Configure a Customer for e-Invoicing

Overview

In order to send e-Invoices to your customers, they will need to:

• be registered to receive e-Invoices and have Accounts Payable software that supports the receipt of e-Invoices; 
• have the required mandatory information recorded on their Customer profile; and,
• be set up with a Default Invoice Send Method of e-Invoicing.

Customers Registered for e-Invoicing

Before your customers can receive invoices via e-Invoicing, they’ll need to register with PEPPOL. If they’re not registered, the invoices sent to them will be rejected. To check this, they should contact their Accounts Payable software provider for further instructions. 

You’ll need to ensure that your customers are enabled prior to sending any invoices. 

Please note that as your customers’ setup is not managed within the Astute system, we are not able to support queries regarding your customers’ registration with PEPPOL. 

Mandatory Customer Details and Configuration Requirements

For e-Invoicing, each of your customers must have a Customer Name and a valid ABN set up in Users > Customers > select customer > Customer Entity Details. You can validate their ABN on the ABN Lookup website if you need to confirm. 

You’ll also need to ensure that an accurate address has been set for each relevant Customer, for their default Billing Group, and any additional Billing Group that may be selected on an invoice.

When an invoice is sent via e-Invoicing, Astute will flag any errors relating to the mandatory fields and configuration requirements. 

Default Invoice Send Method

Each customer who will be sent invoices using the e-Invoicing functionality will need to have the Default Invoice Send Method set to e-Invoicing. 

This is managed in Users > Customers > select customer > Default Settings > Invoice Send Method.

 

e-Invoicing Bank Details

In Australian portals where e-Invoicing is enabled, you’ll need to nominate the bank account to use for e-Invoicing in Config > Company Management > select entity > Invoicing > E-Invoicing.

The list of accounts that you can select will include all accounts that have been configured in Config > Company Management > select entity > Accounts, as long as the ‘Allow this account to be used for invoicing’ checkbox is ticked. 

The account that is currently set will be summarised next to the dropdown list, and will show as ‘None selected’ if no account has been chosen. 

 

Buyer Reference

An optional Buyer Reference can be recorded for an employee's job  in Users > Employees > select employee > select job > Payroll Admin if e-Invoicing is enabled in a portal. This field has a maximum length of 100 characters.

In an invoice with multiple invoice items set with a Buyer Reference, the Buyer Reference of the first invoice item will be included in the message. If the first invoice item does not have a Buyer Reference, no Buyer Reference will be mapped in the message. 

If you require a different value to be mapped in your e-Invoicing message, please contact our Support Team to reconfigure the name of this field as it appears in your portal.