PEPPOL

  • About the format and the European standard
    1. Getting Started with Invoicing via PEPPOL
      1. About the Format and the European Standard
      2. Invoice Content Requirements for PEPPOL BIS Billing v3
      3. How Do I Test Against PEPPOL BIS V3? (Validation of Your Test Invoices)
      4. Most Common Approved Unit Codes in PEPPOL BIS Billing V3
      5. Swedish Means of Payment in PEPPOL BIS 3
    2. Interpreting Error Messages
      1. Common Errors That Can Occur (PEPPOL)
      2. PEPPOL Errors Requiring Corrections in the Invoice Data
    3. More Information
      1. Frequently Asked Questions about PEPPOL

    With the European Standard for e-invoices, EN16931, stricter requirements are imposed on the content of e-invoices.

    EN16931 is not a format in itself, but a standard that determines what should be included in an e-invoice. Peppol BIS Billing 3, on the other hand, is a format that meets the standard and is the format that most of Europe will use.

    With this guide, we want to help you with your invoicing to invoice recipients within Peppol and provide advice on how to ensure that your invoices are correct.

  • Requirements for Invoice Content for PEPPOL BIS Billing v3
    1. Getting Started with Invoicing via PEPPOL
      1. About the Format and the European Standard
      2. Invoice Content Requirements for PEPPOL BIS Billing v3
      3. How Do I Test Against PEPPOL BIS V3? (Validation of Your Test Invoices)
      4. Most Common Approved Unit Codes in PEPPOL BIS Billing V3
      5. Swedish Means of Payment in PEPPOL BIS 3
    2. Interpreting Error Messages
      1. Common Errors That Can Occur (PEPPOL)
      2. PEPPOL Errors Requiring Corrections in the Invoice Data
    3. More Information
      1. Frequently Asked Questions about PEPPOL

    Peppol BIS Billing 3 (hereafter referred to as BIS 3.0) has higher requirements for invoice content than the Svefaktura format, which is still the most common in Sweden (as of February 2019). These stricter requirements are due to the regulations that apply to the European Standard, EN16931.

    Differences Between Svefaktura and BIS 3.0

    Click on the respective headings below to get the current information.

    VAT and Tax

    Lines

    1. In Svefaktura, there is no need to include information about the VAT rate at the line level. It is sufficient to have a summary of all amounts.
    2. In BIS 3.0, each line must contain information about the VAT rate used, even if it is the same for all lines.

    Totals

    1. Svefaktura can be created without a TaxTotal, for example, if the invoice is domestic and without VAT.
    2. BIS 3.0 requires that there is at least one TaxTotal, even if it is empty. See the next point.

    Tax and VAT Category

    1. Svefaktura has only two different categories for tax. S, which is standard, and E, which is an exception.
    2. For BIS 3.0, there are several new categories to be used. The most common are AE, A, G, O, S, and Z.

      All codes are available here: http://docs.peppol.eu/poacc/billing/3.0/codelist/UNCL5305/

    VAT Exemption

    1. If a Svefaktura has 0% VAT on one or more products, there should be an explanation, ExemptionReason, explaining why it is 0%.
    2. BIS 3.0 requires an explanation, ExemptionReason, of why the VAT rate is 0%. Indicate if it is, for example, export, exemption, or "construction VAT" with the correct code, see above.
      Note! Validation has no ability to check if it is a certain type of exemption, so one solution is to continue with category E, but also include an explanation in plain text.

    VAT Rates

    1. If the issuer has country code SE, only 6%, 12%, and 25% VAT can be used in BIS 3.0 when using category S.

      More information:
      http://docs.peppol.eu/poacc/billing/3.0/rules/SE-R-006/

    Approved for F-tax

    1. If the issuer has country code SE, it must explicitly state "Approved for F-tax" as ExemptionReason for the invoice to be approved according to BIS 3.0.

      More information:
      http://docs.peppol.eu/poacc/billing/3.0/rules/SE-R-005/

    Mathematics

    There is a significant difference in the validation of mathematics between Svefaktura and BIS 3.0. This can create challenges for you as an invoice issuer. 
     

    Decimals

    1. Svefaktura does not actually have any limitation on how many decimals can be used, but four decimals have become a de facto standard.
    2. BIS 3.0 has somewhat more complicated rules for decimals.

      Totals/Amount 
      All fields containing totals may have a maximum of two decimals.
      Unit prices, quantities, and percentages, however, have no limitation on decimals.

      More official information about BIS 3 is available at Peppol>>

      All rules are available here:
      http://docs.peppol.eu/poacc/billing/3.0/rules/UBL-DT-01/

    Calculations

    Calculations are done very precisely in BIS 3.0 and must match to the cent. All fields with totals may only have two decimals, and it is important to be aware of rounding rules.

    Example: 12.3951 = 12.40 while 12.394 = 12.39

    Negative Invoice Lines

    1. Only Quantity may be negative in BIS 3.0.
      Unit price may not be less than 0. 

      Read more: 
      https://docs.peppol.eu/poacc/billing/3.0/rules/ubl-tc434/BR-27/ 

    More detailed information about calculations can be found in the official documentation >>

    References

    References to other documents and objects differ significantly between Svefaktura and BIS 3.0.

    Purchase Order Number 

    1. In Svefaktura, one can have one order number per invoice line. BuyersID
    2. In BIS 3.0, it can only be at the document level. OrderReference/ID

    Reference Codes

    1. Svefaktura requires a reference code, RequisitionistDocumentReference #1.
    2. BIS 3.0 does not require a reference code, BuyerReference, but there must be either a BuyerReference or an OrderReference/ID.

    Cost Center

    1. In BIS 3.0, there is a separate field where you can provide information that the recipient can use for, for example, accounting. This field is called AccountingCost. It exists at both the document and line levels.
    2. There is no field intended for this in Svefaktura. Sometimes RequisitionistDocumentReference #2. is used.

    Contract

    1. Svefaktura uses the field AdditionalDocumentReference together with various attributes for contracts, in this case CT. It is possible to specify this multiple times.
    2. BIS has its own field for this, ContractDocumentReference, and you can only have one contract per invoice.

    Agreement

    1. Svefaktura uses the field AdditionalDocumentReference together with various attributes for agreements, in this case ACD. It is possible to specify this multiple times.
    2. BIS 3.0 uses the more general field AdditionalDocumentReference, along with a specific code list. Read more about these at the bottom of the document.

    Delivery Notes

    1. Can NO longer be specified per invoice line in BIS 3.0, DespatchDocumentReference, but should only be used at the document level. If you still need to use it per line, a note on each line is recommended.

    Delivery Date

    1. Cannot be specified on the invoice line in BIS 3.0 other than as a note. It must be specified per document. ActualDeliveryDate

    Parties

    Country Codes

    1. In BIS 3.0, it is an absolute requirement that all parties have country codes and that these country codes are coded according to ISO 3166-1. So make sure all your customers have a country code.

    Addresses

    1. In BIS 3.0, Department and Postbox are no longer included as separate fields. From now on, there is a general AddressLine that applies.

    Names of Parties

    1. With BIS 3.0, a new mandatory field is introduced, which is RegistrationName. This is the registered name of the company. It is mandatory to include this for both buyer and seller.
    2. There is also a field for the party's "trade name" PartyName, but it is optional.

    Organization and VAT Registration Numbers

    1. For Svefaktura, there are actually no requirements for the content. You can enter "anything" in these fields without breaking the standard. However, problems may arise during reading and matching.
    2. For BIS 3.0, there are many rules regarding the content of these fields concerning, for example, the number of characters, prefixes, and country codes.

    Items and Invoice Lines

    One significant difference between Svefaktura and BIS 3.0 is that quantity, name, and price are all mandatory in BIS 3.0 while they were optional in Svefaktura. If your invoices have so-called zero lines to "create some space" and make the invoice more readable, you should review these and work to eliminate them.
     

    Unit Codes

    For example, EACH, METER, or HOURS. unitCode

    1. BIS 3.0 requires that these comply with UN/ECE Rec 20 or 21.
    2. In Svefaktura, there are no specific requirements for these codes.

      More information can be found in our article on approved units.

    Prices

    1. Unit price, PriceAmount, can have unlimited decimals in BIS 3.0.
    2. Line total in BIS 3.0, LineExtensionAmount, is, however, limited to two decimals.

    Quantity 

    InvoicedQuantity 

    1. Must always be present in BIS 3.0. No limitation regarding the number of decimals.
    2. This is optional in Svefaktura.

    Name

    Name

    1. In BIS 3.0, Name is mandatory while Description, Description, is optional.
    2. They are optional in Svefaktura. 

    Attachments

    BIS 3.0 only allows six different document types as attachments. This means that only documents with the following file extensions are approved to be sent as attachments to BIS 3.0:

    • .csv
    • .pdf
    • .png
    • .jpg
    • .xlsx
    • .ods

    Code Lists

    With BIS 3.0, it is required to keep track of a number of code lists. Some have already been mentioned above, but below is a collection of these. 
     

    1. Currency codes must be specified according to ISO 4217.
    2. Country codes must follow ISO 3166-1 alpha-2.
    3. Unit codes must be included in UN/ECE Rec20 or UN/ECE Rec21.
    4. Electronic Address Identifiers must follow CEF's list.
    5. Party identifications must follow ISO 6523.
    6. VAT categories are from the list UNCL5305.
    7. Additional Document Reference is a type of extended information or reference to another document. Must follow UNCL 1153.

    All code lists required can be found on the official page for BIS 3.0.

    InExchange Helps You Comply with BIS 3.0

    Even though the above list is quite long and full of challenges for your business system, you can actually be calm. If you send invoices with us, we ensure that most of the requirements are solved completely automatically.

    You can already test your invoices by reading this guide.

  • How do I test against PEPPOL BIS V3? (Validation of your test invoices)
    1. Getting Started with Invoicing via PEPPOL
      1. About the Format and the European Standard
      2. Invoice Content Requirements for PEPPOL BIS Billing v3
      3. How Do I Test Against PEPPOL BIS V3? (Validation of Your Test Invoices)
      4. Most Common Approved Unit Codes in PEPPOL BIS Billing V3
      5. Swedish Means of Payment in PEPPOL BIS 3
    2. Interpreting Error Messages
      1. Common Errors That Can Occur (PEPPOL)
      2. PEPPOL Errors Requiring Corrections in the Invoice Data
    3. More Information
      1. Frequently Asked Questions about PEPPOL

    To easily test your invoices to see if they meet the requirements for the Peppol BIS 3 invoice format, we have created a test company. By sending invoices and credit notes to this company, you can start testing without our involvement. 

    Select the test company as a customer when you send your test invoices for validation.

    Company information for the test company:

    Name InExchange Factorum PEPPOL BIS 3 test company
    Org 556700-9989
    VAT SE556700998901
    GLN 7365567009983


    Documents are validated as soon as you send something to this recipient and you will receive feedback in the same way as usual.

    Important to consider when sending your test invoices:

    Do not just send one invoice and one credit note for example SEK 1, but really try to create documents that reflect your and your customers' reality. Send test invoices with, for example, multiple tax rates, different fees, and discounts. Perhaps you have several different payment methods? Customers in other countries? And so on.

    Invoices sent to the test company are handled solely as test documents. These are NOT handled as original documents or as basis for accounting by InExchange.

  • The Most Common Approved Unit Codes in PEPPOL BIS Billing V3
    1. Getting Started with Invoicing via PEPPOL
      1. About the Format and the European Standard
      2. Invoice Content Requirements for PEPPOL BIS Billing v3
      3. How Do I Test Against PEPPOL BIS V3? (Validation of Your Test Invoices)
      4. Most Common Approved Unit Codes in PEPPOL BIS Billing V3
      5. Swedish Means of Payment in PEPPOL BIS 3
    2. Interpreting Error Messages
      1. Common Errors That Can Occur (PEPPOL)
      2. PEPPOL Errors Requiring Corrections in the Invoice Data
    3. More Information
      1. Frequently Asked Questions about PEPPOL

    Here are the most common units of measurement that can be used as unit codes in your invoices according to the Peppol BIS standard.

    Complete list for UN/ECE Rec 20

    UN/CEFACT (unit code) Meaning
    C62 no unit
    EA each
    28 kg/m²
    2N dB
    4H µm
    4K mA
    4P N/m
    A24 cd/m²
    A86 GHz
    A94 g/mol
    B22 kA
    B32 kg • m2
    B43 kJ/(kg.K)
    B49 kΩ
    B61 lm/W
    BAR bar
    BX Box / Box
    C16 mm/s
    C24 mPa.s
    C26 ms
    C45 nm
    C65 Pa.s
    C91 1/K
    C94 min-1
    CDL cd
    CEL °C
    CMQ cm³
    CMT cm
    D33 T
    D52 W/K
    D74 kg/mol
    DAY d
    DD °
    E01 N/cm²
    E32 l/h
    FAR F
    GM g/m²
    GRM g
    HTZ Hz
    HUR h
    KEL K
    KGM kg
    KGS kg/s
    KHZ kHz
    KL kg/m
    KMQ kg/m³
    KVT kV
    KWT kW
    L2 l/min
    LTR l
    LUM lm
    LUX lx
    MBR mbar
    MHZ MHz
    MIN min
    MMK mm²
    MMQ mm³
    MMT mm
    MPA MPa
    MQH m3/h
    MQS m³/s
    MTK m²
    MTQ m³
    MTR m
    MTS m/s
    NEW N
    NU N • m
    NU N.m
    OHM Ω
    P1 %
    PAL Pa
    SEC s
    VLT V
    WTT W
  • Common Errors That Can Occur (PEPPOL)
    1. Getting Started with Invoicing via PEPPOL
      1. About the Format and the European Standard
      2. Invoice Content Requirements for PEPPOL BIS Billing v3
      3. How Do I Test Against PEPPOL BIS V3? (Validation of Your Test Invoices)
      4. Most Common Approved Unit Codes in PEPPOL BIS Billing V3
      5. Swedish Means of Payment in PEPPOL BIS 3
    2. Interpreting Error Messages
      1. Common Errors That Can Occur (PEPPOL)
      2. PEPPOL Errors Requiring Corrections in the Invoice Data
    3. More Information
      1. Frequently Asked Questions about PEPPOL

    After you have sent the invoice, you will receive feedback on the invoice delivery in case of any errors. Each individual error starts with the error code within square brackets [ ] and after the code comes the error message as specified by the standard.

    Examples of error messages in InExchange Network

    Error Code Error Message Comment
    [BR-08] An Invoice shall contain the Seller postal address.  
    [BR-10] Invoice shall contain the Buyer postal address (BG-8).  
    [BR-23] Invoice line (BG-25) shall have an Invoiced quantity unit of measure code (BT-130). Quantity code must match the predefined ones within Peppol Bis. See the link below for specification: http://docs.peppol.eu/poacc/billing/3.0/bis/#_unit_of_measure
    [BR-27] Item net price (BT-146) shall NOT be negative  
    [BR-CL-10] identifier identification scheme identifier MUST be coded using one of the ISO 6523 ICD list. Mandate reference MUST be provided for direct debit.  
    [BR-CL-13] classification identifier identification scheme identifier MUST be coded using one of the UNTDID 7143 list. Item net price MUST equal (Gross price - Allowance amount) when gross price is provided.  
    [BR-CL-14] Country codes in an invoice MUST be coded using ISO code list 3166-1 Invoice line net amount MUST equal (Invoiced quantity * (Item net price/item price base quantity) + Sum of invoice line charge amount - sum of invoice line allowance amount Invoice line net amount MUST equal (Invoiced quantity * (Item net price/item price base quantity) + Sum of invoice line charge amount - sum of invoice line allowance amount Country code MUST be according to ISO 3166 Alpha-2.  
    [BR-CO-04] Invoice line (BG-25) shall be categorized with an Invoiced item VAT category code (BT-151).  
    [BR-CO-09] Seller VAT identifier (BT-31), the Seller tax representative VAT identifier (BT-63) and the Buyer VAT identifier (BT-48) shall have a prefix in accordance with ISO code ISO 3166-1 alpha-2 by which the country of issue may be identified. Nevertheless, Greece may use the prefix ‘EL’.  
    [BR-CO-13] total amount without VAT (BT-109) = Σ Invoice line net amount (BT-131) - Sum of allowances on document level (BT-107) + Sum of charges on document level (BT-108).  
    [BR-CO-15] total amount with VAT (BT-112) = Invoice total amount without VAT (BT-109) + Invoice total VAT amount (BT-110).  
    [BR-CO-16] due for payment (BT-115) = Invoice total amount with VAT (BT-112) - Paid amount (BT-113) + Rounding amount (BT-114).  
    [BR-CO-17] category tax amount (BT-117) = VAT category taxable amount (BT-116) x (VAT category rate (BT-119) / 100), rounded to two decimals. Incorrectly calculated VAT, the decimals do not match the specified values for the field cbc:TaxAmount (cac:TaxSubtotal / cbc:TaxableAmount x cac:TaxSubtotal / cac:TaxCategory / cbc:Percent), must be rounded down to two decimals, and match exactly with TaxableAmount x Percent
    [BR-CO-18] An Invoice shall at least have one VAT Breakdown group (BG-23). A summary must always exist of what VAT rates are included in the document, a summary of sums. TaxSubTotal
    [BR-E-08] a VAT Breakdown (BG-23) where the VAT category code (BT-118) is "Exempt from VAT" the VAT category taxable amount (BT-116) shall equal the sum of Invoice line net amounts (BT-131) minus the sum of Document level allowance amounts (BT-92) plus the sum of Document level charge amounts (BT-99) where the VAT category codes (BT-151, BT-95, BT-102) are “Exempt from VAT".  
    [BR-S-01] Invoice that contains an Invoice line (BG-25), a Document level allowance (BG-20) or a Document level charge (BG-21) where the VAT category code (BT-151, BT-95 or BT-102) is “Standard rated” shall contain in the VAT Breakdown (BG-23) at least one VAT category code (BT-118) equal with "Standard rated"  
    [BR-S-05] an Invoice line (BG-25) where the Invoiced item VAT category code (BT-151) is "Standard rated" the Invoiced item VAT rate (BT-152) shall be greater than zero. For Swedish suppliers, only standard VAT rate of 6, 12 or 25 are used  
    [BR-S-08] each different value of VAT category rate (BT-119) where the VAT category code (BT-118) is "Standard rated", the VAT category taxable amount (BT-116) in a VAT Breakdown (BG-23) shall equal the sum of Invoice line net amounts (BT-131) plus the sum of document level charge amounts (BT-99) minus the sum of document level allowance amounts (BT-92) where the VAT category code (BT-151, BT-102, BT-95) is “Standard rated” and the VAT rate (BT-152, BT-103, BT-96) equals the VAT category rate (BT-119)  
    [BR-S-09] VAT category tax amount (BT-117) in a VAT Breakdown (BG-23) where VAT category code (BT-118) is "Standard rated" shall equal the VAT category taxable amount (BT-116) multiplied by the VAT category rate (BT-119).  
    [BR-S-10] A VAT Breakdown (BG-23) with VAT Category code (BT-118) "Standard rate" shall not have a VAT exemption reason code (BT-121) or VAT exemption reason text (BT-120).  
    [BR-64] The Item standard identifier (BT-157) shall have a Scheme identifier There must be a SchemeID on the element ubl:Invoice / cac:InvoiceLine / cac:Item / cac:StandardItemIdentification / cbc:ID. It is unclear what though...
    [BR-CO-14] Invoice total VAT amount (BT-110) = Σ VAT category tax amount (BT-117).  
    [SE-R-005] For Swedish suppliers, when using Seller tax registration identifier, 'Approved for F-tax' must be stated  
    [SE-R-006] For Swedish suppliers, only standard VAT rate of 6, 12 or 25 are used  
    [DK-R-014] For Danish Suppliers it is mandatory to use schemeID when PartyLegalEntity/CompanyID is used for AccountingCustomerParty or AccountingSupplierParty  
    [PEPPOL-EN16931-CL005] Country code MUST be according to ISO 3166 Alpha-2.  
    [PEPPOL-EN16931-R120] -Invoice line net amount MUST equal (Invoiced quantity * (Item net price/item price base quantity) + Sum of invoice line charge amount - sum of invoice line allowance amount

    The error message means that an invoice line does not comply with PEPPOL's calculation rule:
    Quantity × Unit price + charge − discount = total amount, rounded to two decimals.

    Common causes are that the quantity or unit price has been rounded on the invoice, but not in the ERP system, which causes a discrepancy.

    - Check that quantity, unit price, charges, and discounts are correctly calculated.

    - Ensure that the total follows the formula above and is rounded to exactly two decimals.
    [PEPPOL-EN16931-R040] Allowance/charge amount must equal base amount * percentage/100 if base amount and percentage exists  
    [PEPPOL-EN16931-R006] Only one invoiced object is allowed on document level  
    [PEPPOL-EN16931-R053] Only one tax total with tax subtotals MUST be provided.  
    [PEPPOL-EN16931-R054] Only one tax total without tax subtotals MUST be provided when tax currency code is provided.  


    Below is a quick guide on how these messages should be interpreted.


    Standard, format, region-specific or BIS error?

    Below are brief descriptions of the most common errors that may occur.

    Standard Error - error code starts with [BR]

    If the error code starts with BR, e.g., [BR-CL-03], it means that the error violates EN16931, thus the standard. These errors occur regardless of who the issuer or recipient is and must be corrected. All error codes are available here: http://docs.peppol.eu/poacc/billing/3.0/rules/

    Example

    [BR-CL-03] - currencyID MUST be coded using ISO code list 4217 alpha-3

    The currency used in the document must be coded according to an ISO code list.

    Format Error - error code starts with [UBL]

    If the error code starts with UBL, e.g., [UBL-DT-01], the error is such that the content violates the UBL format, which is the origin of Peppol BIS.

    Example

    [UBL-DT-01] - Amounts shall be decimal up to two fraction digits

    All amounts in the document must be stated with a maximum of two decimals.

    Region-Specific Error - error code starts, for example, with [SE]

    If the error code starts with a country code, e.g., SE, DK, IT, or NO, it means that the document violates the region-specific rules that exist in Peppol BIS Billing 3. It is possible to create country-specific rules for Peppol BIS, which are "triggered" by the country codes present on the issuer/supplier.

    Example

    [SE-R-004] - Swedish organisation numbers consist of 10 characters

    If the issuer has country code SE, the organization number must consist of 10 digits, which is the standard for Swedish companies.

    BIS - error code starts with [PEPPOL]

    And finally, if the error code starts with PEPPOL, e.g., [PEPPOL-EN16931-R121], the error is of a nature that causes the document to violate rules specific to Peppol BIS Billing 3, which were created by OpenPEPPOL.

    Example

    [PEPPOL-EN16931-R121] - Base quantity MUST be a positive number above zero

    For an invoice line, the quantity must always be 0 or a positive number. If one wants to credit only a certain line on an invoice, the unit price must be negative and the quantity positive.

  • Peppol errors that require corrections in the invoice material
    1. Getting Started with Invoicing via PEPPOL
      1. About the Format and the European Standard
      2. Invoice Content Requirements for PEPPOL BIS Billing v3
      3. How Do I Test Against PEPPOL BIS V3? (Validation of Your Test Invoices)
      4. Most Common Approved Unit Codes in PEPPOL BIS Billing V3
      5. Swedish Means of Payment in PEPPOL BIS 3
    2. Interpreting Error Messages
      1. Common Errors That Can Occur (PEPPOL)
      2. PEPPOL Errors Requiring Corrections in the Invoice Data
    3. More Information
      1. Frequently Asked Questions about PEPPOL

    Exchange cannot automatically resolve errors when converting to Peppol BIS Billing 3.0. These errors require adjustments to the invoice material to enable conversion. This may be due to the business system calculating or rounding incorrectly or missing data or information needed for the conversion.

    Contact our support or the provider of the business system you are using for assistance.

    Code Error message
    [BR-07]

    An Invoice shall contain the Buyer name (BT-44).

    Explanation:
    There must be a company name for the buyer on the invoice.

     
    [BR-10]

    An Invoice shall contain the Buyer postal address (BG-8).

    Explanation:
    A buyer must have at least one postal address and at least one country code.

     
    [BR-15]

    An Invoice shall have the Amount due for payment (BT-115).

    Explanation:
    All invoices must have an amount that is to be paid.

     
    [BR-64]

    The Item standard identifier (BT-157) shall have a Scheme identifier.

    Explanation:
    If a standardized item number is used, a scheme must exist for it. It should also be a GLN.

     
    [BR-CL-13]

    Item classification identifier identification scheme identifier MUST be coded using one the UNTDID 7143 list.

    Explanation:
    The scheme specified for the standardized item numbers must be included in the code list provided by PEPPOL.
    http://docs.peppol.eu/poacc/billing/3.0/codelist/UNCL7143/

     
    [BR-CL-24]

    For Mime code in attribute use MIMEMediaType.

    Explanation:
    The correct code for the approved attachment types must be specified.

     
    [BR-CO-13]

    Invoice total amount without VAT (BT-109) = Σ Invoice line net amount (BT-131) - Sum of allowances on document level (BT-107) + Sum of charges on document level (BT-108).

    Explanation:
    This means that the mathematics in an invoice must be correct. The error message states the formula for how it is calculated.

     
    [BR-CO-14]

    Invoice total VAT amount (BT-110) = Σ VAT category tax amount (BT-117).

    Explanation:
    The total VAT amount on the invoice must be the sum of all the different VAT rate amounts.

     
    [BR-CO-16]

    Amount due for payment (BT-115) = Invoice total amount with VAT (BT-112) - Paid amount (BT-113) + Rounding amount (BT-114).

    Explanation:
    The amount to be paid must match the mathematics.

     
     [BR-CO-17]

    VAT category tax amount (BT-117) = VAT category taxable amount (BT-116) x (VAT category rate (BT-119) / 100), rounded to two decimals.

    Explanation:
    Check that the various VAT amounts match the applicable VAT rate. Rounded to a maximum of 2 decimal places.

     
    [BR-E-02]

    An Invoice that contains an Invoice line (BG-25) where the Invoiced item VAT category code (BT-151) is “Exempt from VAT” shall contain the Seller VAT Identifier (BT-31), the Seller tax registration identifier (BT-32) and/or the Seller tax representative VAT identifier (BT-63).

    Explanation:
    If an invoice contains an invoice line that is exempt from VAT, information about the seller's VAT number must be included on the invoice.

     
    [BR-E-08]

    In a VATBreakdown (BG-23) where the VAT category code (BT-118) is "Exempt from VAT" the VAT category taxable amount (BT-116) shall equal the sum of Invoice line net amounts (BT-131) minus the sum of Document level allowance amounts (BT-92) plus the sum of Document level charge amounts (BT-99) where the VAT category codes (BT-151, BT-95, BT-102) are “Exempt from VAT".

    Explanation:
    The sum of invoice lines that are exempt from VAT must match the total.

     
    [PEPPOL-EN16931-CL001]

    Invalid Mime code.

    Explanation:
    Incorrect attachment type/file extension.
    Only .csv, .pdf, .png, .jpg, .xlsx and .ods are allowed.

     
    [PEPPOL-EN16931-R046]

    Item net price MUST equal (Gross price - Allowance amount) when gross price is provided.

    Explanation:
    Net price must be gross price minus discount if gross price is specified.

     
    PEPPOL-EN16931-R120]

    Invoice line net amount MUST equal (Invoiced quantity * (Item net price/item price base quantity) + Invoice line charge amount - Invoice line allowance amount.

    Explanation:
    In plain text, the rule states:
    Quantity * (Base Price / Base Quantity)) + Charge - Allowance + 0.02 >= Line Amount
    AND
    Quantity * (Base Price / Base Quantity)) + Charge - Allowance - 0.02 <= Line Amount

    What we can correct are typographical errors, for example:
    1) Line Amount = -100 and Quantity = 1 -> Quantity = -1
    2) Base Price < 0 -> Base Price > 0 (see also [BR-27])

    NOTE! We ONLY correct pure typographical errors.

     
    [SE-R-006]

    For Swedish suppliers, only standard VAT rate of 6, 12 or 25 are used.

    Explanation:
    As a Swedish issuer of invoices, you may only use 6, 12, or 25% as the VAT rate.

    0% is considered an exemption, but is of course also accepted.

     
    [BR-S-01] "An Invoice that contains an Invoice line (BG-25), a Document level allowance (BG-20) or a Document level charge (BG-21) where the VAT category code (BT-151, BT-95 or BT-102) is "Standard rated" shall contain in the VAT breakdown (BG-23) at least one VAT category code (BT-118) equal with "Standard rated"., Location: /*:Invoice[namespace-uri()='urn:oasis:names:specification:ubl:schema:xsd:Invoice-2'][1]"

    Explanation:
    An item line or VAT line has 6, 12, or 25% VAT but the VAT is not included in the VAT specification. 

     

  • Swedish Payment Methods in PEPPOL BIS 3
    1. Getting Started with Invoicing via PEPPOL
      1. About the Format and the European Standard
      2. Invoice Content Requirements for PEPPOL BIS Billing v3
      3. How Do I Test Against PEPPOL BIS V3? (Validation of Your Test Invoices)
      4. Most Common Approved Unit Codes in PEPPOL BIS Billing V3
      5. Swedish Means of Payment in PEPPOL BIS 3
    2. Interpreting Error Messages
      1. Common Errors That Can Occur (PEPPOL)
      2. PEPPOL Errors Requiring Corrections in the Invoice Data
    3. More Information
      1. Frequently Asked Questions about PEPPOL

    Bankgiro and Plusgiro are very Swedish phenomena, and therefore it is a bit special how they are noted in BIS 3 compared to how it is in svefaktura and BIS 5A 2.0.

    Below is an example of how it should look for us to interpret it as Bank and Plusgiro respectively.

    <cac:PaymentMeans>
     <cbc:PaymentMeansCode>30</cbc:PaymentMeansCode>
     <cbc:PaymentID>1071000368667269</cbc:PaymentID>
     <cac:PayeeFinancialAccount>
     <cbc:ID>12345678</cbc:ID>
     <cac:FinancialInstitutionBranch>
     <cbc:ID>SE:BANKGIRO</cbc:ID>
     </cac:FinancialInstitutionBranch>
     </cac:PayeeFinancialAccount>
     </cac:PaymentMeans>

    <cac:PaymentMeans>
     <cbc:PaymentMeansCode>30</cbc:PaymentMeansCode>
     <cbc:PaymentID>1071000368667269</cbc:PaymentID>
     <cac:PayeeFinancialAccount>
     <cbc:ID>87654321</cbc:ID>
     <cac:FinancialInstitutionBranch>
     <cbc:ID>SE:PLUSGIRO</cbc:ID>
     </cac:FinancialInstitutionBranch>
     </cac:PayeeFinancialAccount>
     </cac:PaymentMeans>
     <cac:PaymentTerms>
     <cbc:Note>30 days net</cbc:Note>
     </cac:PaymentTerms>
  • Frequently Asked Questions about Peppol
    1. Getting Started with Invoicing via PEPPOL
      1. About the Format and the European Standard
      2. Invoice Content Requirements for PEPPOL BIS Billing v3
      3. How Do I Test Against PEPPOL BIS V3? (Validation of Your Test Invoices)
      4. Most Common Approved Unit Codes in PEPPOL BIS Billing V3
      5. Swedish Means of Payment in PEPPOL BIS 3
    2. Interpreting Error Messages
      1. Common Errors That Can Occur (PEPPOL)
      2. PEPPOL Errors Requiring Corrections in the Invoice Data
    3. More Information
      1. Frequently Asked Questions about PEPPOL

    Through Inexchange, you can both send and receive electronic documents according to Peppol's requirements.

    XXX.png

    Frequently asked questions and answers about Peppol:

    1. What is Peppol?

    Simply explained, Peppol is a framework concerning the format and transmission of electronic business documents.

    The framework consists of a technical platform, agreements, instructions, and specifications for a standardized way to exchange documents. With the increasing spread of the technology to countries such as Singapore, Australia, and New Zealand, the original name PEPPOL, Pan-European Public Procurement On-Line, has been shortened to just Peppol.

    At the same time, formats and regulations are also changing to fit global use.

    Read more:
    Peppol
    InExchange
    SFTI

    2. How do I find my Peppol ID?

    Follow the steps below to find your Peppol ID:

    1. Go to https://web.inexchange.se/mainweb/ 
    2. Sign in with your account.
    3. In the left menu, click Settings.
    4. Then select Company information.
    5. Scroll to the bottom of the page.
    6. Under the Peppol section, you will find your Peppol ID.

    3. Does InExchange support Peppol?

    Yes, we have full support for Peppol.

    More information is available on our website >> 

    4. Are there any advantages to choosing InExchange as an access point?

    Yes.

    One of the advantages of using InExchange is that we constantly monitor all updates regarding formats and regulations. Peppol, for example, is allowed to make changes to its formats two (2) times a year. This can be difficult for system providers to keep up with.

    InExchange also supports several different formats. Regardless of which format your business system can handle, we convert between this and the formats required by Peppol free of charge.

    We are involved in several different committees and are also part of the working group within Peppol to develop new rules and formats. This way, we are notified early about any news and can thus influence future regulations and working methods.

    More information is available on our website >> 

    5. How does Peppol affect our operations? - What do I need to do?

    SEND E-INVOICES TO PEPPOL RECIPIENTS

    If you send your invoices via InExchange, you do not need to do anything special. The ability to send to recipients at Peppol is included in your service.

    In rare cases, minor adjustments may be required in the invoice material for it to be interpreted according to Peppol's invoice requirements. For example, percentage rates need to be specified at the line level on the invoices. If you use InExchange services to send invoices, we will contact you if you need to adjust anything.

    RECEIVE E-INVOICES FROM PEPPOL SENDERS

    Those who use a service from InExchange to receive invoices can contact our support to register the company as a recipient in Peppol's register. The registration costs you nothing extra.

    After that, you can receive from a Peppol sender in the format that you usually receive your documents from InExchange. We convert from Peppol's format to yours at no extra cost.

     

    6. How do I find information about recipients in Peppol?

    When you send e-invoices via InExchange, you as the invoice issuer do not need to keep track of the recipient's technology. In our register, we collect information and have an overview of invoice recipients in our network and automatically choose communication methods and formats during invoice transmission.

    You can search for information about recipients in Peppol here >>

    7. How do I find information about suppliers in Peppol?

    Only recipients are registered in Peppol, so suppliers cannot be found.

    8. What formats can my invoice recipient handle via Peppol?

    Via the links below, you will find information about the formats that can be sent.

    If you send your invoices via InExchange, we will handle this for you. We convert your invoice material to the format that your invoice recipient can handle, including Peppol format in cases where the recipient receives via Peppol.

    In rare cases, minor adjustments may be required in the invoice material for it to be interpreted according to Peppol's invoice requirements. For example, percentage rates need to be specified at the line level on the invoices. If you use InExchange services to send invoices, we will contact you if you need to adjust anything.

    9. What is a Peppol ID?

    It is a kind of identifier for a party in Peppol. Each recipient has their own Peppol ID that allows the different access points to locate the parties.

    A Peppol ID consists of two parts. A prefix, e.g., 0007, which determines what the last part is in terms of data type. For example, InExchange's Peppol ID is 0007:5567009971.

    0007 = Swedish organization number
    0088 = GLN number

    When sending invoices and documents via Peppol with InExchange, you do not need to think about the recipients' Peppol ID. We keep track for you.

    Read more:
    List of all prefixes for Peppol 
    What is a GLN?

    10. Can a company have multiple Peppol IDs?

    Just as a company can have multiple GLNs, it can also have multiple Peppol IDs. This may involve different units or departments within an organization that need to have separate IDs so that the recipients can be kept apart.

    One can also have different IDs for different types of documents.

    Read more:
    What is a GLN?

    11. What requirements are there for registered recipients in Peppol?

    Documents cannot be rejected as long as they are correct according to the standard. This also means that no sender of documents can be rejected.
    Any validation of reference codes cannot be done on invoices that come in via Peppol. These must be received, but can of course be rejected or disputed by you as the recipient.

    All recipients within Peppol must be able to receive the current standard for Peppol BIS. However, InExchange ensures that you as the recipient receive the correct format into your system regardless of how the issuer sends it to us.

    12. My system cannot handle Peppol BIS. Can I still be part of Peppol?

    Absolutely! InExchange helps with the conversion of invoice material so that the sender can send invoices in the format they can and the recipient can receive files in their system in a functional way.

    13. Is any special software required to send or receive via Peppol?

    No, if you use InExchange for invoice management, no special requirements are necessary. We convert the material so that it can be interpreted correctly by the recipient regardless of the format the sender sends it in.

    14. Which countries use Peppol?

    15. Does Peppol meet the requirements for the new European standard?

    Yes, Peppol's new format Peppol BIS 3 Billing follows the European standard EN16931.

    More information about standards can be found on SFTI's website >>

    16. Is it possible to send and receive orders via InExchange according to Peppol's standard?

    Yes, InExchange facilitates orders and order messages between buyers and suppliers also according to Peppol's standard.

    17. I invoice municipalities and other public authorities, how does Peppol make it easier for me?

    Not much really, but...

    From November 1, 2018, all government authorities and agencies are required to register in Peppol. This means that they must receive the documents sent to them, regardless of how many invoices a supplier sends to them.

    From April 1, 2019, it is required that all public procurements must be invoiced according to the new European standard EN16931. This in itself has nothing to do with PEPPOL, but the new format Peppol BIS Billing V3 meets EN16931, which hopefully means that all those covered by public procurements register as recipients in Peppol to help their suppliers comply with the legal requirement.

    If you already have a relationship with your customer and send, for example, Svefaktura 1.0, you can still send the same format after April 1, 2019.

    So it's quite complicated, but you as a supplier to public buyers can demand that they accept, for example, invoices via Peppol.

    18. What does the accounting law say about conversions between different formats?

    If you and/or your business system cannot handle Peppol BIS Billing 3.0, InExchange will of course assist in converting between your existing format and Peppol BIS Billing 3.0.

    In the accounting law (BFL) chapter 7, section 1, second paragraph, first sentence of the BFL, it states:

    Documents, microfilm, and machine-readable media with accounting information that the company has received from another party must be preserved in the condition the material had when it arrived at the company.

    For a link to the above text, click here.

    We often receive questions about what applies in the case of format conversions and whether this is consistent with the conversion of business documents.

    The Accounting Standards Board (BFN) writes in its guidance on Accounting the following in General Advice 7.2:

    Received accounting information in electronic form that has not taken physical form when it arrived at the company may be converted to the company's system and stored in the converted format provided that the data is not changed or lost during the conversion.

    For a link to the above guidance click here.

    In cases where a conversion is performed, InExchange saves all information about what happens with your documents, and you can of course access that overview. You do not need to worry about breaking any laws if you cannot handle Peppol BIS Billing 3.0.

    We recommend that you note in a collection plan that a conversion takes place at InExchange, so that system documentation and processing history comply with BFL.

    Among other things, it states in BFL chapter 5, section 11, first paragraph, first sentence:

    The company must establish such descriptions of the accounting system's organization and structure as necessary to provide an overview of the system (system documentation).

    For a link to the above text in BFL click here.

    You can read more about how to get started with invoicing against Peppol in our guide

    Did you not find the answer to your question?
    Contact us for more information >>