Belgium PEPPOL Inbound and Outbound Transactions

The European Union Electronic Invoicing SuiteApp allows the processing of inbound and outbound transactions using the PEPPOL standard for NetSuite users in Belgium.

For more information, see the following topics:

Configuring the Belgium Subsidiary for PEPPOL
Configuring the Customer/Vendor for PEPPOL
Creating New EI PEPPOL Tax Categories
Setting the EI PEPPOL Tax Category on Your Tax Codes
Setting Tax Exemption Fields for PEPPOL Tax Category Codes
Processing Outbound Transactions for Belgium

Configuring the Belgium Subsidiary for PEPPOL

The following subsidiary settings described in this section are required for using the Belgium-specific features provided by the European Union Electronic Invoicing SuiteApp:

Setting the Legal Name
Setting the PEPPOL ID

To set the Legal Name for your Belgium subsidiary:

As an administrator, go to Setup > Company > Subsidiaries.
From the list, select your preferred Belgium subsidiary.
To ensure proper configuration, fill out the Legal Name field. This field is required for the generation of valid e-documents according to the PEPPOL standard.

To set the PEPPOL ID for your Belgium subsidiary:

Go to Setup > E-Documents > Electronic Invoicing Preferences.
From the list, select your preferred Belgium subsidiary.
Click Edit.
In the PEPPOL ID field, enter the corresponding identifier.
Click Save.

For more information, see PEPPOL ID.

Configuring the Customer/Vendor for PEPPOL

The following customer/vendor settings described in this section are required for using the Belgium-specific features provided by the European Union Electronic Invoicing SuiteApp:

Setting the PEPPOL ID
Assigning the Belgium E-Document Package

To set the PEPPOL ID for your customer/vendor:

Go to Lists > Relationships > Customers/Vendors.
Select the customer/vendor that you want to edit.
Click Edit.
On the E-Document subtab, fill out the PEPPOL ID field with the corresponding identifier.
Click Save.

Note:

The PEPPOL ID is provided by the service provider employed to run the process of transactions for Belgium. The format for the identifier consists of prefix followed by : and a number.

The KBO (Kruispuntbank van Ondernemingen) number is the legal registration identifier for PEPPOL.

For more information, see PEPPOL ID.

To assign the Belgium E-Document Package to a customer/vendor:

Go to Lists > Relationships > Customers/Vendors.
Select the customer/vendor that you want to edit.
Click Edit.
On the E-Document subtab, locate the E-Document Package field and select Belgium E-Document Package from the list.
Click Save.

Creating New EI PEPPOL Tax Categories

Although NetSuite provides default EI PEPPOL tax categories through the Electronic Invoicing SuiteApp, you should create your own custom tax categories instead. If you set the Tax Exemption Reason and Tax Exemption Reason Code on one of the default tax categories, those values are removed each time the SuiteApp is updated. To prevent this from happening, create and use your own custom EI PEPPOL tax categories.

To create new EI PEPPOL tax categories:

As Administrator, go to Customization > Lists, Records & Fields > Record Types.
Find EI PEPPOL Tax Category and click on List.
Click New EI PEPPOL Tax Category.
Fill the Name and EI PEPPOL Tax Category Code fields.
Click Save.

Setting the EI PEPPOL Tax Category on Your Tax Codes

Setting the EI PEPPOL tax category on your tax codes is a required step.

To set the EI PEPPOL Tax Category field on your tax codes:

Go to Setup > Accounting > Tax Codes (for accounts without SuiteTax).

Go to Setup > Tax > Tax Codes (for SuiteTax accounts).
Select an appropriate tax code and click Edit.
In the EI PEPPOL Tax Category field, select you preferred value.

If you select one of the E, AE, K, O, or G values, make sure you follow the required procedure described in Setting Tax Exemption Fields for PEPPOL Tax Category Codes.

Note:
Preferably, select one of the custom tax categories that you've created in Creating New EI PEPPOL Tax Categories.
Click Save.

Setting Tax Exemption Fields for PEPPOL Tax Category Codes

For the E, AE, K, O, and G EI PEPPOL Tax Category field values, you must set the Tax Exemption Reason and the Tax Exemption Reason Code. To complete this setup, follow the steps in the procedures below:

To set the Tax Exemption Reason fields on you EI PEPPOL Tax Category:

As Administrator, go to Customization > Lists, Records & Fields > Record Types.
Find EI PEPPOL Tax Category and click on List.
In the list, find the following EI PEPPOL Tax Categories and click Edit on any of them:
- Exempt from Tax - E
- Vat Reverse Charge - AE
- VAT exempt for EEA intra-community supply of goods and services - K
- Services outside scope of tax - O
- Free export item, VAT not charged - G
Note:
To prevent your settings from being removed in the future, edit the custom tax categories that you've created in Creating New EI PEPPOL Tax Categories.
Fill in values in the Tax Exemption Reason and Tax Exemption Reason Code fields.

For more information about these values and their selection, see https://docs.peppol.eu/poacc/billing/3.0/codelist/vatex/.
Click Save.

For more information, see EI PEPPOL Tax Category Custom Record.

Processing Outbound Transactions for Belgium

To process outbound transactions for Belgium:

- For Invoices:
  
  Go to Transactions > Sales > Create Invoices > List (Administrator).
  
  Go to Customers > Sales > Create Invoices > List (Accountant).
- For Credit Memos:
  
  Go to Transactions > Customers > Issue Credit Memos > List (Administrator).
  
  Go to Customers > Credits and Returns > Issue Credit Memos > List (Accountant).
Select a transaction and click Edit.
Fill in all the required fields.
On the E-Document subtab, make sure the Belgium PEPPOL E-Document for Outbound Transactions template is selected in the E-Document Template field.
Click Save.
Click Generate E-Document.
Click Certify E-Document.
Check the E-Document Status and E-Document Audit Trail fields to see if it's successfully sent for certification.
The following fields will be populated after the transaction is saved:
- On the Network References subtab:
  - OBN Document ID
  - Avalara Document ID
  - Avalara Mandate