With e-Invoicing using PEPPOL, you can send and receive invoices using the PEPPOL network. To use this solution, you need to create an Exact Shared Cloud Services (ESCS) account, log in to e-Invoicing using PEPPOL, and configure various settings in Exact Globe+. ESCS is an existing connection used by all the Dutch and Belgian users who already have a subscription for sending invoices using PEPPOL. Exact Shared Services (ESS) is a new connection which will be used by the new Belgian users who do not have a subscription for sending and receiving invoices. For more information, see How-to: Creating Exact Shared Services (ESS) account and activating e-Invoicing using PEPPOL.
This document describes how you can send and receive invoices using the PEPPOL network.
To send and receive invoices using the PEPPOL network, you need to create an Exact Shared Cloud Services (ESCS) account if you have the Dutch license. If you do not have an ESCS account and you have the Belgian license, you can only create an Exact Shared Services (ESS) account. However, if you have the Belgian license and you already have an ESCS account, you can follow the steps in the next paragraph.
If you have already completed this process for the digital mailbox for the automatic exchange of bank files with Rabobank and/or electronic invoicing through the digital mailbox, and you are using the same account, you do not need to repeat this step. You can then update your existing account to an ESCS account using the Update existing account to an ESCS account option in the Exact Shared Cloud Services section in the administration settings. If the update is successful, the message “Completed successfully” will be displayed. This option is only visible if you have not created an ESS account and if there is a green tick next to the Authorisation status. Furthermore, this option is active only when the Company name, E-mail, VAT number, Chamber of Commerce number, and Account number bank fields have been defined in the Exact Shared Cloud Services section. You must then authorise the verification details again by clicking the Authorise ESS credentials icon.
Note: If you want to send and receive invoices using the PEPPOL network for multiple companies, you must create a separate account for each Exact Globe+ company.
If you have the Dutch license and you do not have an account, you can create an account in the company data settings. When you click on the icon at Create Exact Shared Cloud Services (ESCS) account, the web browser will open and you can go through the registration process. This option is active only if you have defined the Company name, E-mail, VAT number, Chamber of Commerce number, and Account number bank fields in the Exact Shared Cloud Services section.
Enter your details in this screen. Some data might be filled in automatically based on the details entered in your company data. Check and complete the details in this screen.
Notes:
Username
Type a username that you want to use for the Exact Shared Cloud Services account.
Password
Type a password that you want to use for the Exact Shared Cloud Services account. You will then need to re-enter the same password to confirm it. The password must consist of at least 6 characters, including at least 1 capital letter or number.
At the bottom of the screen, you can click the Download, read or print the terms and conditions link to read the terms and conditions relating to the use of the Exact Shared Cloud Services account. If everything is in order and you agree to the terms and conditions, select the I agree to Exact's terms and conditions checkbox at the bottom of the screen. Click Next to continue.
If any fields have not been filled in or have been filled in incorrectly, this will be indicated at the top of the screen.
A summary of the data you entered is displayed.
Click Confirm to confirm the registration.
The last screen displays your username. A validation email will be sent to your email address. To confirm the request, follow the steps in the email.
After creating the Exact Shared Cloud Services (ESCS) account, you must authorise the credentials by logging in with the Exact Shared Cloud Services (ESCS) account. To do this, click on Authorise ESCS credentials icon in the company data settings.
Clicking on this icon opens a screen where you can enter your username and password.
This will be the username and password for the Exact Shared Cloud Services (ESCS) account. Once you have entered your username and password, click Log in and follow the steps on the screen.
If you have completed this process to request a digital mailbox for the automatic exchange of bank files with Rabobank and electronic invoicing through the digital mailbox, you can use the same account and you do not need to repeat this step. A green tick will be displayed next to Authorisation status. If you do not see the green tick, you will have to authorise the credentials again.
Note: If you have registered using ESCS for sending e-Invoices, you must start the Electronic invoicing via PEPPOL wizard to subscribe to receive e-Invoices.
To ensure that you can receive and send invoices, you must register for the electronic invoicing using PEPPOL. You can do this as follows:
Note: When sending electronic invoices, Exact Shared Cloud Services checks whether the sender has a PEPPOL subscription to ensure that only validated invoices are sent to the PEPPOL network. If you have provided a bank account number during registration, you can use multiple bank accounts when sending invoices. For example, certain debtors may be required to pay to bank account A, while other debtors may be required to pay to bank account B. To ensure that these bank accounts are available, you must register them in your subscription. You can do this by clicking the icon at Register for / Manage your Electronic Invoicing Service in the Exact Shared Cloud Services section of the company data settings in Exact Globe+. This opens the subscription management where you can view and add additional bank accounts.
To send an electronic invoice to a debtor, you need to configure a number of settings for this debtor.
Note: When sending electronic invoices to the Dutch government institutions, you must also enter the OIN number for the relevant debtor.
The CoC number only applies to the Dutch debtors.
The VAT number is mandatory for the Belgian debtors and optional for the Dutch debtors.
To send electronic invoices, the send method must be set to Electronically. You can select the send method at Send method in the Invoice section under the Logistics tab in the debtor maintenance screen, or in the Sales order - Invoice section under the Financial tab in the contact maintenance screen.
To send electronic invoices, you must specify the UBL format in which they will be sent. You can define this by clicking the icon at eInvoice in the Invoice section under the Logistics tab in the debtor maintenance screen, or in the Sales order - Invoice section under the Financial tab in the contact maintenance screen.
The Dutch and Belgian government institutions will only accept electronic invoices in UBL (Netherlands) and BIS (Belgium) format. You have to select UBL2.1 for the Dutch debtors and BIS 3.0 for the Belgian debtors.
For debtors that are Dutch government institutions, it is mandatory to provide the OIN number of that institution before you can send electronic invoices to these debtors. For an overview of the OIN numbers issued, see https://oinregister.logius.nl/oin-register.
To receive electronic invoices, you must define a purchase journal. This purchase journal is used to record the transactions that are created when converting the received electronic invoice into a purchase entry.
To send invoices using PEPPOL to a debtor, certain settings are required.
You can download and import e-Invoices that you receive from PEPPOL. However, there will be a monthly renewable download quota to monitor and limit the number of invoices that can be downloaded based on the type of license purchased. You can also view the number of downloads already used and availability of remaining credits for the current month. The system will automatically renew the credit during the first run of the month.
To receive invoices for Exact Globe Next, go to Finance > Reports > Electronic Invoicing Service or Invoice > Reports > Electronic Invoicing Service.
To send the invoice electronically, select the Based on account option at Output when processing the invoice at Invoice > Entries > Invoices and then click Process or Invoice > Entries > Print/Process. When maintaining the relevant account, you must select the Electronically option at Send method in the debtor maintenance. When you process the invoice, a connection is made with e-Invoicing using PEPPOL to send the invoice electronically.
If no connection can be established, the message “Electronic invoicing: Access token: Missing” will be displayed. If this happens, you must ensure that the correct login details have been defined. For more information, see the Authorise credentials section in this document.
Several validations are performed when sending the e-Invoice:
The receiver of the invoice must be registered in the PEPPOL network. For more information, see https://peppol.eu/
To register with the PEPPOL network, Exact Globe+ users can follow the steps in this document. After following the steps in this document, you will be registered with the PEPPOL network.
To register with the PEPPOL network using other software products, the receiver can consult the supplier of that software.