PEPPOL - Guidelines for customers - Basware Customer Support

Summary:

Basware has a large network, where there are several e-invoice operators like Basware connected directly with each other. In addition to this, Basware e-invoice senders and receivers are connected to the European PEPPOL-network.

Instructions:

Please find below some guidelines on how to activate this in your company - either as a sending and/or receiving invoices via PEPPOL.

The policy for use of Identifiers can be found here.

Send e-invoices to your customers via PEPPOL:

All Basware's e-invoice sending customers can send invoices to their customers via PEPPOL. However, there is a strict e-invoice data file validation, which means that the invoice data file must meet PEPPOL's criteria. Basware's e-invoice system will send an error report via email to the sender automatically if the invoice is not accepted to be sent to the PEPPOL by Basware.

If this happens, please contact Basware Support and we are happy to assist with this.

Basware's support can evaluate the possible changes to be done to utilize PEPPOL-network for invoice sending. Please also loop in the invoicing system provider to modify the e-invoice data file if needed when contacting Basware's support.

E-invoice address to PEPPOL is to be formatted in two ways, based on the format you send. It should be a combination of an ISO6523 identifier and a corresponding identifier value.
It is up to the supplier to add this correctly in their own invoicing system so that it populates the corresponding XML element used for e-invoice addressing (called EndpointID in most PEPPOL formats).
In the PEPPOL format, it should be delivered through the schemeID. Example (PEPPOL format):

<cbc:EndpointID schemeID="0088">7312345678901</cbc:EndpointID>

In all other formats, the identifier and the identifier value should be separated by a colon ( : ). Example (using TEAPPS in this case):

<NET_SERVICE_ID>0088:7312345678901</NET_SERVICE_ID>

Some important identifiers:

Norway 0192
Denmark CVR 9902
Sweden 0007
Netherlands VAT 9944
GLN 0088

A full list of the iso6523 identifiers can be found here.

For countries using PEPPOL as the standard (such as Norway), it is highly encouraged that all companies start using the PEPPOL-network for sending and receiving e-invoices. But note that even though it is recommended for all companies, it is only mandatory for government institutions to be registered with a PEPPOL access point (B2G).

Receive e-invoices from your suppliers via PEPPOL:

To receive documents from PEPPOL the e-invoice recipient needs to be registered in an SMP (lookup register). This can be added with additional set-up costs for your invoice receiving agreement. European Union is starting to use PEPPOL as the EU moves out from paper invoicing.
For Finnish recipients, Basware can register them in the SMP registry. The endpoint would most likely be an OVT number. When a supplier sends an invoice, they would be using a corresponding schemeID attribute in the EndpointID. For OVT numbers, where the prefix is 0037, the corresponding schemeID is schemeID="FI:OVT".
To register and configure this, it needs to go through consulting and is a billable task. This can be initiated by contacting Basware support.