Be found: the address your suppliers deliver to — transcript

Play this as a presentation — one slide per step, with the same narration. Every word of every step is on this page.

This presentation is for you if you keep the books at GadgetSphere and a supplier has offered to send its invoices over Peppol instead of by e-mail. In about nine minutes you will know what such an invoice is evidence of, make sure it reaches the right company, and prove the channel with one real document before you rely on it.

Step 1 — Know what a supplier’s Peppol invoice is

After this step you will know what a Peppol invoice from a supplier proves, and what it does not. One of GadgetSphere Distribution’s accessory wholesalers has offered to stop e-mailing PDFs. Peppol is a delivery network: the supplier’s access point hands the document to BigLedger’s, addressed by your participant ID. It is not the Inland Revenue Board’s clearance. Whether the supplier also submitted the invoice to MyInvois is a separate journey, and the document BigLedger shows you does not carry the board’s unique identifier. What Peppol gives you is the supplier’s own invoice as data, on a screen, without retyping. It is still their claim, and checking it is still your job.

Reference: Peppol Configuration Guide — What you need to know first

Step 2 — Register the company your supplier bills

After this step the company your supplier bills can be found on the network. Receiving needs the same thing sending does, a registered participant ID. In the My Peppol Admin applet, under Peppol Config and Registration, register the company with its special identifier and registration number and upload the know-your-customer document. Malaysian IDs are published under the scheme 0230. A company registered in Sabah or Sarawak is checked by hand and takes two to ten working days, so start those first. Register the company that is the buyer on the supplier’s invoice: GadgetSphere buys through three companies, and each one a supplier bills needs its own ID. Before you give an ID out, Verify Participant ID on the company’s Peppol Config tab checks the directory.

Reference: Peppol Configuration Guide — Step 2: Register your company’s Peppol participant ID

Step 3 — Know which of your IDs a document reaches

After this step a document will not go astray between your companies. When a document arrives, BigLedger hands it to whichever of your companies holds the exact participant ID it was addressed to, from that company’s list of Peppol IDs. Every ID on the list receives, not only the one marked default; the default decides what you send as. The company’s Peppol Status and the peppol notification box are not read when a document comes in, because both are about sending. If two of your companies held the same ID, both would receive a copy, so give each company its own. The consequence to plan around is change. Deleting an ID from the list, or retyping it, stops delivery to the old ID at once. A supplier who still has it on file will keep sending to it, so tell every supplier first, and change the list after they confirm.

Reference: Organization — Company Peppol Config tab

Step 4 — Know what it means when a supplier says it was delivered

After this step a missing invoice will take you minutes to trace, not a week. Send each supplier the participant ID in writing, exactly as it appears on your company’s list, including the 0230 prefix. BigLedger’s access point accepts a document into its inbox before it looks for the company that holds the ID. So if the supplier used an ID that none of your companies holds, their side can show the document as delivered while nothing reaches your screens, and nothing tells either of you. When a supplier says an invoice was delivered and you cannot find it, compare the ID they sent to with your list first. If the two match, send support the exact ID the supplier sent to, the supplier’s name, the document number, when they sent it and their delivery receipt; the access point keeps its own copy.

Reference: Peppol Configuration Guide — Step 2: Register your company’s Peppol participant ID

Step 5 — Prove the channel with one real invoice

After this step you will know the channel works, not only that it is configured. Ask the supplier to send one real invoice to the ID you gave them. Nothing needs scheduling on your side: BigLedger processes a document as it arrives, and it appears under External Reception, From Peppol AP. Docs Queue holds a document only while it is being processed, so it is normally empty, and a row that stays there is one whose processing stopped, which is a question for support. Docs History stays empty, because receiving never writes to it, so an empty History is not a fault. If the supplier has a delivery receipt and the invoice is not on From Peppol AP, go back to the previous step.

Reference: Peppol Configuration Guide — Step 8: Watch what arrives from the other direction

Check yourself

Three to five questions on what you just heard. Every correct answer links to the page that makes it correct, so you can check the source, not just the mark.

Next: What arrived, and what it leaves for you to do · Back to the series · Play this as a presentation