Introduction
This article explains how to configure and use the Peppol integration in Qargo, from initial module setup and profile configuration to processing and sending invoices, and troubleshooting e-invoices. It is intended for Qargo Admin and Super Admin users and provides step-by-step guidance to ensure invoices are correctly processed and sent.
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.
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 Task
Once the Peppol integration is enabled, the 'Send to Peppol' task should automatically be included.
Configure to include CMRs via Peppol (Optional)
By adding the parameter to the 'Send to Peppol' task, it is possible to include CMRs when sending an invoice.
Navigate to CONFIGURATION>Tasks
From the Invoices tasks, select the 'Send to Peppol' task
Under the Contact panel in configuration, type the following parameter
Click SAVE to update
If a specific company does not want or need to receive CMRs, use the company level task override.
Navigate to the company profile and scroll to the TASKS section
Expand 'Create invoice' tasks and select 'Send to Peppol' task
Toggle 'Override for this company' on
Update 'parameters' field to show
{"include_cmr": false}Click SAVE to update
📚 Qargo will automatically skip the Peppol task for non-BE companies. Users can also set the 'Skip task' override on specific company profiles. This will restrict the Peppol task for the company where the override is applied.
Configure a Company profile to SEND invoices
To successfully send invoices via the Peppol network, company profiles associated to the Sales Invoice or Sales Credit Note, must have some fields configured.
Make sure the company linked to the sales invoice or sales credit note has one of the relevant fields filled in.
Company Registration Number (aka ondernemingsnummer) if the company is registered on the Peppol network with this identifier
VAT Number if the company is registered on the Peppol network with this identifier
Peppol Identifier Override can be used if the Peppol identifier is not based on VAT/Company ID, or if it’s a non-Belgian identifier.
Note that the identifier has the follow format
<scheme>:<identifierwhich needs to be a valid Peppol scheme and identifier.
Once the integration is active, Qargo will automatically scan the Peppol database and update data fields:
Peppol Identifier found (toggle)
Peppol settings = Allowed/Not_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.
'RECEIVE 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, confirming the company Peppol registration is valid and active.
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 (drop down): Set to ALLOWED; authorises this company to RECEIVE invoices, 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 Availability' toggle to ON. 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. To bill a regional office directly, that location may use an alternate number, ie: DUNS number as their Peppol identifier.
Custom options
Customisation options include adding:
Customer reference numbers (additional field - activation required)
Purchase order numbers (additional field - activation required)
Include CMR/POD attachments*
*Recommend file size no more than 100MB (invoice+attachments). Oversize files may result in failed tasks. Tasks that fail will generate an error message.
🧰 Custom fields may require activation under 'CONFIGRUATION>Additional fields'. Once configured, the fields should be available to add to the invoice.
Sales Invoice Workflow
The Sales Invoice workflow allows you to send invoices through the Peppol network following these steps:
Create Invoice: Create your Qargo Sales invoice following your existing business process.
Generate pdf of invoice
Post invoice: Post invoice task as part of the invoice workflow
Note: 'Send to accounting' task must be complete before invoice/credit note can be sent to Peppol.
The invoice MUST be in a POSTED status in accounting before sending to Peppol.
There is a hard-coded check to verify this happens.
Submit to Peppol: Submit invoice to Peppol using the 'Send Peppol Task'
• Use the regular 'Send invoice task' to generate and send a proforma invoice for approval before completing the 'Send to Peppol' task.
🎉 Once this task completes you have successfully sent over the invoice via Peppol 🎉
Troubleshooting
Qargo uses the same error message handling for Peppol invoices.
Navigate to the Errors view by clicking on the icon in the top right corner
Use the filter on the NAME column to filter specifically for a Task type
TIP: type 'peppol' into the search field to see associated tasks
Correct the error based on the message and re-trigger
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
Non-BE company peppol failed. If using Quick Actions and updating the invoices in bulk, any companies that are not in Belgium will be skipped, as these companies do not have the same Peppol requirements.
Resolution: View the batch of records being updated in bulk and verify any non-BE companies or subcontractors. Manually send invoice using the 'Send invoice task'.
Invoice not posted. The invoice is not yet in a posted state in the accounting software, therefore the 'Send to Peppol task' did not successfully complete.
Resolution: Update the invoice status to Posted and re-trigger the task.
Company doesn't accept 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.
Invoice with attachments fail. As part of the Peppol registration, companies opt-in to receive specific document types, ie: CMR / POD, etc. If a document which is unsupported is included with the invoice, the invoice will fail. There is also a file size restriction - 100MB max is recommended.
Resolution:
Check the file size, for both invoice & embedded attachments is less than 100MB.
Contact the company and request a Peppol review. Advise them to review Peppol 'document opt-in' and enable the specific document type. Retrigger 'Send Peppol task' once enabled.