Receiving Invoices – Available Procedures

We have two distinct procedures for receiving invoices.

01. Quick Review Procedure

• A quick review procedure to ensure the invoice information is correct before submitting it to your accounting or ERP system.

02. Elaborate Approval Procedure

• An elaborate approval procedure including three tiers of review prior to entering the invoice into your accounting/ERP system.

This can help you increase the efficiency of your AR & AP operations by giving your team control over how the invoices are processed, whether they are sent or received.

2️⃣ Document Types

You can see the document formats you may send to your customer by clicking on Link4.

There are situations when your client can get an eInvoice via Peppol but not a credit note.

All of your document kinds will be delivered via Link4 via Peppol, or email in the event that a consumer cannot get a certain document type.

Send All Your Invoices Through Link4

It is not necessary for you to choose which invoice to send by email or eInvoicing.

All of your bills will be delivered via Link4. Our system will determine whether customers are prepared to receive electronic invoices and will then send them via the Peppol network.

If they are not ready to receive an e-invoice, the invoice will be sent to the customer via email.

Link4 will send the invoice using your own invoice template.

3️⃣ Approval Process

Using Link4 you can setup an approval process for sending invoices at the access point level.

This ensures that invoices are reviewed and approved before sending them to the customer.

If you don’t want your team members to access your accounting system to approve an invoice, you can give them access to the Link4 dashboard to approve the invoice before sending.

Invoice Receiving Workflows

For receiving invoices we have two different workflows.

01. Simple Review Process

• A simple review process to check the invoice details before pushing it into your accounting/ERP system.

02. Multi-Step Approval Process

• A multistep approval process involving up to three different levels of approval before pushing the invoice into your accounting/ERP system.

This will give your team control over processing invoices for sending or receiving and will help you gain more efficiency in AR & AP activities.

4️⃣ Duplicate Invoice Detection

If you receive an invoice from the same supplier with the same invoice number:

• Link4 will detect the invoice as a duplicate invoice.

• A notification email will be sent with a link to the transaction in the Link4 Dashboard.

Detect If the supplier is not listed in your contact list

When we receive a new transaction Link4 will detect if the supplier ABN/NZBN/NZBN is listed in the users' suppliers list. If the supplier ABN/NZBN/NZBN is not listed, Link4 will stop the invoice and send a notification email to the user with a link to the transaction page to approve/deny the delivery of the invoice to the user’s accounting/ERP system.

We currently show a pop up on the home page to add select the supplier or add a new supplier.

5️⃣ Manual Contact Update

Users can manually upload contacts via a CSV file to the Link4 dashboard.

After uploading:

• Link4 verifies the information against the Peppol directory.

• The system identifies which customers or suppliers are registered in the Peppol directory
  

Access Point & System Configuration

1️⃣ Access Point Settings

In the Link4 settings section, users can configure access point settings such as:

• Enable sending to all customers or selected customers

• Enable receiving from all suppliers or selected suppliers

Users can also add the entity’s bank details including:

• Bank Account Name

• BSB

• Account Number

Some customers request bank details to be included with the eInvoice.

2️⃣ Notification Settings

Users can select the frequency of email notifications:

• Per transaction

• Daily

• Weekly

• Monthly
  

3️⃣ Integration

We can see the name of the software we are connected to and disconnect it as well

4️⃣ Multiple Organisations / Sub-Agencies

Using Link4, users can manage multiple organisations or sub-agencies.

• Each organisation accesses its own dashboard.

• The admin user of the parent organisation can switch between organisations with one click.
  

5️⃣ User Profile

In the Link4 profile management section:

Admin users can:

• Edit and update organisation information

• Upload the company logo

• Add users

• Edit users

• Delete users
  

1️⃣ Setting Up Payment Reminders

Users can enable reminders to collect invoice payments.

Available settings include:

• Number of reminder messages

• Reminder frequency

• Bundle message creation

Users can also customise notifications to send reminders:

• To all customers

• Only to specific customers

2️⃣ Invitation Message Setup

Using the invitation message feature, users can create messages to invite:

• Suppliers

• Customers

Additional features include:

• Sending invitations from the company email

• Adding the company logo to invitation emails

3️⃣ Development & Testing Environments

Link4 will provide access to development environments including:

• SIT environment

• UAT environment

These environments allow customers to:

• Transfer invoices

• Complete SIT testing

• Complete UAT testing

before deploying the Access Point services to production and commissioning by the customer.

4️⃣ Real-Time Acknowledgement Files

Link4 provides real-time acknowledgement files that indicate:

• Success status

• Failure status

for each invoice transfer.

The following reports are available from the Link4 Access Point:

• Transaction details (Delivery date and time, transaction status)

• Message Level Response

• Business Response
  

5️⃣ Reports

Link4 provides real-time reporting on invoice transactions.

Available reports include:

• Transaction delivery date and time

• Transaction status

• Message level response

• Business response

Additional reporting includes:

• Customers/Suppliers who are eInvoicing ready based on ABN/NZBN/NZBN

• Daily reports of new suppliers or customers onboarded

• Received transactions and delivery status

• Sent and received transactions (weekly/monthly)

• Monthly report of all sent and received transactions

• Daily reporting of successful API calls

• Unsuccessful API call volumes with status codes for analysis

Customer Responsibilities

1️⃣ What is Needed from the Customer

During the early phase of implementation, the customer should:

• Identify involved stakeholders (suppliers, customers)

• Identify involved internal departments

• Analyse supplier and customer onboarding methods

• Approve Link4’s implementation plan

• Identify project owner and stakeholders (Finance and IT teams)

• Approve the implementation methodology

• Share any invoice layout requirements

2️⃣ Business Rules (Examples)

Customers should confirm:

• Required business rules

• Whether supplier bank details must be included

• Whether a PDF copy of the invoice should be sent through the Link4 Access Point

3️⃣ Relevant Information Required

Customers should provide:

• Number of suppliers/customers

• Internal Cumulus team contact details

• Availability of resources based on the project implementation plan

• Access to Cumulus endpoints in development and production environments