Introduction
This article explains how to configure and use the Peppol integration in Qargo, from initial module setup and profile configuration to receiving, processing, and troubleshooting incoming e-invoices. It is intended for Qargo Admin and Super Admin users and provides step-by-step guidance to ensure invoices are correctly synced, classified, and handled for both transport and non-transport related charges.
Module Configuration (Qargo Admin only)
Enable integration under CONFIGURATION>Integrations
Toggle on option 'sync incoming invoices'
Toggle on option 'sync customer peppol information' and Qargo will automatically scan Peppol database and update fields in the profile.
B2BRouter: enable/disable the automatic creation, updates of invoices, and automatic forwarding. If disabled, even if the routing mapping gave an outcome other than “manual review”, the user will still have to approve it. It’s recommended to have this one by default until the configuration of the integration is validated.
Once enabled, new fields will display in the company and subcontractor profiles
Peppol identifier override (number)
Peppol Identifier found (toggle)
Receive Peppol (drop down)
Send Peppol (drop down)
If new fields do not immediately show, navigate to CONFIGURATION>Additional fields and enable the Peppol settings from the Customer/subcontractor options.
‼️ 'Sync customer Peppol information' will be performed once when the integration is first enabled. If a new company is added, Peppol details will be automatically updated during the next sync. Sending and/or receiving invoices will not work until the new company details are validated in the Peppol sync.
Users can manually enter the following fields in the company profile to send/receive invoices right away.
Peppol availability - Toggle on
Peppol Sender settings = Allowed
Configure a company profile to RECEIVE incoming invoices
Once the integration is active, Qargo will automatically scan the Peppol database and update data fields:
Peppol Identifier found (toggle)
Peppol settings = Allowed
ALLOWED - Company can send/receive documents over Peppol integration. System will use Peppol ID and route invoices and credit notes via Peppol Network. Requires valid Peppol Receiver ID to be entered
NOT_ALLOWED - Company is not considered 'Peppol-enabled'. System will block Peppol delivery and revert to standard method (email, portal or another alternative e-invoicing format). Prevents sending via Peppol even if ID is present
Once the main sync is complete any new companies will be updated during the next daily sync with the Peppol database.
To process invoices immediately users can manually update the fields.
Peppol Identifier found - set toggle to ON.
'SEND Peppol' settings = ALLOWED
Peppol identifier (number): This field is an OVERRIDE field and should be left BLANK unless the company is using an alternate identifier, for instance a DUNS number. Qargo will automatically scan Peppol database for the associated identifier.
Peppol Identifier found (toggle): Toggle ON to ensure invoices are received. Qargo will set this automatically on sync.
SEND Peppol settings (drop down): Set to ALLOWED; authorises this company to SEND invoices into Qargo. Qargo will set this automatically on sync.
RECEIVE Peppol settings (drop down): Not required, but can be set to ALLOWED if sales invoices will be RECEIVED by this company, when sent via Qargo. Qargo will set this automatically on sync.
‼️ Send / Receive Peppol Not Allowed will restrict any Peppol activity; sending or receiving invoices will not be supported.
📚 Peppol ID is derived from company information. Qargo confirms Peppol activation and updates 'Peppol Identifer found' toggle set to ON. Peppol ID Fields ARE NOT updated automatically.
Manually update 'Peppol Identifier' field if using an alternate number (ie: DUNS) to override company or VAT number.
Example: Main billing address is head office - uses company VAT number as Peppol identifier. A regional office location may use an alternate number, ie: DUNS number as their Peppol identifier.
Viewing incoming e-invoices
Navigate to INVOICES>Incoming e-invoices
Page shows list view of received invoices (purchase invoices), including BOTH Transport and Non-transport related charges.
List view overview
Sub-menu header 'Incoming e-invoices' will include a highlighted number for any invoices where action is still required (orange / red to indicate action)
Tab headers make it simple to locate invoices based on current status, options include:
All - all invoices received, regardless of status
To do - lists all invoices that have not yet been processed, includes records from 'To approve', 'attention required' and 'error' in one view
To approve - lists invoices ready to create or update in Qargo, or ready to be forwarded externally
Attention required - invoices that require some manual user intervention to choose an action, manually match the subco, etc.
Error - invoices that have been received but with errors
Invoice created - list of invoices processed and purchase invoice is created in Qargo
Forwarded - sent to 3rd party for processing
Manually resolved - resolved manually without using Qargo routing
Ignored - nothing further to process on the invoice
In progress - all invoices currently being processed by Qargo (realtime)
Column headers. Company column also has the option to filter by name. Use the drag & drop function to move columns into the best position to suit use.
Choose action menu. Click to expose drop down and select the appropriate action for the invoice.
Preview. This will preview file data, in a human readable format but IS NOT a true representation of the actual invoice. This will also show any attachments available with the invoice. For instance, if receiving a purchase invoice from a subcontractor, the preview format will show identical to a non-transport related invoice for pencils. The preview is for the user to review and validate the data.
'More' Menu. When the user wants to redirect an invoice to a different outcome AFTER the previous action was completed.
Download. This will download the RAW data file. This is a raw data file, so will not download as a rendered invoice. The file can be used to import into 3rd party software (accounting, etc).
Receiving Invoices via Peppol
Once the integration is enabled, all invoices will be received into Qargo. Invoices can be classified as:
Non-transport related: Not related to an order or trip within Qargo. This can include invoices for day to day goods or services related to everyday business operations, ie: office supplies.
Transport related: Directly related to an order or trip within Qargo. This could be a purchase invoice related to subcontractor services, or associated services like cleaning, where costs should be allocated to a trip.
🔎 Visibility of incoming e-invoices is restricted to SUPER ADMIN users only. This is due to the potential for sensitive business related expenses where visibility should be restricted.
Process a Non-transport invoice
Navigate to INVOICES>Incoming e-invoices
Pending invoices will show in the 'To do' tab with the action status label (orange) 'To select action' / 'To match company'
Download the raw file from Qargo
NOTE: This will download as a raw data file
Import the raw file into accounting software and process invoice as required
In Qargo, select the appropriate action required for the invoice
Ignore - Use this if a non-transport related invoice and nothing further will be done in Qargo.
Create purchase invoice - Use this if a Transport related invoice and a purchase invoice in Qargo is required.
Mark as manually resolved - Use this if a non-transport related invoice and the invoice has imported and processed into accounting software.
📚 Most, if not all non-transport related invoices will be processed within the accounting software. Once the file is downloaded from Qargo, the action can not be updated.
For further assistance uploading to your accounting software, contact your accounting software provider.
Process a Transport related invoice
Navigate to INVOICES>Incoming e-invoices
Pending invoices will show in the 'To do' tab with the action status label (orange) 'To select action' / 'To match company' (if the subcontractor is not automatically matched)
In Qargo, select the appropriate action required for the invoice
Ignore - Use this if a non-transport related invoice and nothing further will be done in Qargo.
Create purchase invoice - Use this if a Transport related invoice and a purchase invoice in Qargo is required.
Mark as manually resolved - Use this if a non-transport related invoice and the invoice has imported and processed into accounting software.
📚 Most, if not all transport related invoices will use the 'Create purchase invoice' option. This function uses the same Purchase Invoice scan & match function for maximum efficiency.
Using 'Create purchase invoice' will create a Purchase Invoice inline with existing purchase invoice functionality.
Using the scanning feature, any trips that match the purchase invoice data will be associated to the invoice.
From the BILL details page in Qargo, users can validate and process any further tasks required.
Click the button below👇 to learn more about uploading and using purchase invoices in Qargo.
Error handling
There are 2 types of errors user can expect to see:
Operational error - indicated by an ORANGE label. Requires user input to resolve, ie: failure to match subcontractor.
System error - indicated in errors by a RED label. A configuration or system issue caused a failure. Follow troubleshooting guide below to resolve error. If additional assistance is required, contact Qargo Support.
Correct the error based on the message and complete the action / retrigger task.
Troubleshooting
General 1st step for all troubleshooting:
Check that all the correct Peppol fields are enabled on the company profile:
Peppol Identifier found - toggle is ON
Send/Receive Peppol settings - set to ALLOWED
Customer doesn't receive invoices. The company or subcontractor profile isn't enabled for Peppol, and/or the Peppol settings are not updated; or set to Not_Allowed.
Resolution: Check the company and/or subcontractor profile. Under the general information make sure the Peppol settings are set to ALLOWED and that the Peppol Identifier found is toggled ON.
Peppol ID incorrect. Check the subcontractor / company profile and ensure a correct Peppol ID is present. Peppol ID numbers have a specific format: 4digits:9digits and could include the company VAT number. In some instances, the company may use an alternate number as an identifier. This should be saved in the 'Peppol Identifier override field'.
Resolution: Verify the correct Peppol ID for the location and, if necessary update the Peppol Identifier override field in the profile and save the profile. Re-trigger the event to resolve the error message.
Purchase invoice missing after creation. If a purchase invoice is created, but a subsequent action is taken to 'ignore' the invoice, the Purchase invoice in Qargo is removed and the status will update to show 'Ignored'.
Resolution: Navigate to 'Incoming e-invoices'. From the ALL tab search for the invoice number to verify it's showing in the list. Check the status label. If the label shows Ignored, the Qargo purchase invoice is removed. Use the 'More menu' to update further if additional action is required
