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Mandatory setup on Customer card
There are three mandatory fields that needs to be filled in on the Customer Card:
Set Document Sending Profile > OSB_PEPPOL
Set Vat Registration no
And fill out Country/Region Code
ELMA check on customer card
All your Norwegian customers able to recieve EHF (PEPPOL files) are registered in ELMA.
When you add Customer VAT Organisation number, it will be automatically checked against the ELMA register and the system will suggest OSB_Peppol as default Invoicetype for the customer.
If the VAT organisation number exist, you will see the message:
If the VAT organisation number is invalid or doesn’t exist, this message will appear:
Sending documents to Swedish or Danish recipients
It is possible to send documents to Swedish and Danish recipients, though currently our app does not have any look-up functionality, if you know the recipient is registered as a PEPPOL recipient you can send to them.
You can use this tool to check if your recipient is applicable: Peppol Directory - Search
How to send PEPPOL document
Create a new Sales Order or open one you already have
Mandatory field: Your ref
Attachment can be added before or after posting, but before sending, in both Sales Order or Sales Invoice, either via Oseberg Dokument, or standard attachment function:
Click on “Documents” to upload attachments or “Details” for drag-n-drop box
From the “Detaljer” pane you can click on YES/NO do define if the document should be attached to the PEPPOL document and be sent to the recipient.
Supported attachments types if sent through PEPPOL are: .xls/xslx, .pdf, txt/csv, png/jpg , other filetypes can be added for internal use, but not sent via PEPPOL.
Go to “Posting” on the main menu > Post and Send
A new window will pop up, click YES.
The invoice is now sent as PEPPOL.
Sales Invoice and Sales Credit Memo has the same mandatory field and the same way of sending the document.
How to check the PEPPOL status
Go to your Role Center, find the tiles “Oseberg E-invoice PEPPOL Status”. These tiles are available for Users with Profile ID “Business Manager” and “Accountant”:
It’s two buttons for checking status.
The one in the front will check for status on all documents that have no errors, and check latest status on the documents in the tile “Sent to document exchange service”.
The second button is to check documents with errors, click on the red error “tile” to open document list:
Documents in error status should be manually checked and updated. They can be resent or you can manually change the status in the error list to “Sent to document Exchange Status”. The document will then be moved back to the “sent to Document Exchange Service” queue, and will now be checked and get updated status when you click on “update exchange status” on front.
You can also check sending status in the list “Posted Sales invoices”:
Posted Sales Invoice and Credit Memo has a status field “Documentation Exchange Status”.
There are three statuses:
Sent to Document Exchange Service
Error
Delivered to sender
If something went wrong during the sending, you’ll see a red text “Delivery Failed” click on the red text to open a dialog box.
Click on the ”Detailed info Available” to download an error log with more detailed information (TXT-file)
If the error is caused by missing setup like Unit codes, Country code etc. you will be able to correct the setup and then resend the document.
Jobqueue for updating status on documents
From the PEPPOL app you can enable a jobqueue that checks for changes periodically.
In the PEPPOL app, press “async jobqueue”
You will be redirected to a new jobqueue, for most of our users, changing settings is not required, enable the queue. Default settings will have the app check for changes once every hour.
Should the jobqueue for some reason fail and go into errorstate you will receive a notification about this in your rolecenter. Follow normal procedure to identify why the jobqueue failed, correct and restart the queue. Contact support if you are unable to solve the problem, if the jobqueue fails, it will not affect sending of documents, only the automatic update of status, it can still be manually checked.
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