Peppol AP Admin Applet

Purpose and Overview

The Peppol AP Admin Applet is your control center for managing incoming Peppol documents before they reach their destination tenants. All documents arriving via the Peppol network land here first—in the centralized Peppol AP Tenant—where they’re validated, routed, and logged before distribution.

Who Uses This Applet

System Administrators:

• Monitor document flow and routing accuracy
• Configure tenant mappings
• Troubleshoot delivery issues

Support Team:

• Verify document delivery for customer inquiries
• Track document status
• Resolve routing problems

Technical Team:

• Debug integration issues
• Analyze processing failures
• Optimize system performance

Operations Team:

• Monitor SLA compliance
• Track document volumes
• Plan capacity

Key Features Overview

How It Works: Document Flow

Peppol Network (External sender)
    ↓
Peppol AP Tenant (Central hub)
    ↓
Inbox Queue (Temporary hold)
    ↓
Validation & Routing (Peppol ID lookup)
    ↓
Inbox History (Permanent log)
    ↓
Destination Tenant (Demo/Living/Production)

Why Centralized Processing

Single Entry Point:

• Consistent validation for all documents
• Unified security screening
• Complete audit trail
• Simplified troubleshooting

Routing Intelligence:

• Peppol ID to tenant mapping
• Automatic distribution
• Error detection and logging
• Retry mechanisms

Compliance:

• Permanent document history
• Regulatory audit trail
• Access control
• Data integrity

1. Inbox Queue

The Inbox Queue shows documents as they arrive from the Peppol network. It’s a temporary holding area—documents typically process within seconds and move to Inbox History.

Normal Operation

Empty or Near-Empty Queue:

• This is normal and expected
• Documents process rapidly
• Indicates healthy system operation

When Documents Appear:

• During high-volume periods
• Brief processing delays
• System under load
• Manual debugging in progress

Monitoring Guidelines

Troubleshooting Stuck Documents

If documents remain in queue longer than expected:

1. Check Peppol ID Registration

   • Navigate to Registered Companies
   • Verify receiver Peppol ID exists
   • Confirm tenant mapping is correct

2. Verify Destination Tenant

   • Ensure tenant is active
   • Check network connectivity
   • Verify permissions

3. Review System Logs

   • Look for error messages
   • Check processing timestamps
   • Identify failure patterns

4. Escalate if Needed

   • Contact technical team
   • Provide Process ID
   • Include error details

2. Inbox History

Permanent archive of all processed documents. This is your audit trail and troubleshooting tool.

Information Available

Each record includes:

Process ID Importance

The Process ID is your end-to-end tracking key:

• Same ID used across sending and receiving systems
• Essential for debugging
• Required for support tickets
• Links documents across platforms

Common Use Cases

Customer Support:

Customer: "I sent invoice INV-001 but you haven't received it"

Your workflow:
1. Get customer's Peppol ID
2. Search Inbox History by Sender ID
3. Check if document arrived
4. Verify routing status
5. Provide specific feedback

Troubleshooting:

Issue: Document not appearing in tenant

Your workflow:
1. Search by Receiver ID or Process ID
2. Verify document reached AP Tenant
3. Check routing decision
4. Identify failure point
5. Resolve and re-route if needed

Audit Preparation:

Need: Q3 2024 document trail

Your workflow:
1. Filter by date range
2. Review all processed documents
3. Verify routing accuracy
4. Document any discrepancies
5. Generate compliance report

Search Tips

By Sender ID: Track documents from specific supplier By Receiver ID: Check documents for specific company By Date Range: Periodic reviews and audits By Process ID: Specific document tracking

3. Registered Companies

Central registry of all Peppol ID to tenant mappings. This determines where documents are routed.

What You See

Filtering

Filter by tenant name to narrow results:

• Demo Staging
• Living Staging
• Production Staging
• Other environments

Data Consistency

These Peppol IDs match what’s in:

Organization Applet → Peppol Config tab → Company registration

This ensures single source of truth and prevents configuration drift.

Common Scenarios

Verify Registration:

• Customer reports not receiving documents
• Search for company in registry
• Verify Peppol ID matches sender’s target
• Confirm tenant mapping is correct

Troubleshoot Routing:

• Document arriving at wrong tenant
• Find Peppol ID in registry
• Check tenant assignment
• Look for duplicate registrations
• Correct mapping if needed

Onboard New Company:

• Register Peppol ID in Organization Applet
• Verify appears in Registered Companies
• Confirm correct tenant mapping
• Test document delivery

Audit Compliance:

• Export list of registered companies
• Verify all active companies registered
• Check for unauthorized registrations
• Document discrepancies

Troubleshooting Checklist

Document Not Arriving:

• Is Peppol ID registered?
• Is registration active?
• Is tenant mapping correct?
• Is company code valid?
• Are there duplicate registrations?

Wrong Tenant Delivery:

• Which tenant is Peppol ID mapped to?
• Is there a conflicting registration?
• Is the mapping recent or outdated?
• Has company moved between tenants?

4. Test Bed (Inactive)

This tab is currently inactive and scheduled for removal.

Original Purpose: Internal Peppol testing without external services

Why Inactive: MDC (Malaysia Digital Economy Corporation) requires all testing be performed using the official MDC Test Bed for regulatory compliance.

Current Testing Approach:

• Use MDC Test Bed for official validation
• Use development tenants for integration testing
• Use staging environments for end-to-end testing

5. Daily Operations

Morning Routine (9:00 AM)

• Check Inbox Queue (should be empty or minimal)
• Review Inbox History for overnight documents
• Verify no stuck or failed documents
• Document any anomalies

Throughout the Day

• Monitor support tickets for delivery issues
• Respond to routing problems
• Keep Registered Companies updated
• Document configuration changes

End of Day (5:00 PM)

• Final queue check
• Review day’s document volume
• Ensure issues resolved or escalated
• Prepare handover notes

Weekly Tasks

Monday:

• Review previous week’s volume
• Analyze recurring issues
• Update documentation

Friday:

• Generate weekly summary
• Review Registered Companies accuracy
• Archive resolved tickets

Monthly Tasks

First Week:

• Audit Registered Companies
• Remove inactive registrations
• Verify tenant mappings
• Generate compliance report

Mid-Month:

• Review performance metrics
• Analyze processing times
• Identify optimization opportunities

End of Month:

• Prepare management summary
• Document configuration changes
• Archive historical data

6. Troubleshooting Guide

Documents Not Arriving

Check Sequence:

1. Search Inbox History - did it reach AP Tenant?
2. Verify Peppol ID in Registered Companies
3. Confirm sender used correct Peppol ID
4. Check sender’s system logs
5. Verify network connectivity
6. Escalate to technical team

Documents Route to Wrong Tenant

Resolution Steps:

1. Check Registered Companies for mapping
2. Look for duplicate registrations
3. Verify recent configuration changes
4. Correct mapping in Organization Applet
5. Test with new document
6. Document issue and resolution

Queue Has Many Documents

Investigation:

1. Check system resources (CPU, memory)
2. Verify destination tenants accessible
3. Review for error patterns
4. Check network connectivity
5. Escalate if persistent
6. Monitor until queue clears

7. Best Practices

Access Control

• Limit access to authorized personnel
• Regular permission reviews
• Immediate revocation when staff leaves
• Strong authentication required
• Log all access and changes

Data Protection

• Never share Process IDs publicly
• Protect Peppol ID information
• Secure data exports
• Follow retention policies
• Comply with privacy regulations

Change Management

• Document all configuration changes
• Test in non-production first
• Have rollback plan ready
• Notify affected teams
• Update documentation

Documentation

What to Document:

• Configuration changes
• Routing issues and resolutions
• New company onboarding
• System anomalies
• Performance metrics

Where to Document:

• Internal knowledge base
• Support ticket system
• Change management system
• Team communication channels

8. Common Issues

Empty queue but customer says document sent?

• Check Inbox History by Sender ID
• Verify sender used correct Peppol ID
• Check sender’s system logs
• Confirm document actually sent

Document in History but not in tenant?

• Verify routing decision was correct
• Check destination tenant accessibility
• Look for processing errors
• Contact technical team for re-routing

Duplicate registrations causing issues?

• Identify which registration is correct
• Remove duplicate from Registered Companies
• Test document delivery
• Document the correction

Can’t find company in Registered Companies?

• Check if registered in Organization Applet
• Verify spelling of company name
• Try searching by Peppol ID
• Confirm registration is active

Process ID doesn’t match between systems?

• This shouldn’t happen - escalate immediately
• Provide both Process IDs
• Include timestamps
• Contact technical team

9. Integration Points

With Organization Applet

Peppol ID registrations sync between:

• Organization Applet → Peppol Config tab
• Peppol AP Admin → Registered Companies

Changes in one should reflect in the other.

With My Invoice Admin Applet

Process IDs link documents across:

• Outgoing documents (My Invoice Admin)
• Incoming documents (Peppol AP Admin)

Use Process ID for end-to-end tracking.

With Support Systems

When creating support tickets:

• Include Process ID
• Reference Inbox History record
• Provide Peppol IDs (sender and receiver)
• Note destination tenant
• Attach relevant screenshots

10. Quick Reference

Access Path

account.cloud → Peppol AP Tenant → Peppol AP Admin Applet

Key Menus

Critical Information

Process ID: Unique tracking identifier across all systems Peppol ID Format: 0195:XXXXXXXXX (Malaysia) Normal Queue Size: 0-5 documents Processing Time: Typically seconds

Emergency Contacts

• System Issues: Technical team
• Routing Problems: Operations team
• Access Issues: System administrator
• Compliance Questions: Compliance officer

11. Frequently Asked Questions

Q: Why is the queue usually empty? A: Documents process within seconds. Empty queue indicates normal operation.

Q: How long are documents kept in Inbox History? A: Permanently, for audit and compliance purposes.

Q: Can I manually re-route a document? A: Not currently. Contact technical team for re-routing needs.

Q: Why can’t I export from Inbox History? A: Export button is non-functional. Contact administrator for alternatives.

Q: What if documents are stuck in queue? A: Verify Peppol ID registration, check tenant accessibility, escalate if needed.

Q: How do I know where a document was routed? A: Check Inbox History for destination tenant information.

Q: Can customers access this applet? A: No. Strictly internal use only.

Q: What is a Process ID? A: Unique identifier tracking documents end-to-end across all systems.

Q: How often should I check Registered Companies? A: Monthly for accuracy, immediately when troubleshooting.

Q: What happens if Peppol ID is unregistered? A: Document fails routing and remains in queue or logs as failed.