that were successfully transmitted via Peppol. Use this to confirm delivery and audit your Peppol transmission volume.

4. External Reception (Receiving Documents)

Monitor and manage all documents sent to your company by suppliers or customers via the Peppol network.

4a. From Peppol AP

Lists all incoming documents received on your company’s Peppol ID.

Key Information Tracked:

• Process ID: The unique Peppol process identifier
• Originator references and Document types
• Counterparty details to ensure the invoice is legitimate
• Amounts and line items for processing

4b. Queue (Error Handling — Incoming)

Documents that fail processing upon receipt appear here. Common issues include format validation failures, missing mandatory fields, or Peppol ID mismatches. Requires backend intervention for resolution.

4c. History (Successfully Received)

Archive of all incoming documents that were successfully processed into your ERP.

5. Monthly Reports

The Monthly Reports section provides summary views for auditing document flow over a date range.

Queue Report

Displays a per-company summary of documents that passed through the queue, logging Start/End dates, and user modification history.

History Report

Displays a per-company summary of successfully processed documents over a reporting period.

6. Reconciliation

The Reconciliation section lets Finance teams cross-match documents across different stages of the pipeline to identify gaps or mismatches.

IRB Internally Submitted vs Submission History

Compares documents submitted internally to LHDN against what appears in the Peppol submission history. Highlights mismatches in Supplier Amount vs Buyer Amount and tracks the Remaining Time To Request for dispute claims.

IRB Externally Submitted vs Internal Gendoc

Compares externally received Peppol documents against internally generated documents to detect discrepancies.

7. Peppol Config

Administrative control for managing your company’s Peppol network registrations.

Peppol ID Registration

Register and manage your company’s Peppol IDs. Supports Create, Edit, and View details indicating your registration status.

Registered Companies

View and manage all companies under your profile that are registered on the Peppol network. Settings automatically sync with the Organisation Applet.

8. Settings

Configure applet-level behaviour and document formatting:

• Default Settings & Field Configuration: Customize selections and visible columns.
• Printable Format Settings: Add and Edit formats for To Peppol and From Peppol communications.
• Webhook: Set up endpoints for real-time Peppol transaction alerts.
• Permissions Framework: Role-based access control governed by User, Team, and Role permission sets.

9. Peppol Testbed

A secure sandbox where you can simulate receiving documents. Use the Receiving Test History to validate connectivity and parsing logic before turning your official Peppol ID live.

10. Integration Points

With My E-Invoice Admin Applet

Documents flow from LHDN submission (My E-Invoice Admin) into the Waiting Queue (My Peppol Admin) automatically once validated. The same Process ID is used across both systems for end-to-end traceability.

With Peppol AP Admin Applet

• Peppol AP Admin is the internal staff tool for managing all tenants’ Peppol routing.
• My Peppol Admin is the company-facing view strictly showing your internal documents.

11. Frequently Asked Questions

Q: What is the difference between the Posting Queue and the Waiting Queue? A: Important distinction: The Posting Queue is the pre-LHDN staging area. The Waiting Queue holds documents after LHDN validates them, ready for Peppol dispatch. Both must clear for a document to successfully reach the recipient.

Q: Can I manually resubmit a failed document? A: Yes. Go to Internal Submission > Queue, select the document checkbox, and click Submit. Note: The system restricts resubmission to one document at a time.

Q: How do I know if an outbound invoice was properly delivered? A: Check Internal Submission > To Peppol AP. Once it clears processing, it will permanently appear in your Internal Submission > History.

Q: I keep seeing a mismatch in the Reconciliation tab. What does this mean? A: This usually means the amount logged natively in your system differs from the exact data processed by LHDN/Peppol. Check the “Remaining Time To Request” field; you only have a limited window to raise disputes or corrections with LHDN once submitted.

Q: Why don’t my Queue Reports show current data? A: The Monthly Reports functionality (Queue and History Reports) is currently undergoing an API upgrade and may display sample sandbox data. Rely on the direct Queue or History lists under Internal/External sections for live data.

Q: Do I need to set up my Peppol ID here AND in the Organisation Applet? A: No. Peppol Config settings are synchronized globally. Changes made here will reflect in the Organisation Applet automatically.