Electronic invoicing (EDI)

EDI, or electronic data interchange, is the inter-company communication of business documents, such as purchase orders and invoices, in a standard format. Sending documents according to an EDI standard ensures that the machine receiving the message can interpret the information correctly. Various EDI file formats exist and are available depending on your company's country.

EDI feature enables automating the administration between companies and might also be required by some governments for fiscal control or to facilitate the administration.

Electronic invoicing of your documents such as customer invoices, credit notes or vendor bills is one of the application of EDI.

Odoo supports, among others, the following formats.

Format Name	Applicability
Factur-X (PDF/A-3)	For French and German companies
Peppol BIS Billing 3.0 (UBL BIS Billing 3.0)	For companies whose countries are part of the EAS list
E-FFF	For Belgian companies
XRechnung (UBL)	For German companies
Fattura PA (IT)	For Italian companies
CFDI (4.0)	For Mexican companies
Peru UBL 2.1	For Peruvian companies
SII IVA Llevanza de libros registro (ES)	For Spanish companies
UBL 2.1 (Columbia)	For Colombian companies
Egyptian Tax Authority	For Egyptian companies
E-Invoice (IN)	For Indian companies
NLCIUS (Netherlands)	For Dutch companies
EHF 3.0	For Norwegian companies
SG BIS Billing 3.0	For Singaporean companies
A-NZ BIS Billing 3.0	For Australian/New Zealand companies
Peppol	For Peppol

Configuration

Go to Accounting -> Configuration -> Journals -> Customer Invoices -> Advanced Settings -> Electronic Invoicing and enable the formats you need for this journal.

Once an electronic invoicing format is enabled, XML documents are generated when clicking on Confirm in documents such as invoices, credit notes, etc. These documents are either visible in the attachment section, or embedded in the PDF.

Peppol

The Peppol network ensures the exchange of documents and information between companies and governmental authorities. It is primarily used for electronic invoicing, and its access points (connectors to the Peppol network) allow companies to send electronic documents such as customer invoices and credit notes and receive documents like vendor bills and refunds.

In this case, Odoo acts as both an access point and an SMP and enables electronic invoicing transactions without the need to send invoices or bills by email or post.

Registration

To register on Peppol, go to Accounting -> Configuration -> Settings, scroll to the PEPPOL Electronic Document Invoicing section, and fill in the following information:

• Peppol EAS: Peppol Electronic Address Scheme, which usually depends on the company's country. This field is often prefilled with your country's most commonly used EAS code. For example, the preferred EAS code for most companies in Belgium is 0208.

• Peppol Endpoint: usually a Company Registry number or a VAT number

• Mobile Number, including the country code (e.g., +32 in Belgium)

• Primary contact email

  See also

  • Peppol EAS - European Commision
  • Peppol endpoint - OpenPeppol eDEC Code Lists (open the "Participant Identifier Schemes" as HTML page)

1. Click Validate registration.
2. The registration should be automatically activated, and the Application status should be updated within a day.
3. Select another purchase journal in the Incoming Invoices Journal field if necessary.

All invoices can then be sent directly using Peppol.

Contact verification

Before sending an invoice to a contact using Peppol, make sure the contact is registered as a Peppol participant. To do so, follow these steps:

1. Go to Accounting -> Customers -> Customers and access the customer's form.
2. In the Accounting tab, check the following information in the Electronic Invoicing section:
   • Format: BIS Billing 3.0, XRechnung CIUS, or NLCIUS.
   • Peppol e-address (EAS): Select the relevant EAS code in the dropdown list.
   • Peppol Endpoint: Enter the customer's endpoint identifier.
3. Click Verify. Its Peppol endpoint validity is marked as Valid if the contact is found on the Peppol network.

Send invoices

To generate Peppol documents for invoices of a journal enable the EDI format called 'Peppol' on the journal. This should have happened automatically for countries in which Peppol is used by installing the module. Then confirming an invoice will generate Peppol a document in the format selected on the partner during the contact verification.

Posted invoices to be sent via Peppol are marked as Ready to send in the invoice's PEPPOL status field.

To send the invoice to the customer via Peppol, click Send & Print on the confirmed invoice form. In the Send window, enable Send via PEPPOL options, then click Send & Print (or Send or Send (Peppol) or Print depending on which of the Print and Email options are selected).

Once the invoices are sent via Peppol, their PEPPOL status is changed to Processing.

The status is updated to Done once the invoices have been successfully delivered to the contact's access point.

Receive vendor bills

New documents received via Peppol are checked multiple times a day. Received documents are automatically imported into the purchase journal set in the PEPPOL Electronic Document Invoicing section, and corresponding vendor bills are created as drafts and appear in the vendor bills list view.

Peppol deregistration from Odoo

Only one Peppol receiver registration can be active for each Peppol endpoint identifier at a time. To stop using Odoo as the Peppol access point, e.g., to switch to another provider or reconfigure the registration for a new database, you must first deregister from Peppol. To do so, go to Accounting -> Configuration -> Settings, scroll down to the PEPPOL Electronic Invoicing section, and click Deregister from Peppol.

Once removed, the Peppol registration is deleted from the database, and documents can no longer be sent or received via Peppol in Odoo.