What arrived, and what it leaves for you to do — 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 key supplier bills at GadgetSphere and a supplier’s invoices now arrive over Peppol. In about ten minutes you will read one in under a minute, know exactly what it leaves for you to do, build and check the purchase invoice against it, and record a supplier’s credit note the right way round.

Step 1 — Read the document that arrived

After this step you can read a received invoice in under a minute. Open it from From Peppol AP in the My Peppol Admin applet. On Details, Document No is the supplier’s invoice number; the listing calls the same value Process ID. Issue Date, the totals with and without tax, and the buyer and supplier blocks are the supplier’s own values, and none of them can be edited. Lines shows each item with its unit price and quantity. Check Buyer Name and Buyer Tax ID first. GadgetSphere buys through three companies, and an invoice addressed to one company for goods another company received is a query for the supplier before anything is keyed. Doc Type reads as a sales invoice because it is the supplier’s sale; that is expected.

Reference: My Peppol Admin Applet — Screens and menus

Step 2 — Know what it does not do for you

After this step you will not wait for a purchase invoice that is never coming. In your books, a received Peppol invoice is a copy of the supplier’s document and nothing more. It creates no purchase invoice, posts nothing to the supplier’s account, moves no stock, and is not tied to your order or your goods received note. The screen has no action that turns it into one; besides reading it, you can only export it. So the job is unchanged. Whoever keys supplier bills at GadgetSphere still draws the goods received note into a purchase invoice, and the Peppol document is the paper they check it against. What Peppol removes is the lost e-mail and the retyping of their figures, not the check.

Reference: My Peppol Admin Applet — Overview

Step 3 — Build the purchase invoice against it

After this step the purchase invoice will agree with the supplier’s claim, or you will know why not. Create the purchase invoice and draw the goods received note in through KO For. The knock-off stamps today’s date, so set the transaction date back to the Issue Date on the Peppol document, and key its Document No into the reference exactly, character for character. Then compare quantity against what you received, unit price against the price on your receipt, and the totals. If the supplier billed 200 earbuds and your receipt says 195, the invoice stays at 195 and the difference is a query before FINAL. Export the Peppol document and attach it to the purchase invoice, where the paper copy used to go.

Reference: Purchase Invoice Processing — Step 4: Check the invoice against the paper

Step 4 — Record a supplier’s credit note the right way round

After this step a supplier’s credit will lower what you owe instead of raising it. Suppliers send credit notes over Peppol too, and one arrives on From Peppol AP like an invoice. In BigLedger, the document that records a supplier’s credit is the Purchase Debit Note, because finalising it reduces what you owe that supplier. The Purchase Credit Note does the opposite: it is for a supplier’s extra charge. So when the wholesaler credits you RM 640 for five faulty chargers, whoever keys supplier bills raises a Purchase Debit Note for RM 640, drawn from the original purchase invoice through Search Document, with the supplier’s credit note number as its reference. The names cross over. The direction is what to check.

Reference: Purchase Debit Note (Internal) — Overview

Step 5 — Know which documents reach the matching list

After this step you will know which received documents still need you at month end. A received invoice also puts a row on the e-invoice matching list, Inc. E-Invoice Match Q. in the My E-Invoice Admin applet, with a Match Source of PEPPOL, provided it states a due date. A credit note never does: the step that writes that row reads the due date, a credit note has none, and so its row is never written. The credit note still shows on From Peppol AP, and it may leave a row behind on Docs Queue; that row is this gap, not a lost document. Where AP Automation’s jobs are scheduled, a Peppol invoice appears on the E-invoice Summary, but that applet matches only invoices read from a PDF against your receipts, so a Peppol one is never matched there. The next presentation shows how you close these gaps yourself, in My E-Invoice Admin, not in AP Automation.

Reference: Incoming Supplier E-Invoices — Step 2: See what has actually arrived

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: Pair it by hand, and prove nothing received was left unbooked · Back to the series · Play this as a presentation