How to send invoices via Open Peppol with Banqup?

Do you need to send invoices to your customers via Open Peppol with Banqup? Here are the steps to follow:

 

Table of contents:

1.Make sure that in the company settings, an IBAN and BIC number are registered.

2.Register your customers in advance in the Customers & Suppliers directory.

3.create/import your invoices on Banqup to send them via Open Peppol.

4.document history.

 

 

1. Check that in the company settings, an IBAN and a BIC number are registered:

Go to the settings:

Then click on "company information":

Here you must insert the IBAN and BIC of your company:

Save:

 

2. Register your customers in advance in the Customers & Suppliers directory:

Go to the "Customers & Suppliers" tab found in your menu on the left :

Then select "clients" and click on "+Add new customer":

Fill in your customer's form with the mandatory information (customer's name, email address, postal address, and VAT number (LU must be capitalized) or Matricule number (11 digits number) 

Note: you can find all this information in the Open Peppol directory: https://directory.peppol.eu/public

Attention: If you have to insert the matricule number instead of the VAT number in the file of your customer, this one must be indicated in the VAT field.

Once your customer's file is complete, don't forget to save it.

When you save the file, Banqup detects if the customer is registered on Open Peppol. If this is the case, a pop-up will appear: 

you will have to click on "Overwrite Channel".

The default channel will automatically be set to "Open Peppol" in your client's file.

Note: if the Open Peppol channel has suddenly disappeared from your customer file, go back to the customer file in the "Customers & Suppliers" directory, click on the concerned file and then on "save", the Open Peppol channel will be proposed again.

 

3. Create/import/send the invoice.

Before sending your invoice via Open Peppol, you must :

Either create it from Banqup => see article 

Either import it in PDF or XML format =>see article

Or, set up your invoicing software so that the import of your invoices is done directly in your account:

( XML or PDF)

=> Settings -> Sales -> Email :

Once your invoice is in Banqup in "draft" status, the OCR will detect the name of your customer thanks to the PDF and the Open Peppol channel will be automatically added.

Warning:  The name of your customer that appears on your invoice must be identical to the one indicated in his customer file in the Banqup directory (otherwise the OCR will create a new customer file in Banqup and the Open Peppol channel will not be detected)

Check that the data in the fields are correct (if you imported a pdf, wait until the OCR has extracted the information from the PDF or fill in the fields manually to go faster). 

Below you will find 4 of the fields for Open Peppol. The first two fields are mandatory. If these are not filled in, the invoice will fail to be delivered.

 

Then click on "Send".

The status will change to "in progress" and after a few minutes the payment time will be updated.

 

4.You can check the history of the document:

Click on the invoice you just sent and then click on "Events" 

Once your invoice is sent, all you have to do is indicate when it is paid (or not paid) and it will be found in the archive tab (including comments and attachments).

Note: If an invoice remains in "in progress" status for more than one day, please contact support@banqup.lu