PEPPOL Manual

PEPPOL Manual #

Introduction to PEPPOL #

What is PEPPOL? #

PEPPOL (Pan-European Public Procurement On-Line) is an international standardized network for the electronic exchange of commercial documents, particularly invoices. It enables companies and public administrations to send and receive electronic invoices in a secure and standardized manner.

Benefits of PEPPOL #

• Standardization: Unique internationally recognized format (UBL PEPPOL BIS 3.0)
• Security: Encrypted and secure document transmission
• Automation: Reduction of errors and manual processing
• Compliance: Compliance with legal obligations regarding electronic invoicing
• Traceability: Complete tracking of invoice sending and receiving

General operation within ioi #

The ioi system implements PEPPOL via several interconnected modules:

• For sending: ioi Sales Invoice → ioi Doc Gateway Outbox → PEPPOL Network
• For receiving: PEPPOL Network → ioi Doc Gateway Inbox → ioi E-doc Entry Channel (or formerly ioi Doc Scanner)

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Sending PEPPOL Invoices (Sales) #

Initial configuration - ioi Company #

Configuring your company is the first essential step to be able to issue PEPPOL invoices.

Configuration steps:

1. Access the ioi Company module
   • Make sure to configure the main company (marked as is_main)

3.

Managing bank account publication in UBL

A new field Unpublish in UBL invoice (do not publish in UBL invoices) is available on each bank account in ioi Company.

Operation:

• By default: All bank accounts are published in the UBL file

• Unpublish option: Check this box to exclude a specific bank account from UBL generation

  Use cases:

• Internal bank accounts that should not be communicated to customers

• Accounts being closed

• Accounts dedicated to specific uses (salary, etc.)

4. Enter PEPPOL identifiers

The most common PEPPOL identifiers are:

• 0208: Belgian VAT number (format: 0208:BE0123456789)
• 9925: Belgian company number (format: 9925:0123.456.789)

Resources: Complete list of identification schemes

5. Activate sending

• For the sales flow only, it is not necessary to activate PEPPOL reception at this stage

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Sales journal configuration - ioi Sales Journal #

The sales journal must be configured to automatically generate and send PEPPOL invoices.

Configuration in the Facture tab: #

1. Access the E-invoicing block

2. Activate the following options:

   • ☑ Enable UBL PEPPOL BIS 3: Activates PEPPOL format generation
   • ☑ Send to Gateway Outbox: Activates automatic sending to the PEPPOL gateway

3. Configure delivery delay

   • Enter a desired delay (maximum 24 hours recommended)
   • This delay determines when the invoice will be sent after being put on hold

4. Define PDF attachment policy (OPTIONAL)

You have the choice between:

• Mandatory: The PDF must be generated and will be systematically attached to the PEPPOL XML
• Optional: The PDF will be attached if it exists, otherwise the invoice will be sent in XML only

Advantages of not sending the PDF:

• Fully automated process
• Reduced file size
• Faster processing
• The recipient can generate their own PDF from the XML

Use cases for sending the PDF:

• Your customer explicitly requests it
• You have important custom formatting
• Facilitates reading for customers not used to XML

Configuration in the Note de crédit tab: #

Repeat the same settings as for invoices if you also want to send credit notes via PEPPOL.

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Customer configuration - ioi Customer #

Each recipient customer must be configured with their PEPPOL identifier.

Configuration steps:

1. PEPPOL activation for the customer

   • Check the PEPPOL activation box in the customer record → Dropdown
   • Enter the customer’s PEPPOL identifier (usually their VAT number)
     • Automatic update
       • The system performs an automatic update every night
       • The PEPPOL identifier is verified and completed automatically based on the VAT number
     • Or via manual buttons

2. Verification of customer PEPPOL registration

   You can verify if your customer is registered on the PEPPOL network via:

   • Simplified interface: https://directory.peppol.eu/public
   • Technical interface: https://peppol.helger.com/public/menuitem-tools-participant

3. (Optional) Configuration of an alternative PEPPOL identifier: GLN case 🆕 (Tab Peppol)

   In most cases, a customer’s PEPPOL identifier corresponds to their VAT number (scheme 9925 or 0208). However, some customers, particularly institutions such as hospitals or large public administrations use a GLN (Global Location Number) to route invoices to a specific department.

   Simple case: single GLN

   If the customer has a fixed GLN, enter it directly in the customer record like any other PEPPOL identifier:

   • Scheme ID: 0088 (GS1 standard for GLN)
   • Value: the customer’s GLN (e.g. 1234567890123)

   Complex case: multiple recipients based on an invoice field

   Sometimes the same billing customer must receive invoices at different PEPPOL endpoints depending on the context (e.g. depending on delivery customer, department, division…). In this case, use the Channel Rules system.

   How Channel Rules work:

   In the Peppol tab of the customer record, a “Channel rules” table allows you to define conditional rules:

Column	Description
Enabled	Enables or disables the rule
Sales Invoice Field	Invoice field to evaluate (e.g. delivery_customer_id)
Sales Invoice Value	Expected value in that field (e.g. ID of a specific delivery customer)
Peppol Scheme ID	Scheme to use if the rule matches (e.g. 0088)
Peppol Scheme Value	GLN or other identifier value to use

Evaluation logic:

• Rules are evaluated in order
• At the first matching rule, the system uses the defined Scheme ID and value → subsequent rules are not evaluated
• If no rule matches, the system falls back to the standard PEPPOL identifier on the customer record

4. (Optional) Preferred bank account configuration (Tab Bank & Accounting)

A new feature allows you to define which bank account of your company should appear in PEPPOL invoices sent to this customer.

Operation:

• A Preferred Company bank account grid is available in the Bank & Accounting tab
• Automatic population: This grid is automatically filled in when each customer record is saved/modified
• It contains one line per company (ioi Company) configured in your multi-company system
• For each company, you can select:
  • All published accounts (default option): All bank accounts not marked as unpublished will be included in the UBL
  • A specific bank account: Only this account will appear in UBL invoices for this customer

Options available in the dropdown:

• All published accounts (default behavior)
• List of all bank accounts of the concerned company (IBAN + label)

Use cases:

• Customer with payment agreement on a specific account
• Separation of payment flows by customer type
• Accounts dedicated to certain markets or divisions

Security and automatic controls:

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Issuing a PEPPOL invoice - ioi Sales Invoice #

Once the configuration is complete, issuing PEPPOL invoices is automated.

Issuing process:

1. Create your invoice normally

   • Fill in all fields as for a classic invoice
   • Make sure the customer is configured for PEPPOL

2. Bank account selection (Tab More)

   A new field Company bank account allows you to occasionally modify the bank account that will appear in the UBL for this specific invoice.

   Operation:

   • When creating the invoice: The field is empty by default
   • When changing customer: The preferences defined in the customer record are automatically read and applied (before_save mechanism)
   • The customer’s value automatically overwrites the previous value when changing customer
   • You can manually modify this value if necessary for this invoice only
   • The options are the same as in the customer record, but based on the invoice’s division (company_id):
     • All published accounts (default)
     • List of all bank accounts of the concerned company (IBAN)

   Use cases:

   • Exceptional invoice to be paid on a specific account
   • Temporary change of payment method
   • Billing of special services with dedicated account

Impact in the generated UBL file:

• If All published accounts: Generation of one <cac:PaymentMeans> block per non-unpublished bank account
• If specific account: Generation of a single <cac:PaymentMeans> block with the selected account

3. Attachment management

New UBL attachment filtering feature

By default, the system includes all attached files in the invoice in the PEPPOL XML file. This can result in extremely large XML files, slow down processing and sometimes exceed size limits.

Solution: Manual attachment exclusion system

A management system now allows you to selectively exclude certain files from UBL generation, without modifying the standard behavior.

How to use it:

a. Access to the filtering tool:

• In the invoice sidebar (Attachments section)
• Click on the (X In UBL) link which displays:
  • The number of files that will be included in the UBL
  • The total size of files that will be included (on hover)

b. Management interface:

• A window opens listing all attached files
• Each file is displayed with:
  • Its name (truncated if too long, full name on hover)
  • Its size
  • Its status: ✓ Included in UBL (included) or ⊗ Excluded from UBL (excluded)
  • Color coding facilitates reading:
    • Included files: blue background (primary color), white text
    • Excluded files: white background, normal text, gray border

c. Excluding/Including a file

• Simply click on a file to toggle its status
• Exclusion is done by adding the UBL-SKIP-ATTACHMENT tag to the File document
• Files with this tag are ignored during UBL file generation
• The (X In UBL) counter is automatically updated

d. Restrictions

• This feature is only available when the invoice has Draft status
• Once the invoice is on hold or sent, filters can no longer be modified
• UBL generated files (tagged UBL PEPPOL BIS 3.0) are never listed in the filtering interface

Use cases:

• Invoices with many large attachments (photos, plans, etc.)
• Internal documents that should not be transmitted to the customer
• Non-essential ancillary files to the transaction
• Optimization of XML file size for faster sending

4. PDF generation (OPTIONAL)

• If your configuration does not require a PDF: Go directly to the next step
• If your configuration requires a mandatory PDF: Print the invoice before putting it on hold
• If optional PDF: The system will send the PDF only if it has been generated

1. Putting the invoice on hold

   • Change the invoice to En attente status
   • The system automatically generates the PEPPOL XML file (delay: a few minutes)
   • The PDF is attached only if configured and available
   • Only files not tagged UBL-SKIP-ATTACHMENT are included in the UBL

2. Automatic sending

   • After the delay configured in the journal, the invoice is automatically sent via PEPPOL
   • The sending status is displayed directly on the invoice

Possible states: #

• En préparation: Invoice being created
• En attente: XML generated, waiting to be sent

Sending states: #

• Envoyé: Invoice successfully transmitted via PEPPOL
• Erreur: Problem during generation or sending

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Technical module - ioi Doc Gateway Outbox #

This module is primarily intended for administrators and developers, but can be consulted for detailed tracking.

Features:

• Sending visualization
  • List of all invoices sent via PEPPOL
  • Detailed status of each sending
• Log consultation
  • Access the Actions menu
  • Consult detailed logs for troubleshooting
• Not necessary for daily use
  • End users generally do not need to access this module
  • All essential information is available on the invoice itself

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Receiving PEPPOL Invoices (Purchases) #

Initial configuration - ioi Company #

To receive PEPPOL invoices, additional configuration of your company is necessary.

Configuration steps:

1. Activate PEPPOL reception

   • Access the ioi Company module
   • Activate the invoice reception option (BBW PROD)

2. Verify PEPPOL identifiers

   • Make sure PEPPOL identifiers are correctly entered
   • Common schemes: 0208 (Belgian VAT) and 9925 (company number)
   • Complete list: https://docs.peppol.eu/poacc/billing/3.0/codelist/eas/

3. Mandatory registration on the PEPPOL network

   New online registration procedure

   Registration of customers on the PEPPOL network is now done via a simplified online form.

For customers and resellers: #

→ Online registration form: https://sales.silicon-ioi.online/peppol_registration

Registration steps:

1. Access the link above
2. Fill in the form with:
   • Participant name (company name)
   • VAT number (format: BE0123456789 or similar)
3. Validate the registration request
4. A notification is sent to the Silicon ioi team

4. Multi-VAT configuration (if applicable)

Case 1: Multiple VAT numbers, single site

• Create an ioi Company for each VAT number
• Switch to multi-site mode in settings

Case 2: Multiple VAT numbers, separate sites

• Create multiple ioi installations (separate websites)
• Configure each site with its own VAT number
• Avoids multi-site complexity

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Default channel configuration - ioi Doc Scanner Settings #

Define the default processing channel for received invoices.

Channel options:

1. ioi Purchases Invoice (ERP purchase invoices)

   • To process invoices in the complete purchases module
   • Recommended if you use ioi purchases management

2. ioi Purchase Entry (Direct accounting entry)

   • To create an entry directly in accounting
   • Simplified version, without going through the purchases module

3. ioi Purchase Entry/2 (New accounting version)

   • Improved version of direct accounting entry
   • Additional features and optimized interface

Configuration:

1. Access ioi Doc Scanner Settings
2. In the Default Channel field, select your preferred channel
3. Save the configuration

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Technical module - ioi Doc Gateway Inbox #

This module is the first step in receiving PEPPOL invoices.

Operation:

1. Automatic reception

   • PEPPOL invoices first arrive in this module
   • The system automatically processes received documents

2. Automatic transfer

   • Invoices are automatically injected into the next module (ioi E-doc Entry Channel)
   • Transfer generally takes a few seconds

3. Use

   • Purely technical and informative module
   • End users do not need to consult this module
   • All actions are done in the following modules

4. Consultation (if necessary)

   • Allows verification of proper document reception
   • Useful for troubleshooting in case of problem
   • Displays complete reception history

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Processing received invoices - ioi E-doc Entry Channel #

This is the module where you will process received PEPPOL invoices.

Module overview #

Main features:

• Visualization of all received PEPPOL invoices
• Completion of missing data
• Validation and verification of information
• Creation of purchase invoices in the appropriate system

Processing an individual invoice #

Processing steps:

1. Opening the invoice

   • Access the ioi E-doc Entry Channel module
   • Click on the invoice to process

2. Verification of automatically extracted data

   The PEPPOL system generally provides:

   • Supplier information (name, VAT, address)
   • Invoice reference
   • Invoice date and due date
   • Amounts (excl. VAT, VAT, incl. VAT)
   • Invoice lines with details
   • Order references (if applicable)

3. Completion of missing data

   You may need to add:

   • Journal: Select the appropriate purchase journal
   • Period: Choose the accounting period
   • Expense account: If not automatically detected
   • VAT code: If not automatically recognized
   • Analytics: Analytical codes required for your accounting

4. Creating the purchase invoice

   Two options depending on your configured channel:

   Option A: ioi Purchases Invoice

   • Click on Créer facture d'achat
   • A complete invoice is created in the purchases module
   • You can then validate and account for it

   Option B: ioi Purchase Entry (version 1 or 2)

   • Click on Créer écriture comptable
   • An entry is directly created in accounting
   • Ready to be validated

Batch processing (multi-selection) #

To process multiple invoices simultaneously:

1. Preparing invoices

   • Select the invoices to process
   • Click the Check documents button (or equivalent)
   • Invoices change to Checked status

2. Multiple selection

   • Check the boxes of invoices with Checked status
   • Use multiple selection (Ctrl+click or Shift+click)

3. Batch processing

   • Access the Actions menu
   • Select Process checked documents
   • The system automatically creates all purchase invoices

Managing invoices without PDF #

More and more PEPPOL invoices are sent without a PDF attachment, only in structured XML format.

Visualization feature:

1. Button Générer PDF

   • A specific button allows you to view the invoice
   • The system generates a PDF with a generic layout
   • This PDF complies with the received XML data

2. Saving the generated PDF

   • You can save this PDF
   • It can be transferred to the created purchase invoice
   • Useful for archiving and subsequent consultation

3. Using the PDF

   • Visual data verification
   • Sending to other services (validation, approval)
   • Archiving with the purchase invoice

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Document states and statuses #

Received PEPPOL invoices go through different states.

Available statuses:

Status	Code	Description	Required action
En attente	WT	Document received, waiting for processing	Verify and complete
Décodé	DE	Data successfully extracted	Verify data
Vérifié	CK	Validated data, ready to create	Create invoice
Traité	PR	Purchase invoice created	None
Erreur	ER	Problem during processing	Consult error
À gérer	HA	Requires manual intervention	Manual action required
Transféré	DL	Exported/archived document	None

Status change:

• Automatic: WT → DE → CK (if automatic configuration activated)
• Manual: Buttons to change status as needed
• Error: Possible return to a previous status for correction

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Best practices for PEPPOL reception #

Preparation:

1. Keep your supplier database up to date

   • Create supplier records before receiving their invoices
   • Enter VAT numbers correctly

2. Configure default accounts

   • Define default expense accounts per supplier
   • Configure standard VAT codes

3. Define analytics

   • Create analytical allocation rules
   • Configure default values

Archiving:

1. Keep original XMLs

   • PEPPOL XML files have legal value
   • They are automatically archived with the invoice

2. Generate PDFs if necessary

   • For invoices without PDF, generate one
   • This will facilitate subsequent consultations

3. Mark processed invoices

   • Use statuses to track progress
   • Regularly export processed invoices if necessary

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PEPPOL Best Practices (New Features) #

Bank account management #

1. Mark accounts not to publish

   • In ioi Company, check Unpublish in UBL invoice for bank accounts that should not appear in the UBL
   • Use this option for internal accounts, accounts being closed, or dedicated to specific uses

2. Define preferences by customer

   • For customers with specific payment agreements, configure the preferred bank account in the customer record
   • This will avoid payment errors and facilitate reconciliation

3. Verify before sending

   • Before putting an invoice on hold, verify in the More tab that the correct bank account is selected
   • Modify it if necessary for this specific invoice

UBL attachment optimization #

1. Assess the need for attachments

   • Before putting an invoice on hold, use the UBL filter to check the total size of attachments
   • If the size is significant (> 5-10 MB), consider excluding non-essential files

2. Systematically exclude:

   • Large files (high-resolution photos, detailed plans)
   • Internal documents (notes, drafts, correspondence)
   • Temporary or working files
   • Redundant attachments

3. Include only:

   • Required contractual documents
   • Essential supporting documents
   • Documents explicitly requested by the customer

4. Recommended workflow:

   • Attach all necessary files to the invoice
   • Before putting on hold, click on (X In UBL) in the sidebar
   • Exclude non-essential files by clicking on them
   • Check the new counter and total size
   • Put on hold only when configuration is optimal

PEPPOL registration process #

1. For new customers

   • Systematically direct to the online form: https://sales.silicon-ioi.online/peppol_registration
   • No longer create manual requests by email or phone

2. Data verification

   • Make sure the company name is in UPPERCASE
   • Verify VAT number format (no spaces, no special characters)
   • The system automatically cleans data, but correct input from the start is preferable

3. Request tracking

   • Regularly consult the ioi Peppol Registration module
   • Process requests in batches to optimize time
   • Export to CSV only participants not yet registered (Only unpublished)
   • Mark Babelway Registered immediately after registration in Babelway

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Appendices and resources #

External PEPPOL resources #

Official documentation:

• Official PEPPOL site: https://peppol.org/
• BIS 3.0 technical documentation: https://docs.peppol.eu/poacc/billing/3.0/
• List of schema codes: https://docs.peppol.eu/poacc/billing/3.0/codelist/eas/

Verification tools:

• Simplified PEPPOL directory: https://directory.peppol.eu/public
• PEPPOL technical tools: https://peppol.helger.com/public/menuitem-tools-participant

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Common identification schema codes #

Code	Description	Format	Example
0208	VAT number (BE)	0208:BE + 10 digits	0208:BE0123456789
9925	Company number (BE)	9925:XXXX.XXX.XXX	9925:0123.456.789
9938	Luxemburg VAT number	9938:LU + 8 digits	9938:LU12345678
9944	Dutch VAT number	9944:NL + 9 digits + B + 2 digits	9944:NL123456789B01
9930	German VAT number	9930:DE + 9 digits	9930:DE123456789
9957	French VAT number	9957:FR + 11 characters	9957:FR12345678901
9906	Italian VAT number	9906:IT + 11 digits	9906:IT12345678901
0088	GLN/EAN	0088:13 digits	0088:1234567890123

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Supported file formats #

For sending:

• XML UBL 2.1: Mandatory PEPPOL BIS 3.0 format
• PDF: Attached PDF file (optional)
• Other attachments: All types of files (unless excluded via UBL-SKIP-ATTACHMENT)

For receiving:

• XML UBL 2.1: Complete automatic processing
• Included PDF: Automatic extraction and archiving
• Other attachments: Images, Word documents, etc. (if included)

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System tags used #

Tag	Usage	Module
UBL PEPPOL BIS 3.0	Identifies XML UBL files generated by the system	ioi Sales Invoice
UBL-SKIP-ATTACHMENT	Excludes a file from UBL generation	ioi Sales Invoice

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FAQ #

**Q: Can I send PEPPOL invoices to all my customers?**A: No, only to customers registered on the PEPPOL network. First verify their registration via the PEPPOL directory.

**Q: What happens if my customer is not on PEPPOL?**A: The invoice will not be sent via PEPPOL. You will need to use your usual method (email, mail).

**Q: Can I modify a PEPPOL invoice after sending?**A: No, once sent, it can no longer be modified. You must issue a credit note then a new invoice.

**Q: How long are PEPPOL invoices archived?**A: In accordance with legislation, minimum 7 years in Belgium.

**Q: Can I receive PEPPOL invoices from abroad?**A: Yes, PEPPOL is an international network. You can receive invoices from all participating countries.

**Q: Is the PDF mandatory in a PEPPOL invoice?**A: No, the XML contains all legal data. The PDF is optional.

**Q: What to do if I receive an invoice with errors?**A: Contact your supplier to have them issue a credit note and a corrected invoice.

**Q: Can I temporarily disable PEPPOL?**A: Yes, simply disable the option in ioi Sales Journal or ioi Company depending on the flow concerned.

**Q: Can I have multiple bank accounts in a PEPPOL invoice?**A: Yes, if you select All published accounts, all bank accounts not marked as unpublished will be included in the UBL (one <cac:PaymentMeans> block per account). If you select a specific account, only that one will appear.

**Q: What happens if I select a bank account then delete it from ioi Company?**A: The system automatically verifies the account’s existence at each save. If the account no longer exists, the field will be cleared and the default parameter (All published accounts) will be reactivated.

**Q: Are files excluded from UBL deleted from the invoice?**A: No, they remain attached to the invoice and normally accessible in ioi. Only their inclusion in the XML UBL file is affected.

**Q: Can I modify UBL filters after putting the invoice on hold?**A: No, the UBL filter management interface is only accessible when the invoice has Draft status. Once on hold or sent, files included in the UBL are frozen.

**Q: How to register a new customer on PEPPOL?**A: Use only the online form: https://sales.silicon-ioi.online/peppol_registration. No longer go through email or phone.

**Q: How long does it take for a customer to be registered on PEPPOL?**A: Once the request is submitted via the form, the Silicon ioi team generally processes it within 1-2 business days. Actual registration on the PEPPOL network (Babelway) then takes a few additional hours.

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Change history #

Version 2.0 - March 2026 #

New features:

1. Preferred bank account management
   • New field Unpublish in UBL invoice in ioi Company
   • Preferred Company bank account grid in ioi Customer
   • Company bank account field in ioi Sales Invoice
   • Automatic bank account existence control
2. UBL attachment filtering system
   • Graphical attachment management interface
   • UBL-SKIP-ATTACHMENT tag to exclude files
   • (X In UBL) counter in sidebar
   • Display of total size of included files
3. Online PEPPOL registration process
   • Web form for registration requests
   • ioi Peppol Registration module for centralized management
   • Automatic CSV export for Babelway
   • Automatic PEPPOL schema validation
   • BE:EN / BE:VAT duplicate management

Technical improvements:

• Automatic bank account validation before UBL generation
• Automatic data cleaning in registration form
• Duplicate detection and management in PEPPOL registry
• Enhanced security with server configuration verification

Version 1.0 - February 2026 #

Initial PEPPOL documentation with:

• Basic ioi Company configuration
• Sales journal management
• Customer configuration
• Sending and receiving process
• ioi Doc Gateway Inbox/Outbox modules
• Invoice processing in ioi E-doc Entry Channel