Incoming Supplier E-Invoices: What Arrives and Pairing

Supplier e-invoices: see what arrives, and pair it with your purchase

Steps 2 and 3 of handling incoming supplier e-invoices: see what BigLedger has received from your suppliers, and pair what genuinely arrived with the purchase you booked for it. It follows Step 1, the list of purchases that ought to have a supplier e-invoice behind them. BigLedger pairs a supplier e-invoice for you only when it arrived over PEPPOL, and most do not: GadgetSphere’s ~1,200 suppliers mostly send a PDF or paper, and those are Step 4’s job. Before you press Match in Step 3, compare the supplier’s tax number, the total and the buyer yourself: BigLedger checks nothing when you press it.

Step 2: see what has actually arrived.
Step 3: pair a supplier document with your purchase document.

Step 2: See what has actually arrived

Outcome: you know what BigLedger has received from your suppliers, and — more usefully — what it never will.

There are two screens on the receiving side, and they answer different questions.

My E-Invoice Admin Applet → Reconciliation (Purchase) → Inc. E-Invoice Match Q.

This is the list of supplier documents BigLedger has actually received and can pair with your purchases. Its Match Source column tells you how each one arrived:

PEPPOL — the supplier sent it over the PEPPOL network, and it landed through your access point.
EMAIL — meant for a document the OCR e-mail intake read. In practice you will not see it: that intake skips every document before this step.

Those are the only two sources. There is no third.

The PEPPOL intake needs no schedule, so this screen is nearly empty for a different reason. A document sent to one of your company’s Peppol IDs is processed the moment it arrives: it is recorded on From Peppol AP in the My Peppol Admin Applet and a row appears here, with nothing for you to switch on. An empty scheduler entry for it is expected and is not a sign that it is off. The screen stays short because only suppliers who send over PEPPOL, to an ID your company holds, reach it — a document sent to an ID no company holds reaches nobody. A supplier’s credit note sent over PEPPOL is recorded on From Peppol AP but never reaches this screen, so check those there. The e-mail intake never adds a row (above).

So treat Step 3 as the exception and Step 4 as the normal path: pair by hand what genuinely arrived, and clear the rest with a reason. The queue is a waiting list, not a ledger, and matching never touches your purchase document either way.

My E-Invoice Admin Applet → External Reception → From IRB E-Invoice

This screen is meant to show the e-invoices LHDN holds with your company as the buyer. Two background runs fill it. The first runs every minute: it asks MyInvois for the documents each company received in the last 48 hours and stages them on External Reception → Queue. The second runs every five minutes: it fetches each staged document in full and writes it into this screen’s store. The second run was added on 28 September 2026 (backend 432ed15e2c). Before that, the list stopped at the staging queue.

Four cautions before you rely on it:

As installed, the first run asks MyInvois’s sandbox, not production. It is installed with no settings, and with none it reads each company’s test connection. So your real suppliers’ documents never arrive until BigLedger sets the run to production.
Both are default clocks. A tenant created before they existed has them only once BigLedger re-installs the defaults.
The store was still empty across production when it was measured on 11 October 2026. Treat the screen as new rather than proven.
Whatever lands here still does not feed the matching queue in Step 3. Matching reads PEPPOL and OCR documents only.

If you want this screen to work for you, ask your BigLedger contact two things: is the from-MyInvois run on your tenant set to production, and is the five-minute run installed? You know it works when a supplier e-invoice you can see on the MyInvois portal appears here within the hour.

This is the gap that matters. For the overwhelming majority of your suppliers — everyone who files with LHDN and sends you an ordinary PDF or a paper invoice — the matcher has no record of their e-invoice: From IRB E-Invoice may come to list them, but nothing pairs that list with your purchase documents. Your only check for those is the manual one in Step 4. Do not treat an empty From IRB E-Invoice screen as evidence that a supplier failed to e-invoice.

Step 3: Pair a supplier document with your purchase document

Outcome: a supplier document that did arrive is recorded as matched to the purchase you booked for it.

Only worth doing if Step 2 showed rows in Inc. E-Invoice Match Q. If that screen is empty, skip to Step 4.

The fast way. Press Auto Match on either matching-queue screen. BigLedger walks the incoming documents and, for each, looks for a purchase document on which every value the incoming row holds agrees exactly — of the supplier’s identity number, the reference number, the amount and the date. A value the incoming row leaves blank is not compared; every value it does hold must match, with no tolerance and no partial match. A pair that agrees is written to Matched History and both rows disappear from their queues.

The run happens while you wait, and the answer is Posted To Process whether or not anything paired, so refresh the screen to see what moved. Each run looks at ten incoming documents, picked by an internal identifier rather than by date, and a document that does not match keeps its place among those ten. Once ten supplier documents that will never match sit on Inc. E-Invoice Match Q., Auto Match stops reaching the rest. Pair those by hand or clear them with Push to Unmatched History on that screen, and the next run reaches the documents behind them. A supplier who sends the same invoice over PEPPOL twice does not get two pairs: when a new document carries exactly the same four values as a pair already in Matched History, the run takes it off the queue and marks that pair instead.

That exactness is why Auto Match usually finds nothing. Two things work against a PEPPOL row in particular. Your purchase-side row never records a supplier identity number, so an incoming row that carries one — as a supplier’s PEPPOL invoice normally does — has nothing to agree with. And the date BigLedger puts on a PEPPOL row is the supplier’s due date, not the invoice date: an invoice issued on 3 March with 30 days’ credit carries 2 April, while your purchase invoice carries 3 March. Expect to pair PEPPOL documents by hand. Beyond that, a purchase invoice keyed from a supplier’s paperwork rarely carries the supplier’s own reference number character-for-character, and one sen of rounding or one day of date difference is enough to miss.

The reliable way. Match the pair yourself:

Open the row in Reconciliation (Purchase) → PD Matching Q.
Go to the Match Incoming Doc tab.
Press the + button. The Match Incoming E-Invoice screen opens with the incoming documents listed.
Select the supplier’s document and press Match.

BigLedger checks nothing when you press Match. It does not compare the supplier, the amount or the company, so any supplier document can be paired with any purchase. The comparison is yours, and the moment to make it is before you press the button: the supplier’s tax number against your supplier record, the total against your purchase, and the buyer against the company that booked it.

What Matched History records, and what Pushback gives back

A pair you make with Match lands on Matched History without your purchase document in it. The row keeps the supplier document’s own values (its reference, date, total and supplier identity number) but not which purchase you paired it with. The screen looks up the document number, company, supplier, date and amount through that missing link, so on a hand-made pair those columns are blank. A pair Auto Match made does record your purchase document and shows normally. For a pair you made by hand, then, Matched History tells you that a supplier document was matched, not to what. Write the purchase document number on the supplier’s e-invoice when you file it (Step 4): that note is your record of the pair.

Pushback to Queues does not put things back as they were. It rebuilds both queue rows from what Matched History holds, which is the supplier document’s values. After an Auto Match pair, your purchase returns carrying the supplier’s reference, date and total, so the next Auto Match pairs the two again. After a hand-made pair, the purchase row that returns is tied to no document and shows as a blank line on PD Matching Q.. Your purchase document itself is untouched, but it has dropped off the worklist. Treat Match as final, and check the pair before you press it.

Matching changes nothing about the purchase document. It does not post anything, does not alter the document’s status, does not touch tax or the general ledger, and does not create a journal. It is a record that you checked. Your accounting is unaffected either way — which also means matching is not a substitute for approving and posting the purchase invoice properly.

Next: Steps 4 to 6, the manual check.

What success looks like for this part

Every supplier document on Inc. E-Invoice Match Q. is paired by Auto Match, paired by you with Match — checked first against the supplier’s tax number, your total and the buyer, and with the purchase document number written on the supplier’s e-invoice — or cleared with Push to Unmatched History once you have dealt with it by hand. You have asked your BigLedger contact whether the from-MyInvois run on your tenant is set to production and whether the five-minute run is installed; it works when a supplier e-invoice you can see on the MyInvois portal appears on From IRB E-Invoice within the hour. When the month is done, run the whole routine’s success check.

Common mistakes in this part

Mistake	What you see	What to do instead
Waiting for From IRB E-Invoice to fill up	An empty screen, month after month	Until BigLedger sets the run that fetches it to production, it stays empty. Even when it fills, nothing matches it to your purchases. Check supplier e-invoices filed only with LHDN by hand (Step 4)
Pressing Auto Match repeatedly and expecting a different result	Nothing matches, however many times you try	Every value the incoming row holds — supplier ID, reference number, amount, date — must agree exactly, and a PEPPOL row’s supplier ID and due date almost never can. Each run also looks at only ten incoming documents, and unmatched ones keep their places (Step 3). Match the pair yourself from the Match Incoming Doc tab, and clear what you have dealt with
Pressing Match to try a pair, then Pushback to Queues to undo it	A blank line on PD Matching Q., and the purchase you paired is no longer on the list	Pushback rebuilds the purchase row from the supplier document’s values, and after a hand-made pair the row is tied to no document (Step 3). Check that purchase by hand from your purchase listing, and compare before you press Match next time

The mistakes that span the whole routine are on the front page.