How to send an invoice with PORTAL-2-FLOW B2G Edition NL

 

With PORTAL-2-FLOW B2G edition NL, you can send e-invoices to Dutch organizations, including all government bodies, via the Peppol network using a simple web form with our online EDI solution.

There are two ways of sending an invoice with PORTAL-2-FLOW B2G Edition:

1. Using the Invoice Entry solution
2. Using My Invoices solution

 

Using Invoice Entry:

1- Follow the instruction sent to you by email to log in to the PORTAL-2-FLOW B2G edition portal.

2- Click on “Invoice Entry” tab

 

3- After clicking on “Invoice Entry” for the first time, you will get into the help screen of the invoice Entry. You can watch the guided video there and download an Excel template. Or you can skip it by clicking on “Close” icon or “back” button as in the screenshot:

 

4- After skipping/ closing the “Help” screen, you will be landed to “Add & Send Invoice” screen. In this screen, you can see two section:
      a. “Add Invoice” section: here are the three buttons to create three different types of invoices: Debit, Credit & Correction.
      b. “Prepared Invoices” section is for the list of the draft saved invoices where you can send, edit or delete any invoice from list as described later in this document.

5- To create an invoice, you click on one of the buttons according to the type of the invoice that you want to create. The description of the invoice types that you can send from this interface is as follows:
   a. Debit invoice: this type is a normal debit invoice that can be sent to your customer.
   b. Credit invoice: this type is a credit invoice to send to your customer. When issuing a credit invoice, you must return some amount of money to your customer. The amount in a credit invoice is always positive (the amount to be returned).
   c. Correction invoice: a correction invoice, also called a negative invoice, corrects the quantity or price of one or more articles in an invoice. Quantity may be entered as positive (1,2,3..) or negative (-1,-2,-3…).

 

6- After clicking on one of the buttons, you first have to fill in your missing information( if any), then you will be redirected to “Where to” screen. There you can select the receiver that you want to send the invoice to.

 

 

7- After selecting the receiver, you will go to the sheet where you can put your invoice details. This can be by two ways:
    a. Type all details manually to the online invoice form sheet
    b. Create your invoice offline (using the Excel template that you may downloaded it previously from “Help” screen (described on 3) or from the upper ribbon of the “Invoice Details” screen. Then, copy your invoice from the your Excel and paste it to the invoice form online.

 

8- If a file or more is required as attachment to this invoice, you can click on “Add attachment” button  navigate to the location of this file location in the files explorer -> select this file -> then click on “Open”. 

 

 

 

 

You can then see your attached file in the top left of your invoice.

 

 

9- Before saving the invoice, make sure that all fields are filled correctly.

10- In some cases, the data is not filled correctly in the invoice field/s or that the data is missing in some mandatory fields. After clicking “Save” button, the fields which have incorrect form will be highlighted with red color. The mandatory fields in which there is missing data will have a small triangle in the top left of the cell and a green arrow that shows where the mandatory fields are.

 

 

11- After correcting the information and adding the missing data, click “Save” button again and confirm the invoice total to correctly save the invoice.

 

 

12- The saved invoice is now shown in the “Prepared Invoices” list. In this list you can do the following:
    a. If the invoice is correct, make sure to check the checkbox there, then click on “Send Invoice(s)” button. You can also send multiple invoices at once.

     b. If the invoice still needs to be edited or you it is no longer necessary, you can click on the three dots button in the right of the invoice details and edit or delete the invoice

13- If the invoice is sent successfully, it will be disappear from the “Prepared Invoices” list. Then you will get the success message and a link to see your invoice in the “My Invoices” product tab.

 

In the My Invoices product tab, you can see if your invoice was sent successfully or has some error to be corrected.

 

Using My Invoices:

 1- Follow the instruction sent to you by email to login to the PORTAL-2-FLOW B2G edition NL portal
 2- Click on the “My Invoices” tab

 3- After clicking on “My Invoices” tab, you will see the “My Invoices” view. Click on “+Create New Document” button, located in the upper ribbon of this view, to create your invoice

 

4- In the “Create New Document” pop-up, type to select your receiver of the invoice in the receiver input field. Then click “Ok”. Please note that the destination Doctype will be always “tiexml-invoice”.

 

5- Wait a bit until the invoice details view is loaded. In the “Invoice Details” view, you need to fill in all necessary information. Each mandatory field has small red “exclamation” mark icon  .First fill in the required information in the top of the invoice and the ones in the “General” tab. If you are not sure what information should be filled there, then you can hover on the exclamation mark icon for more elaboration.

 

6- After filling in all information in the “General” tab, Make sure that all fields in the “Bill To Info” and “Seller Info” tabs are correct and not missing.

7- Scroll down to fill in your invoice lines. Click on “New Line” button in the invoice lines section.

 

8- Fill in the first line of all necessary details in your invoice. Each mandatory field has small red “exclamation” mark icon of which you cannot skip. Then click on “Save And Add New Line” button to save your line and fill in the details of a new line. Or click on “Save And Close” button if you finish adding the invoice line. You can also “Cancel” button to cancel adding that line.

 

Please note that you can also edit or delete the invoice line after saving. Or you can add new line or an attachment(s). The standards of the allowed uploaded attachments are described next to "Add Attachment" button

9- After you finish with all the invoice details. You can click on “Send Invoice” button to send your invoice to the receiver. In case your invoice is not yet complete, you can click on “Save As Default” to avoid losing your data. You can also “Cancel” adding this invoice. Please note that if you cancelled the invoice, it will still be visible in the top of the “Invoices List” view as having “Pending” status. You can then delete or resume it from there.

In the “Invoices List” view, you can also track the status of your invoices.

 

If you run into any issues during this process, please contact us for assistance.