Usage

After activation and configuration, the PEPPOL module integrates seamlessly into your Perfex CRM workflow. This guide covers all aspects of using the module.

The PEPPOL module adds several new menu items to your CRM:

  • PEPPOL Menu: Main navigation menu for document management
  • PEPPOL Documents: Centralized view of all PEPPOL documents
  • PEPPOL Logs: Detailed logging and audit trails
  • Customer Integration: PEPPOL options appear in customer profiles and invoices

Sending Documents via PEPPOL

Customer PEPPOL Fields

For customers to receive PEPPOL documents, add their PEPPOL information in customer profiles:

Customer PEPPOL

Navigate to the customer profile and provide the PEPPOL register scheme and identifier. We have provided suggest list for scheme. Identifier is mostly part or all of the VAT number.

  • PEPPOL Identifier: Customer's business identifier
  • PEPPOL Scheme: Customer's identifier scheme

Finding Customer PEPPOL Information

  • Directory Lookup: Use the built-in PEPPOL Directory Lookup feature (recommended)
  • Ask customers for their PEPPOL participant details
  • Use PEPPOL directory services to search for registered participants
  • Check with customers' finance departments or PEPPOL registration authority for accurate information

PEPPOL Directory Lookup

The module includes an automated directory lookup feature that searches the official PEPPOL directory to find and populate customer PEPPOL information.

Customer PEPPOL Directory Lookup

Accessing Directory Lookup

Navigate to PEPPOL → Directory to access the directory lookup functionality.

Single Customer Lookup

To lookup PEPPOL information for a single customer:

  1. Navigate to Directory: Go to PEPPOL → Directory
  2. Find Customer: Locate the customer in the directory table
  3. Click Auto Lookup: Use the lookup action for the specific customer
  4. Review Results: The system will either:
  5. Automatically update fields if one match is found
  6. Present multiple options for manual selection
  7. Report no matches found

Bulk Directory Lookup

For processing multiple customers at once:

  1. Access Bulk Lookup: Click "Auto Lookup" button on the directory page
  2. Select Customers: Choose specific customers or process all active customers
  3. Monitor Progress: Watch real-time progress updates during processing
  4. Review Results: Handle any customers requiring manual selection

How Directory Lookup Works

The lookup system:

  • Searches by Company Data: Uses company name, VAT number, and website
  • Smart VAT Matching: Compares customer VAT with participant VAT numbers for exact matching
  • Auto-Population: Automatically fills PEPPOL scheme and identifier fields when a single match is found
  • Manual Selection: Presents options when multiple participants are found
  • Country Mapping: Uses built-in scheme mapping for European countries (BE: 0208, NL: 0106, DE: 9930, etc.)

Handling Multiple Results

When multiple participants are found:

  1. Review Options: System presents all matching participants
  2. Compare Details: View participant names, countries, VAT numbers, and identifiers
  3. Select Match: Choose the correct participant or select "none of these"
  4. Apply Selection: Confirm choice to update customer fields

Selection should prioritize: - Exact company name matches - Exact VAT number correspondence
- Geographic location alignment - Similar business activities

Individual Invoice Sending

Individual Sending

  1. Create Invoice: Create an invoice as usual in Perfex CRM
  2. PEPPOL Indicator: If the customer has PEPPOL information configured, you'll see a PEPPOL send option
  3. Send via PEPPOL: Click the "Send via PEPPOL" button in the invoice view
  4. Status Tracking: Monitor document status from the PEPPOL Documents page

Bulk Document Operations

Bulk Action Sending

The module supports bulk operations for efficiency:

  1. Navigate to Sales → Invoices or Sales → Credit Notes or Customer Profile Invoice/Credit Note tab
  2. You will find a drop down menu
  3. Apply bulk actions like "Send All Unsent" or "Retry Failed" e.t.c

Possible bulk action are : sending and downloading of UBL.

Bulk Action Sending

Sent Document Status Flow

After you send a document, PEPPOL documents follow these status transitions:

  • QUEUED: Document is prepared and waiting to be sent
  • SENT: Successfully transmitted to customer's access point
  • SEND_FAILED: Transmission failed (requires retry)
  • REJECTED: The customer have rejected your received document
  • FULLY_PAID: Invoice has been marked as paid by customer e.t.c

Receiving Documents

Document Reception

The module can receive PEPPOL documents from external parties:

  1. Provider Integration: Documents are received through your PEPPOL provider
  2. UBL Processing: Document data is extracted from UBL format
  3. Document Storage: Creates entries in PEPPOL Documents list
  4. Status Management: Track received document status and responses

Received Document Status Flow

After you received a document, PEPPOL documents follow these status transitions:

  • RECEIVED: Document received from external party
  • ACKNOWLEDGE: Document received from external party is acknowledged
  • ACCEPTED: You have accepted the received document
  • REJECTED: You have rejected the received document e.t.c

Document Tracking and Monitoring

Documents Dashboard

Documents Dashboard

The PEPPOL Documents page provides:

  • Statistics Cards: Overview of sent, received, failed, and paid documents
  • Expense Statistics: Total expenses created from PEPPOL documents
  • Filter Options: Search by status, type, provider, or date range
  • Export Functions: Export document lists for reporting

Managing Received/Sent Documents

For each document (sent to a customer or received), you can:

  • View Details: See complete document information and UBL content
  • Download UBL: Save original UBL files for records
  • Manage Status: Respond to the sender about document status (received documents only)
  • Create Expense: Convert received document to expenses (see below)

Document Details

Document Details

Click on any document to view:

  • Metadata: Document type, dates, amounts, status history
  • UBL Content: Original UBL XML content (formatted)
  • Transmission Info: Provider details and transmission logs
  • Associated Records: Links to related invoices or expenses
  • Attachments: Any additional files or documents

Updating Status (Received Documents)

Document Status Updating

For received documents, you can respond to seller by updating status i.e acknowleging receipt, marking as paid or rejected. You have the option to provide reasons and reason codes according to PEPPOL standard.

Expense Management

Converting Documents to Expenses

Create expenses from received PEPPOL documents:

Expense Creation

  1. Eligible Documents: Only FULLY_PAID invoices and ACCEPTED credit notes that were received from external parties
  2. Data Extraction: Document information is extracted from UBL content
  3. Pre-filled Forms: Expense forms are pre-populated with available document data
  4. Manual Review: Review and modify the expense details before creating

Document Data Processing

When creating expenses, the system: - Extracts Basic Info: Amount, date, vendor information from UBL - Includes References: PEPPOL document ID and vendor details in notes - Handles Currency: Uses document currency and amounts - Links Records: Maintains connection between PEPPOL document and expense

Advanced Features

Provider Integration

Current provider support:

  • Built-in Ademico Provider: Ready to use with proper configuration
  • Provider Framework: Architecture supports additional providers through development
  • Configuration Management: Each provider has its own settings and connection testing

Best Practices

Sending Documents

  1. Verify Customer Data: Always confirm PEPPOL identifiers before first use
  2. Test in Sandbox: Use provider sandbox environments for initial testing
  3. Monitor Status: Regularly check document status and respond to customer actions
  4. Maintain Records: Keep backup copies of important documents

Managing Expenses

  1. Review Before Creating: Always review auto-detected tax and payment information
  2. Categorize Properly: Assign appropriate expense categories
  3. Track References: Maintain clear links between PEPPOL documents and expenses
  4. Regular Reconciliation: Periodically reconcile PEPPOL expenses with bank statements

Troubleshooting

Common issues and solutions:

  • Send Failures: Check customer PEPPOL information is correctly configured
  • Provider Connection Issues: Verify API credentials and provider settings
  • Expense Creation Issues: Ensure document status is FULLY_PAID (invoices) or ACCEPTED (credit notes)
  • Document Status Issues: Check provider connectivity and document processing logs

For detailed technical information and custom provider development, see the Provider Development guide.