Link4 Integrated Solution

1️⃣ Product Features

1️⃣ Dashboard

The dashboard offers a concise summary of financial activity, displaying both incoming and outgoing funds over the last 30 days.

Users can easily track:

• Invoices

• Purchases

• Credit Notes

A user-friendly side menu provides quick access to key sections including:

• Dashboard

• Invoices

• Purchases

• Credit Notes

• Network Connections

Efficient tools for managing collections and payments are also available, helping to streamline financial operations.

2️⃣ Invoices

In the invoice feature, clients can view a timeline of invoices from newest to oldest, download them as PDFs, and check their status.

Detailed information, including prices, is easily accessible, enhancing transparency and efficiency in managing transactions.

3️⃣ My Network Page – Customers / Suppliers list – Invite to e-Invoicing

4️⃣Who is e-Invoicing Ready?

Link4 shows users who are eInvoicing ready directly through the Link4 dashboard and identifies whether trading partners are listed in the Peppol directory without requiring manual searches for each customer’s Peppol ID.

Receiving Invoices – Workflow Options

Link4 provides two workflows for receiving invoices.

A simple review process that allows users to check invoice details before pushing the invoice into the accounting or ERP system.

A multi-step approval process involving up to three levels of approval before the invoice is pushed into the accounting or ERP system.

This allows teams to maintain control over invoice processing for both sending and receiving, improving efficiency in AR and AP activities.

5️⃣ Document Types

Link4 will indicate which document types can be delivered to a customer.

In some cases, customers can receive an eInvoice but cannot receive a credit note through Peppol.

Link4 manages the delivery of all document types through Peppol or email if the customer is unable to receive a specific document type.

6️⃣ Send All Your Invoices Through Link4

Users do not need to choose which invoice should be sent through eInvoicing or email.

Link4 automatically:

• Identifies customers who are ready to receive eInvoices

• Delivers invoices through the Peppol network

If the customer is not ready to receive eInvoices, the invoice will be delivered via email.

Invoices are sent using the company’s own invoice template.

7️⃣ Approval Process

Using Link4, users can set up an approval process for sending invoices at the access point level.

For receiving invoices, there are two workflows:

• A simple review process

• A multi-step approval process with up to three levels of approval

This ensures invoices are reviewed and approved before being sent to the customer.

If team members do not need access to the accounting system, they can approve invoices directly from the Link4 dashboard.

8️⃣ Duplicate Invoices

If an invoice is received from the same supplier with the same invoice number, Link4 detects it as a duplicate invoice.

A notification email will be sent with a link to the transaction in the Link4 Dashboard, allowing the user to approve or deny the invoice.

9️⃣ Detect if the Supplier is Not Listed in the Contact List

When a new transaction is received, Link4 checks whether the supplier TIN exists in the user’s supplier list.

If the supplier TIN is not listed:

• Link4 stops the invoice

• Sends a notification email with a link to the transaction page

The user can approve or deny the delivery of the invoice to the accounting or ERP system.

A popup will also appear on the home page prompting the user to select the supplier or add a new supplier.

In the settings section, users can configure the following:

• Enable sending to all customers or selected customers

• Enable receiving from all suppliers or selected suppliers

Users can also add bank details including:

• Bank Account Name

• BSB

• Account Number

Some customers require bank details to be included in eInvoices, making this feature useful.

🔟 Notification Settings

Users can select the frequency for email notifications related to transactions.

Available options include:

• Each transaction

• Daily

• Weekly

• Monthly
  

Two Factor Authentication

The admin can activate or deactivate two-factor authentication for all users under the organisation account.

Multiple Organisations / Sub Agencies

Link4 allows users to manage multiple organisations or sub-agencies.

Each organisation will have its own dashboard.

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

User Profile

In the profile management section, the admin user can:

• Edit and update organisation information

• Upload the company logo
  

The admin also has permission to:

• Add users

• Edit users

• Delete users
  

2️⃣ Additional Features

1️⃣ Archive Transactions

Users can archive transactions that are:

• Invalid

• Pending approval

• Encountered an error
  

 Transaction Update within 72 Hours

If a transaction is rejected by LHDN, users can update the details within 72 hours.

For example, if rejected due to an invalid TIN:

1. Update the TIN in the ERP system

2. Click the Get Update button

The corrected TIN will then be reflected in the dashboard.

This feature supports:

• Single transaction updates
  

• Bulk transaction updates
  

Bulk transaction updates are currently only available to NetSuite users.

2️⃣ Email Notification Tracking Log

Users can see the date and time when the end user received the email notification for validation.

3️⃣ View All Mapped LHDN 55 Fields

Users have the option to view all mapped LHDN 55 fields.

4️⃣ Invoice Printing Option (Add On)

Users can select specific invoices for printing, including one or multiple transactions.

This feature is available as an add-on based on user requests.

5️⃣ Consolidate Transactions

Users can select transactions that have been flagged for consolidation in their ERP system.

Once the consolidate button is clicked, the transactions are combined into a single transaction and then sent to LHDN.

6️⃣ Link4 PDF Creation Option (Add On)

Users can choose between:

• Their own invoice template

• The template provided in Link4

The Link4 template reflects all 55 fields required by LHDN.

Link4 uses all mapped fields to generate the PDF accordingly.

7️⃣ User Field Selection Option

Users can select specific fields before submitting transactions to LHDN when direct mapping fields are not available.

This ensures flexibility in the data submission process.

8️⃣ TIN Search

Users can search for the TIN using:

For individuals:

• Identification Card Number

• Passport Number

For businesses:

• Business Registration Number

9️⃣ Multiple TIN Search (Add On)

The Bulk TIN Search feature allows users to validate TINs in bulk using:

• SSM Registration Numbers

• Business Names

This can be done directly from the vendor or customer master list.

🔟 Multiple Customer Notification

Due to LHDN limitations on accepting multiple customer emails in the email field, Link4 has implemented a workaround.

Users can enter multiple email addresses separated by semicolons.

Example:

Link4 will send notifications to each recipient.

3️⃣ Billing

The billing page provides visibility into:

• Subscription validity

• Transaction records

• Payment management

Users can access detailed records of both received and sent transactions.

4️⃣ Reminders / Debtor Management

Users can enable reminders for invoice payment collection.

Features include:

• Sending reminder messages

• Selecting reminder frequency

• Creating bundled messages

Notifications can be configured for:

• All customers

• Specific customers

Setting Up Invitation Message

Users can create invitation messages to invite suppliers and customers to eInvoicing.

If email settings allow, invitations can be sent from the company email.

Users can also enable logo settings so the company logo appears in the invitation email.

Testing and Operational Readiness

Link4 provides access to development environments:

• UAT Environment

Customers can perform testing, transfer invoices, and complete required tests before deploying the access point services to production.

Link4 also provides real-time acknowledgement files indicating whether each invoice transfer was successful or failed.

Available reports include:

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

• Message level response

• Business response

Reports

Link4 provides real-time reporting and acknowledgement files.

Reports available include:

• Transaction details

• Message level response

• Business response

• Customers and suppliers ready for eInvoicing based on TIN

• Daily onboarding reports

• Transaction delivery status reports

• Weekly and monthly transaction reports

• API success and failure reports with status codes

Road Map and Global Positioning

Link4’s roadmap includes adding additional Peppol BIS 3.0 / PINT Post-Award business documents once approved by the Peppol authority.

Examples include:

• Purchase Orders

• Purchase Order Response

• Advance Shipping Notice

• Invoice Response

Link4 will update the customer’s SMP record when these services become available.

1️⃣ Global eInvoicing Participation

Link4 has been actively involved in the eInvoicing community since 2016 across:

• Australia

• New Zealand

• Singapore

• United States
  

• Malaysia
  

• Belgium
  

• United Kingdom

Since 2019, Link4 has also been involved in the global Peppol community.

Link4 is currently working with authorities in:

• United States

• Japan

• Malaysia
  

• Singapore

to support the adoption of eInvoicing globally.