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Good Practice

This section summarises the additional comments for some of the fields rated as 'Good Practice'.

For the purpose of this guide, good practice fields have been defined in this way as: they will assist the buyer with quicker / straight forward processing (e.g. facilitate 3-way matching or vendor verification) however, they are not commonly required for automation. Note: some of the information in this group may only be applicable in certain circumstance (e.g. GTIN identifiers are used for goods, but not services). In some circumstances, some information in this group may be required and/or mandatory for various business and/or legal reasons (such as auditing or tax compliance). 

Please refer to the full list of Peppol fields with their relevant priority rating in the appendix of the best practice guide. A copy of the guide can be accessed here

9. Discount and/or Charge

Peppol supports discount / charge at both the document level and line level.

To support automatic processing, the preference is to include the appropriate fields as per invoice specification. 

However, it was noted that not all suppliers support this level of detail and in practice, discounts / charges may be provided as unstructured texts or expressed as separate line items (e.g. freight cost as a separate line item). 

It was agreed that the invoice should 'make financial sense', i.e. amounts and calculations are correct. 

The sellers should provide the information clearly as applicable, while buyers should allow for some flexibility and process the invoice if possible. 

10. Supplier / Seller Postal Address

This information is useful where there are multiple branches / children entities under the same ABN. 

The Australian GST legislation requires the ABN OR postal address to be provided in a tax invoice. The A-NZ specification requires the ABN when the address country is Australia. Where the ABN is not applicable, the address must be provided. 

Note: that the country field is mandatory according to the Peppol invoice specification. 

The working group suggested the use of the Australian and New Zealand Post specifications / guidelines for address formats to avoid inconsistencies in how back-end systems store address information. 

For reference, see Australia Post addressing guidelines and New Zealand Post guidelines

11. Buyer Contact Details

This information may be useful for internal routing in some cases. 

Some large organisations allow teams / branches to purchase goods or services without creating a purchase order. In this case, when an invoice includes the purchaser's contact details, it will help the finance team to check for approval or to confirm goods and/or services received. 

12. Buyer's Other Business / Trading Name

Note: legal entity name is a mandatory Peppol element and must be provided.