When a supplier sends an invoice as an e-invoice via the Peppol network, it comes into Beamcore automatically as an open purchase invoice. You do not have to retype anything: Beamcore finds the supplier, links the lines to your items and compares the invoice with the order and the delivery notes. Purchase invoices are part of the Houtvoorraad & Materiaalplanning (Timber stock & Material planning) add-on (€139 per month).
What you need
- A Peppol ID for your company. Enter it under Bedrijf → Bedrijfsinstellingen (Company → Company settings), tab Offertes & facturen (Quotes & invoices), section Peppol. Without its own Peppol ID, Beamcore uses your Chamber of Commerce (KvK) number.
- Receiving must be set up for your company at the Peppol access point. Contact Beamcore for this.
- For your suppliers, fill in the KvK-nummer (Chamber of Commerce number) and the Btw-nummer (VAT number) under Voorraadbeheer → Leveranciers (Stock management → Suppliers). Beamcore then recognises the supplier with certainty.
How an invoice comes in
- Every fifteen minutes Beamcore fetches the new Peppol documents.
- Beamcore determines which company the invoice belongs to from the Peppol ID, the KvK number or the VAT number of the recipient.
- The supplier is looked up by KvK number, then by VAT number, then by exactly the same name. If no supplier is found, the name from the invoice is shown.
- A line with a whole quantity is linked to an item by supplier item number, EAN or item number. A quantity with decimals, such as cubic metres or metres, becomes one line with the line amount.
- The invoice appears as an open purchase invoice under Voorraadbeheer → Inkoopfacturen (Stock management → Purchase invoices). Beamcore finds the order by the order number on the invoice and runs the three-way match.
After that you check the invoice and approve or reject it, like any other purchase invoice.
Duplicate invoices
The same Peppol document comes in only once. If a supplier sends the same invoice again, it is refused. Beamcore keeps the original XML file.
What is not possible yet
- Credit notes do not come in automatically. Enter them by hand.
- Only invoices in euros are read.
- An invoice must belong to exactly one company; otherwise it is not read.
- There is no separate screen with all received Peppol documents yet, and you do not get a notification when an invoice comes in.