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Customer electronic invoices in Australia and New Zealand

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This article explains how to configure and issue customer electronic invoices by using the Australian and New Zealand extension of the Pan-European Public Procurement Online (PEPPOL) format specification.

Prerequisites

Before you complete the tasks in this article, the following prerequisites must be met:

  • The primary address of the legal entity must be in Australia or in New Zealand.

  • The latest versions of the following Electronic reporting (ER) format configurations must be imported. For more information, see Import Electronic reporting (ER) configurations.

    • Peppol Sales Invoice AU-NZ
    • Peppol Sales Credit Note AU-NZ
    • Peppol Project Invoice AU-NZ
    • Peppol Project Credit Note AU-NZ

Note

The ER formats are based on the corresponding Peppol format configurations. Those format configurations, in turn, are based on the UBL format configurations that use the Invoice model configuration and the Invoice model mapping configuration. All required additional configurations are automatically imported.

Configure parameters

Reference the imported ER format configurations

  1. Go to Accounts receivable > Setup > Accounts receivable parameters.

  2. On the Electronic documents tab, on the Electronic reporting FastTab, select the imported formats for electronic documents:

    • Sales and Free text invoice: Peppol Sales Invoice AU-NZ
    • Sales and Free text credit note: Peppol Sales Credit Note AU-NZ
    • Project invoice: Peppol Project Invoice AU-NZ
    • Project credit note: Peppol Project Credit Note AU-NZ

    Formats for electronic documents.

  1. Go to Organization administration > Organizations > Legal entities, and select a legal entity.
  2. On the Addresses FastTab, add a valid primary address for the legal entity.
  3. On the Tax registration FastTab, in the Tax registration number field, enter a valid tax registration number for the legal entity.

Configure customer data

  1. Go to Accounts receivable > Customers > All customers, and select a customer.

  2. On the Addresses FastTab, add a valid address for the customer.

  3. On the Invoice and delivery FastTab, in the Tax exempt number field, enter a valid tax registration number for the customer.

  4. Set the eInvoice option to Yes to enable electronic invoices to be generated.

  5. Set the eInvoice attachment option to Yes to attach a PDF copy of the printable invoice to the electronic invoice, if an attachment is necessary.

  6. On the Sales demographics FastTab, in the Primary contact field, select a person who will be considered the buyer's contact.

    Note

    All available contact persons must already be defined for the selected customer.

Configure units of measure

  1. Go to Organization administration > Setup > Units > Units.

  2. Select a unit ID, and then select External codes.

  3. On the External codes page, in the Overview section, in the Code field, enter a code that corresponds to the selected unit ID.

  4. In Value section, in Value field, enter the external code to use as the units of measure code for international trade.

    Note

    For scenarios where no specific units of measure are assumed, the default value EA (each) is used.

Configure sales tax codes

  1. Go to Tax > Indirect taxes > Sales tax > Sales tax codes.
  2. Select a sales tax code, and then, on the Action Pane, on the Sales tax code tab, in the Sales tax code group, select External codes.
  3. In the Overview section, create a line for the selected unit. In the External code field, enter the sales tax code that you selected in step 2.
  4. In the Value section, in the Value field, enter an external code to use for the selected sales tax code, according to the required codification.

Enter customer requisitions

When you register free text invoices, invoices that are based on sales orders, or project invoices, you must enter a customer requisition. You can also add an optional customer reference.

Enter a customer requisition for a free text invoice

  1. Go to Accounts receivable > Invoices > All free text invoices.
  2. Create a new invoice, or select an existing invoice.
  3. In the Header view, on the Customer FastTab, in the References section, enter values in the Customer requisition and Customer reference fields.

Enter a customer requisition for a sales order

  1. Go to Accounts receivable > Orders > All sales orders.
  2. Create a new sales order, or select an existing sales order.
  3. In the Header view, on the General FastTab, in the References section, enter values in the Customer requisition and Customer reference fields.

Enter a customer requisition for a project invoice

  1. Go to Project management and accounting > Projects > Project contracts.
  2. Create a new project contract, or select an existing project contract.
  3. On Funding sources FastTab, create or select a funding source of the Customer type, and then select Details.
  4. On the Funding source details page, on the Other FastTab, in References section, in the Customer requisition and Customer reference fields, enter default values for the contract.

Export customer electronic invoices

Generate e-invoices

When an invoice is posted, you can generate an electronic invoice from any invoice journal. Select the invoice, and then, on the Action Pane, on the Invoice tab, in the Document group, select Send > Original.

Sending an e-invoice.

View e-invoices

To inquire about the XML files of electronic invoices that have been generated, follow these steps.

  1. Go to Organization administration > Electronic reporting > Electronic reporting jobs.

  2. Select a job, and then select Show files.

    Show files button.

  3. Select Open to download the file that contains the electronic invoice.

If generation of the electronic invoices fails because of errors, select Show log > Message details to view more details about the error.

Viewing message details.

Send e-invoices to ER destinations

You can set up ER destinations for electronic invoice formats. In this case, output XML files that contain electronic invoices are automatically sent to the defined destinations immediately after the invoices are posted. When you post the invoices, you must turn on the Print invoice parameter.

For more information about ER destinations, see Electronic reporting destinations.

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