What is PEPPOL?
All the facts about the network, who needs to be “in” and what advantages the infrastructure offers.
With Pan-European Public Procurement OnLine, the European Union has already implemented a cross-border project in 2008, which has simplified the entire procurement process(e-procurement)around public procurement procedures through standardisation and digitalisation. Registered subscribers connect via the network to exchange secure documents such as invoices and orders in a digital way. It is particularly relevant for all suppliers of public administration (B2G). However, it also offers numerous advantages to all other companies (B2B).
Why was PEPPOL introduced?
Analogous methods are no longer up-to-date.
For a long time, the processes in international procurement were analogous. Over the years, these became far too confusing, complicated and complex. PEPPOL has now solved this problem: the new standards and formats ensure an efficientand transparent exchange of information between contractors and contractors. – not only in e-procurement. All documents can be easily sent, read and processed by all actors on the network.
- structured data
- Reduced effort
- simple eProcurement
How does PEPPOL work?
Like a telephone network.
PEPPOL works like a ‘telephone’ network, through which organizations can exchange secure ‘messages’, e.g. invoices and orders. The format for this is: UBL (“Universal Business Language”). A distinctive ID ensures that they can reliably identify each other.
This enables companies registered in the network across Europe to exchange documents securely, quickly and easily in digital formats.
This also includes e-invoice formats such as
or ZUGFeRD , which are sent via the network to companies and contracting authorities in the EU.
According to EU Directive 2014/55/EU, this is mandatory for companies operating for the public sector from 27.11.2020!
SMEs get better access
Easier to obtain public tendering and procurement procedures.
PEPPOL helps SMEs: By developing and introducing open standards, it is easier for small and medium-sized enterprises to participate in public tendering and procurement procedures.
What is PEPPOL compatible with?
Integrable into existing IT infrastructure.
However, the standards do not displace the old national solutions and IT infrastructures,but complement them sensibly. They are therefore compatible and support EU Directive 2014/55/EU.
Who needs PEPPOL?
companies and authorities in Europe.
More and more companies tend to be required as electronic invoices are increasingly requested. The system is expressly not limited to e-bills for the public sector. The standards offer great advantages to all organisations in public procurement procedures.
Currently, suppliers from the federal government and authorities need to become familiar with eProcurement via PEPPOL. As of 27/11/2020, they are obliged to send electronic invoices to their clients. In Germany, two formats have prevailed for this: XRechnung and ZUGFeRD, where XRechnung will prevail.
What are the advantages of PEPPOL?
Security, protection, transparency – Europe-wide.
The exchange of documents over the network, in addition to the obvious advantages of security, efficiency, protection and transparency, provides b2g companies with the certainty that they can exchange invoices with the authorities in accordance with the law (EU Directive 2014/55/EU). In addition, the infrastructure ensures legal and technical interoperability with existing systems, e.g. SAP.
However, the following advantages also apply to all other companies (B2B) that want to exchange documents securely, quickly and internationally in an innovative way.
Advantages eProcurement via PEPPOL:
- Legally compliant invoice exchange
- Structured, easy-to-process formats
- Highest safety standards
- International applicability
- Compatible with existing systems
- Legally binding acknowledgement of receipt
- Reduces effort & costs
How does the implementation in the company succeed?
From the access point to the PEPPOL ID to commissioning.
PEPPOL is closely linked to EU Directive 2014/55/EU, which regulates the electronic exchange of invoices for public invoices.
For example, the electronic exchange of invoices between the suppliers of the federal government and now two federal states (Bremen and Lower Saxony) is mandatory from the end of November 2020*. Please note that a PDF is not allowed. Rather, the format must contain structured data such as ZUGFeRD or XRechnung. XInvoice can be sent via the PEPPOL infrastructure.
*It is expected that other federal states will follow. Therefore, public sector contractors should now familiarize themselves with XRechnung and PEPPOL.
PEPPOL, XRechnung and ZUGFeRD
From the access point to the PEPPOL ID to commissioning.
Companies that now want to switch to eProcurement via PEPPOL face a challenge: First, you need to find a competent partner so that the conversion or expansion of their existing infrastructure to PEPPOL can take place without risks, in a timely and secure manner. This connects them to the network, provides an access point, a PEPPOL ID, and all other steps necessary to connect to the network.
We are happy to support you in connecting your company to PEPPOL!
What is the PEPPOL ID for?
Participants in the network identify themselves.
The Peppol ID is used to identify the participants in the network. Companies and public authorities automatically recognise this. The Peppol ID consists of several betand parts. For example, DE:USt IdNr:12345678. However, it can also be part of chamber no. or VAT number. Those who join the PEPPOL network will automatically receive an ID.
What is an ACCESS POINT?
It creates access to the network.
The access point connects to the network. In other words, in order for participants to exchange electronic orders or invoices, they must first connect via such an access point. There are currently around 200 access points.
There is the principle of ‘connect one, connect to all’. This means that all PEPPOL users can reach themselves, no matter what access point they are connected to.
How to send compliant invoices?
In Germany via XRechnung and PEPPOL.
This information is particularly important for public suppliers, as from 27.11.2020 they will only be allowed to send e-invoices (not mere PFDs!) to their clients.
The compliant e-invoice is a digital UBL filethat is sent directly from one accounting to another. For this purpose, a UBL invoice must first be created, which is then transmitted, for example, via the PEPPOL infrastructure. Other options are still e-mail or ZUGFeRD. – No legally binding acknowledgments of receipt are generated in these communication channels.
A German standard for the sending of structured e-invoices is the XInvoice. German authorities must be able to receive them. However, there are other formats which, according to Directive 2014/55/EU, must comply with the EN16931 standard or two syntaxes:
- UN/CEFACT XML CII D16B
- ISO/IEC 19845 (aka UBL 2.1)
Which countries use PEPPOL?
In use in Germany, Europe and internationally.
PEPPOL, once launched as an EU-wide project, has long since become international. Since 2019, Singapore, Australia and New Zealand have also been among the countries using the infrastructure. Russia and the UK also have access points.
What solutions for PEPPOL, XRechnung, ZUGFeRD does munich enterprise software GmbH offer?
We ensure that our customers are internationally competitive!
We offer solutions for PEPPOL, XRechnung and ZUGFeRD. Our experts ensure that they are technically and legally secure and EU-compliant and can send, receive and manage invoices internationally. Contact us and we will work with you to find the best solution for your needs.