This document aims to provide guidance for sellers, buyers and their respective service providers for managing additional information, which is optional according to the Peppol BIS Billing and the A-NZ invoice specification, however is required by buyers.
It is acknowledged that some end user businesses, including their service providers, may not 'precisely align with' the invoice specification. This includes some invoice issuers and receivers (or their Financial Management Information System (FMIS) / Enterprise Resource Planning (ERP) systems) not catering for all optional fields, or receivers having specific processing rules.
Additional information is required by buyers to:
- Support streamlined and automated processing such as three-way matching of the purchase order, goods/service receipt and the invoice;
- Support data processing, data integrity, fraud, risk and quality checks; or
- Support industry specific requirements e.g. dangerous goods labels and identification.
The provision of this information by sellers, should lead to processing efficiency for buyers and in turn, faster payment times for sellers.
This best practice guide has been developed in consultation with a broad working group which was formed as part of the A-NZ service provider forum. Businesses are encouraged to balance invoice processing needs of buyers against the overhead costs of data collection and exchange from sellers to determine if these fields should be provided. Industry specific considerations may also be relevant to these decisions.