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My Peppol Admin Applet
Introduction
The My Peppol Admin Applet is an essential component of the e-invoicing system, designed to manage transactions that are sent or received through the Peppol network. Peppol facilitates the secure and standardized exchange of electronic invoices across borders, ensuring compliance with international e-invoicing frameworks.
This applet provides a structured workflow for handling Peppol transactions, including:
Processing outgoing documents before submission to Peppol.
Managing internal submissions by ensuring invoices contain valid sender and receiver Peppol IDs.
Receiving documents from external suppliers via the Peppol network.
Before proceeding, ensure that:
Invoices have been successfully submitted through LHDN in the My E-Invoice Admin Applet.
Peppol IDs are correctly configured for both senders and receivers.
Your company is registered as a Peppol participant and has a valid Peppol ID.
Accessing the My Peppol Admin Applet
To begin managing Peppol transactions, open the My Peppol Admin Applet. This will provide access to the various sections that handle waiting transactions, internal submissions, and external receptions.
Waiting Queue – Processing Outgoing Documents
Once an invoice has been successfully submitted through LHDN, it appears in the Waiting Queue within the My Peppol Admin Applet. This queue holds all documents pending further processing before they are sent out via the Peppol network.
Processing Transactions in the Waiting Queue
Documents in this queue can be processed in two ways:
Automatic Processing – The system automatically processes 10 records every 15 minutes.
Manual Processing – Users can manually process a document by selecting it and clicking the "PROCESS" button at the top of the listing.
Understanding Document Status
Each document in the Waiting Queue displays its current processing status:
Waiting for Processing – The document is in the queue, awaiting submission.
Error – There is an issue preventing the document from being processed.
Once successfully processed, a green success message will appear:
"Posted to Process", confirming that the document has been processed and is ready for submission through Peppol.
Internal Submission – Sending Documents via Peppol
The Internal Submission section allows users to send documents to recipients using their Peppol ID. This ensures that invoices and other financial documents are securely exchanged between businesses.
Navigating to Peppol AP Under Internal Submission
To send a document via Peppol:
Navigate to the "Internal Submission" section.
Select "To Peppol AP", where documents waiting for transmission will be listed.
Verify that the Peppol Sender ID and Receiver ID are correctly mapped.
Each document will display:
Sender ID – The previously assigned Peppol ID for the issuing company.
Receiver ID – The Peppol ID assigned to the receiving party (customer or supplier).
Verify that both the Sender ID and Receiver ID are correct before submission. Incorrect IDs will result in failed transmissions.
Viewing and Editing Submission Details
To view or modify submission details, select the document from the listing. The system will display the following information:
Document Number
Document Type (Invoice, Credit Note, etc.)
E-Invoice Document Type
Currency and Issue Date
Total Amount (With and Without Tax)
Participant ID
Buyer’s Information
Supplier’s Information
Line Items (Product/Service details included in the document)
To manually review or edit a document before submission:
Click on the document in the listing.
Review all details to ensure that the correct information is displayed.
Confirm that the Peppol IDs for both the sender and recipient are valid.
Click "Submit" to send the document to Peppol.
This process ensures that the document is formatted correctly and reaches the intended recipient without errors.
After verifying all details, the document can be submitted to Peppol, ensuring compliance with the Peppol network's requirements.
External Reception – Receiving Invoices via Peppol
The External Reception section is where users can view documents received from external suppliers via Peppol. If a supplier submits an invoice through Peppol, the document will automatically appear in this section.
Viewing Received Documents
To review incoming invoices:
Navigate to the "External Reception" section.
Select "From Peppol AP" to access the list of received documents.
Click on a document to open its details.
Each received document will contain:
Document Number and Type
Total Amount and Tax Information
Peppol Process ID
Buyer’s and Supplier’s Information
Itemized Transaction Details
Users can verify the accuracy of received documents and ensure that all transactions are properly recorded in their system.
From PEPPOL Edit: Like the internal submission section, double-click on your received document to view key information such as the total amount, tax details, process ID, buyer info, supplier info, and line items.
Ensuring Compliance and Accuracy
The My Peppol Admin Applet plays a crucial role in ensuring that e-invoices are correctly processed and exchanged through the Peppol network. Proper configuration and validation reduce errors and streamline cross-border invoicing.
To maintain compliance with Peppol standards:
Ensure that all sender and recipient IDs are correctly assigned.
Verify that documents meet Peppol format requirements before submission.
Regularly check the Waiting Queue for pending documents.
Review received invoices to ensure they match the expected transactions.
By following this structured workflow, businesses can ensure seamless and error-free electronic invoicing while maintaining compliance with global e-invoicing regulations.
Video Guide: My Peppol Admin Applet
This video introduces the My Peppol Admin Applet, a tool designed to streamline e-invoicing workflows using the Peppol network. Watch the full tutorial here ↓
Next Steps: FAQ & Conclusion
With the My Peppol Admin Applet now configured, you are almost at the final step of the E-Invoice User Manual. The next section, FAQ & Troubleshooting, will address common challenges, provide solutions to common errors, and ensure you have all the knowledge needed to manage e-invoices efficiently.
➜Proceed to FAQ & Troubleshooting - E-invoice Module
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