1. Country-Specific Features
  2. Region-Specific SuiteApps
  3. European Union Electronic Invoicing
  4. Germany-Specific Electronic Invoicing Features
  5. Germany PEPPOL Inbound and Outbound Transactions

Germany 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 Germany.

For more information, read the following topics:

Configuring the Germany Subsidiary for PEPPOL

The following subsidiary settings described in this section are required for using the Germany-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 Germany subsidiary:

  1. As an administrator, go to Setup > Company > Subsidiaries.

  2. From the list, select your preferred Germany subsidiary.

  3. 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 Germany subsidiary:

  1. Go to Setup > E-Documents > Electronic Invoicing Preferences.

  2. From the list, select your preferred Germany subsidiary.

  3. Click Edit.

  4. In the PEPPOL ID field, enter the corresponding identifier.

  5. 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 Germany-specific features provided by the European Union Electronic Invoicing SuiteApp:

  • Setting the PEPPOL ID

  • Assigning the Germany E-Document Package

To set the PEPPOL ID for your customer/vendor:

  1. Go to Lists > Relationships > Customers/Vendors.

  2. Select the customer/vendor that you want to edit.

  3. Click Edit.

  4. On the E-Document subtab, fill out the PEPPOL ID field with the corresponding identifier.

  5. Click Save.

For more information, see PEPPOL ID.

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

  1. Go to Lists > Relationships > Customers/Vendors.

  2. Select the customer/vendor that you want to edit.

  3. Click Edit.

  4. On the E-Document subtab, locate the E-Document Package field and select Germany PEPPOL E-Document Package from the list.

  5. Click Save.

Configuring the PEPPOL E-Document Templates for Germany

To configure the e-document templates for Germany:

  1. Go to Setup > E-Documents > E-Document Templates.

  2. On the E-Document Templates List page, select the corresponding e-document template:

    • Germany PEPPOL E-Document Template for Invoice

    • Germany PEPPOL E-Document Template for Credit Memo

  3. Click Edit.

  4. In the Subsidiary field, select a Germany subsidiary.

  5. 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:

  1. As Administrator, go to Customization > Lists, Records & Fields > Record Types.

  2. Find EI PEPPOL Tax Category and click on List.

  3. Click New EI PEPPOL Tax Category.

  4. Fill the Name and EI PEPPOL Tax Category Code fields.

  5. 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:

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

    Go to Setup > Tax > Tax Codes (for SuiteTax accounts).

  2. Select an appropriate tax code and click Edit.

  3. 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.

  4. 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:

  1. As Administrator, go to Customization > Lists, Records & Fields > Record Types.

  2. Find EI PEPPOL Tax Category and click on List.

  3. 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.

  4. 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/.

  5. Click Save.

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

Including Payment Means in your EI Documents for Germany Using PEPPOL

To be able to include payment means in your electronic invoicing documents, you must first install the required SuiteApp listed in Optional Prerequisites for Using the European Union Electronic Invoicing Features.

After completing the installation, follow the procedures below:

To include payment methods in your EI documents:

  1. Map your payment method to a payment method identifier following the steps described in Mapping Type: Methods of Payment.

  2. Find the transaction record where you want to use the mapped payment method and click Edit.

  3. On the Invoice Configuration subtab, fill the Method of Payment field.

  4. Click Save.

To include transaction bank details in your EI documents:

  1. Go to Lists > Accounting > Transaction Bank Details.

  2. On the Transaction Bank Details List page, click New Transaction Bank Details.

  3. In the Name field, enter your bank's name.

  4. In the IBAN field, enter your IBAN number.

  5. In the BIC field, enter your BIC code.

  6. Click Save.

After completing this setup, the PaymentMeans node containing the following information will be present on your e-document.

Node

Sourcing

PaymentMeansCode

  • name

  • code

Name is sourced from the Method of Payment field in the Universal Mapping Assistant.

Code is sourced from the Method of Payment Identifier field in the Universal Mapping Assistant.

PaymentID

Payment ID is sourced from the Payment Reference field on the Invoice Configuration subtab of the transaction record.

PayeeFinancialAccount

  • ID

  • Name

  • FinancialInstitutionBranch ID

ID is sourced from the IBAN field on the Transaction Bank Details page.

Name is sourced from the Name field on the Transaction Bank Details page.

FinancialInstitutionBranch ID is sourced from the BIC field on the Transaction Bank Details page.

Processing Outbound Transactions for Germany Using PEPPOL

To process outbound transactions for Germany:

    • 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).

  2. Select a transaction and click Edit.

  3. Fill the following required fields:

    • In the Primary Information field group, fill the PO # field.

    • In the Sales Information field group, fill the Sales Rep field.

    • On the Invoice Configuration subtab, fill the Method of Payment field. If you choose an adequate method of payment, also fill the Transaction Bank Details field.

  4. On the E-Document subtab, make sure the Germany PEPPOL E-Document for Outbound Transactions template is selected in the E-Document Template field.

  5. Click Save.

  6. Click Generate E-Document.

  7. Click Certify E-Document.

  8. Check the E-Document Status and E-Document Audit Trail fields to see if it's successfully sent for certification.

  9. The following fields will be populated after the transaction is saved:

    • On the Network References subtab:

      • OBN Document ID

      • Avalara Document ID

      • Avalara Mandate

Processing Inbound Transactions for Germany Using PEPPOL

Incoming XML transactions from Avalara/OBN are converted into EI Inbound E-document by NSEB Inbound Converter MR. This converter runs every 15 minutes.

To process Inbound Transactions:

  1. Open the inbound document using the EI portlet.

  2. Review it and edit it.

  3. Click Convert to create the transaction record in NetSuite.

Related Topics

General Notices