Generating and Sending the Outbound E-Document of a Transaction

To generate and send the e-document of a transaction:

1. Create or edit a transaction. The supported transaction types are invoice, credit memo, and purchase order.

2. Perform one of the following actions:

   • For invoice and credit memo transaction types, select the customer in the Customer field.

     The customer you select must already have a PEPPOL ID entered in their customer record. For more information, see Registering and Enrolling to PEPPOL Singapore.

   • For purchase order transaction type, select the vendor in the Vendor field.

     The vendor you select must already have a PEPPOL ID entered in their vendor record. For more information, see Registering and Enrolling to PEPPOL Singapore.

   To transmit transactions to Singapore government agencies, see Submitting E-invoices to Singapore Government Agencies.

   Note:

   Selecting the customer automatically enters values in the E-Document Template and Sending Method fields, on the E-Document subtab if the following conditions are setup:

   • Select the Singapore PEPPOL E-Document Package value in the E-Document Package field on the E-Document subtab of a customer record.

   • Check the Template and Sending Method Auto-Selection box on the E-Document subtab of a customer record.

   If there is only one outbound template and one sending method available, you can set automatic selection of that template and sending method. If the template or sending method are not selected automatically, then you can always manually select them from the E-Document subtab on the transaction record.

   If the SG PEPPOL Buyer Reference field already has a value selected on the customer record, then value will be automatically generated on the invoice and credit memo.

3. Enter items and other required information and then click Save.

   The system updates the transaction record, and the Generate E-Document button or Process E-Document button (if E-Document Automation is enabled from e-Document Preferences) is displayed at the top.

   On the E-Document subtab, the value of the E-Document Status field is changed to 'For Generation'.

   Note:

   The Generate E-Document or Process E-Document button appears only when viewing the transaction record. It is not displayed in Edit mode.

4. Click Generate E-Document or Process E-Document.

   If you clicked Generate E-Document, the outbound e-document is generated.

   If you clicked Process E-Document, the outbound e-document is generated and sent to Singapore PEPPOL. For more information, see Combining E-Document Generation and Sending with the Process E-Document Button.

   If Create PDF is checked on the transaction record, a PDF version of the source transaction is also generated.

   The status of the e-document in the E-Document Status field, on the E-Document subtab, will indicate 'Ready for Sending'. If the status is 'Generation Failed', an error was encountering in generating the e-document, which you must fix first before regenerating the e-document.

   For more information, see Viewing E-Document Status and Audit Trail.

5. (Optional) Click Send E-Document, if the Process E-document button is not enabled or available.

   A banner appears on the transaction record indicating that sending of the e-document is in progress. The e-document is sent through webservices, as set up in the sending method.

   After Singapore PEPPOL receives the e-documents, it validates the e-documents for correct format and data and then sends the Document ID and Submission status to NetSuite.

   Then, the value of the E-Document Status field on the E-Document subtab is updated. For more information, see Outbound E-Document Statuses.