Peppol by Billit
Process Incoming Documents
Incoming documents retrieved from Billit still need to be processed in Business Central. Use the XPR365 Peppol Incoming Documents page to view and process the incoming documents.
Each incoming document has a status. When you retrieve an incoming document, its status is set to Ready for Processing. Throughout the flow, the status changes.
The following table describes the values of the Status field.
| Status | Description |
|---|---|
| Ready for Processing | The incoming document is ready to be processed. In order to be able to process the incoming documents, the corresponding vendor and/or purchase orders are matched. |
| Waiting for Approval | When the document is processed but the amounts do not match with the related purchase document, the incoming document must be approved. Posting of the Business Central document is blocked. |
| Processed | The incoming document is processed. |
| Posted | The document in Business Central has been posted. |
| Error | Something went wrong. See the *Processing Message field to get more details. |
To match the vendor
There are 3 identifiers to map the vendor on an incoming document. The matching is done in the following order:
- Peppol Party ID on the vendor card
- E-invoice identifiers
- The company's VAT/enterprise number
Fore more information, see Set up Identifiers.
The identifiers that were sent with the incoming document, are visible in the E-invoice Identifiers factbox on the XPR365 Incoming Document page.
To match posted purchase receipt / posted purchase return shipment
Incoming documents can be matched with posted purchase receipt lines / posted purchased return shipment lines based on a combination of the vendor and the Reference field from Billit and the Your Reference in Business Central. The related posted lines are linked in the Has Linked Posted Document Lines field on the XPR365 Peppol Incoming Document card.
The matching is done automatically when the incoming document is retrieved. If the receipt or return shipment was posted afste the incoming document was received, you can use the function Find Posted Document Lines to still link the documents.
If no match is found with the receipt lines of a purchase order or the return shipment lines of a purchase return order, for example because the reference does not fully match or you want to select more lines, you can select them manually by using the Select Posted Document Lines action. If necessary, the filter on the Your Reference field can be removed.
If the wrong lines are selected or you want to clear the linked posted document lines, you can use the Clear Selected Posted Document Lines action.
To match the lines
The following procedure describes the matching of the lines on the incoming document.
- When a match is found between the number on the incoming document and an item reference, the item number is entered in the line. If not:
- When there is a complete match between the description on the incoming document and the description on an existing order in Business Central that has already been received, the number of the matching line is taken. If not:
- If recurring purchase lines have been defined for the vendor, they will be inserted. If not:
- The default general ledger account defined in XPR365 Peppol Setup will be used.
To process the incoming document
To change the status to Processed, the incoming document needs to be processed.
- Choose the
icon, enter XPR365 Peppol Incoming Documents, and then choose the related link. - Select the line or open the card for the incoming document.
- Choose the Process Document action to process the incoming document.
A purchase invoice or purchase credit memo is created in Business Central.
When the invoice/credit memo relates to a posted purchase receipt or a posted purchase return shipment, these lines are retrieved in the invoice/credit memo.
The new created document is visible in the Document No. field.
The related Business Central document can be displayed by choosing the Show Document action.
On the purchase invoice and purchase credit memo, the link with an incoming document is visible in the XPR365 Peppol Order ID field. The XPR365 Peppol Document contains attachment field, indicates whether there is an attachment. Clicking on the value downloads the incoming document.
To compare document for approval
When the incoming document is processed but the amounts on the line(s) do not match the amounts on the lines of the related document in Business Central, the document gets the Waiting for Approval status and the deviating lines are shown in red. To be able to process the document, the lines must be compared, any adjustments must be made and the document must be approved.
- Choose the icon, enter XPR365 Peppol Incoming Documents, and then choose the related link.
- Open the card for the incoming document that needs to be approved.
- Choose the Compare Document for Approval action to compare the lines.
- Compare the Incoming PEPPOL Document Lines with the Business Central Document Lines and change the Business Central Document lines directly in this page where necessary. Use the Reopen and Release action to reopen or release the underlying document.
- Choose the Approve Document action to approve and process the document.
Note
When an incoming document has the Waiting for Approval status, the incoming document or related documents in Business Central are blocked for posting.
To post the invoice or credit memo
After the incoming document is processed, the releated document in Business Central can be posted. The incoming document gets the Posted status.
- Choose the icon, enter XPR365 Peppol Incoming Documents, and then choose the related link.
- Select the line or open the card for the incoming document.
- Choose the Post Invoice action to post the related Business central document. In case of a purchase (return) order, this purchase (return) order is invoiced. In case of a purchase invoice/credit memo, the invoice/credit memo is posted.
The posted document can be displayed by choosing the Show Document action.
On the posted purchase invoice and posted purchase credit memo, the link with an incoming document is visible in the XPR365 Peppol Order ID field. The XPR365 Peppol Document contains attachment field, indicates whether there is an attachment. Clicking on the value downloads the incoming document or you can consult the attachment in the Attachment tab of the FactBox pane.