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1️⃣ INTRODUCTION

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Welcome to the Link4 Invoice Express User Guide.

This document is designed to provide you with a comprehensive understanding of how to use our platform effectively for managing invoices, credit notes, and reporting.

Link4 Invoice Express ensures compliance with:

✔ Peppol Standards
✔ IRAS Requirements

It streamlines your financial processes while ensuring regulatory compliance.

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2️⃣ DASHBOARD OVERVIEW

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The Link4 Dashboard is your central hub for managing all invoice-related activities.

It provides:

• Transaction summaries
• Easy navigation
• Access to submission-ready documents

🖥 Link4 Dashboard Overview

The dashboard interface showing transaction summaries and navigation options.

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3️⃣ ACTIVATION OF GST INVOICENOW SUBMISSION

(For GST-Registered Businesses)

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🚀 Getting Started with Link4 IE

To begin using Link4 IE, new users must provide:

• Name
• Email
• Phone Number
• UEN

No API connection is required.

✅ After Signup Completion

1. A user account is automatically created in Link4 IE.

2. A CorpPass authorization request is triggered to complete the KYC process.

3. An email from CorpPass is sent (with a link to login and authorize the connection)

4. User logs into CorpPass using SingPass or any other registered credentials and authorizes Link4.

After successful KYC:

✔ User is added to Link4 SG SMP
✔ Peppol ID is generated
✔ Peppol ID visible under My Profile

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🔹 STEP 1: Initiate GST InvoiceNow Activation
( detailed instructions on activating InvoiceNow and submitting transactions to IRAS)

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1️⃣ Log in to Link4 Invoice Express
2️⃣ Navigate to:
Settings → Access Point → Activate GST Invoice Now
3️⃣ Click Yes “Enable GST Invoice Now Submission”
4️⃣ Click Save

🟡 The activation request from Link4 will be initiated to Corpass

Status: Initiated _ Activation. Press [Save]

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🔹 STEP 2: Authorize via CorpPass

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1️⃣ After the status changes to “Initiated Activation,” an email will be sent to your business representative asking them to approve Link4 as your Access Point provider through CorpPass.
2️⃣ Click “Authorize via CorpPass”
3️⃣ Log into CorpPass
4️⃣ Authorize Linkfor Pte Ltd as Access Point Provider
5️⃣ Complete authorization

After completion:

At this point, you are ready to start sending transactions to IRAS

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🔹 STEP 3: Confirm Activation

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Upon successful authorization:

✔ C5 is activated
✔ You can begin sending transactions to IRAS

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4️⃣ INVOICE TRANSACTIONS

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📌 Understanding Different Invoice Types in Link4 IE

This section explains how to identify and submit various invoice types.

🧾 1. Peppol Sales Invoice (PINT)

Definition:
Invoice sent to Peppol-registered customer using PINT ( Peppol International Invoice Model) format.

Identification:
• The customer is registered on Peppol and listed in Peppol SMP (Service Metadata Publisher)
• Invoice in PINT format and meets Peppol specifications

Submission Criteria:
• Use when invoicing a Peppol-registered customer using the PINT format.

🌍 2. Peppol Sales Invoice (PINT – Foreign Currency)

Identification:
• Customer is Peppol-registered
• Invoice in foreign currency (USD, EUR, MYR, etc.)
• Must include SGD supporting totals

📄 3. Peppol Sales Invoice (BIS)

Definition:
• A Peppol Sales Invoice (BIS) is sent to a customer not updated in the Peppol SMP but still within the Peppol framework. BIS refers to the legacy Peppol Business Interoperability Specification format.

✉ 4. Non-Peppol Sales Invoice

Definition:
• A Non-Peppol Sales Invoice is issued to a customer not registered on Peppol. These invoices are handled outside the Peppol network.

🛒 5. Aggregated B2C Sales Invoice

Definition: A B2C (Business-to-Consumer) invoice is issued for sales made to individual consumers without a UEN or Peppol ID. These transactions are aggregated for compliance reporting.

💳 6. Aggregated PCP Purchase Invoice

Definition:
• A Procurement Card Purchase (PCP) Invoice reports purchases made using company issued Procurement Cards (P-Cards). These purchases are aggregated into one invoice.

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📤 Submitting Invoice Transactions to IRAS

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For Peppol and Non-Peppol Sales Invoices:

🔹 Submission Process and visuals:

1️⃣ Click “+” to create new Invoice
2️⃣ Ensure the customer is accurately added to the Customer Master List in Link4.
      • video guide: Help Desk
3️⃣ Select the correct customer to match the invoice type.
4️⃣ If the customer is registered in Peppol, select their name from the drop-down list.
      • To send a transaction in foreign currency, choose the appropriate currency when creating the invoice.
      • For non-Peppol customers, select the “Non-Peppol Customer” option.
5️⃣ Complete all relevant fields in the form.
      • Fields marked in red are mandatory.
      • If a field is not relevant or you have no value to enter, leave it blank.
6️⃣ Once all details are entered:
      • Click “Send Invoice” to submit, or
      • Select “Save Draft” to edit and send later.

For Aggregated B2C (POS or STI) and Aggregated PCP Transactions:

🔹 Types of Transactions: 

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5️⃣ CREDIT NOTES

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📌 Handling Credit Notes Transactions

🧾 Peppol Sales Credit Note (PINT)

A Peppol Sales Credit Note (PINT) is issued to a customer registered on Peppol, using the PINT format. It adheres to the Peppol International Invoice Model specifications and is exchanged via the Peppol network.

📄 Peppol Sales Credit Note (BIS)

A Peppol Sales Credit Note (BIS) is issued to a customer not updated in Peppol SMP but still within the Peppol framework. It uses the older Peppol Business Interoperability Specification format.

🌍 Non-Peppol Credit Note (Foreign Currency)

This credit note is issued to a customer not on Peppol, in a currency other than SGD.

📤 Submitting Credit Notes to IRAS

1️⃣ Click “+” to create new  CreditNote.
2️⃣ Ensure the customer is accurately added to the Customer Master List in Link4.
      • video guide: Help Desk
3️⃣ Select the correct customer to match the credit note type.
4️⃣ If the customer is registered in Peppol, select their name from the drop-down list.
      • To send a transaction in foreign currency, choose the appropriate currency when creating the credit note.
      • For non-Peppol customers, select the “Non-Peppol Customer” option.
5️⃣ Complete all relevant fields in the form.
      • Fields marked in red are mandatory.
      • If a field is not relevant or you have no value to enter, leave it blank.
6️⃣ Once all details are entered:
      • Click “Send Credit note” to submit, or
      • Select “Save Draft” to edit and send later.

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6️⃣ PURCHASES

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📥 Handling Peppol Purchases Transactions in Link4

🔹 Peppol Purchase Invoice

🔹 Peppol Purchase Credit Note

Peppol Purchase Invoice visual representation

Peppol Purchase Credit Note visual representation

📥 Handling Non-Peppol Purchase Transactions

🔹 Non-Peppol Purchase Invoice

Definition:
A Non-Peppol Purchase Invoice is received from a supplier not on Peppol.

Identification:
• The supplier does not have a Peppol ID.
•  The invoice is received via email, PDF, or paper.

Submission Criteria:
•  Use when manually submitting non-Peppol invoices to IRAS.

Example Scenario:
• business receives a PDF invoice via email from a non-Peppol supplier.

🔹 Non-Peppol Purchase Credit Note

Definition:
A credit note received from a supplier not registered on Peppol, handled outside the Peppol network.

Identification:
• The supplier is not found in the Peppol Directory.
• The credit note is received via email, PDF, or paper.

Usage:
• Submit if a supplier outside Peppol issues a credit note that needs reporting to IRAS.

Example Scenario:
A company receives a refund for a returned product from a non-Peppol supplier via email (PDF credit note).

📥 Submitting non-Peppol Purchase Transactions

🔹  Types of Invoices:

•  Non Peppol Purchase Invoice

• Non Peppol Purchase Credit Note

🔹  Submission Process and visuals:

1️⃣ In the Link4 Dashboard, single-click on “Invoices.” Navigate to the menu, and from the drop-down list, select “Add Non-Peppol Purchase” to create a new Non-Peppol Purchase.

2️⃣ Ensure that the Supplier is accurately added to the Supplier Master List in Link4.

For more details, visit our Help Desk and refer to the video guide.

3️⃣ Select the correct Supplier to match the invoice type.

4️⃣ Since this transaction is from a supplier of a non-Peppol User, You can select the that specific supplier from the drop down list of 'supplier'.

5️⃣ Add all the relevant details in the form. Fields marked in red are mandatory for submission.
If a field is not relevant to your business or you don’t have a value to enter, you may leave it blank.

6️⃣ Once all details are completed, scroll down and:
      ● Click “Send” to submit.

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7️⃣ ADDITIONAL INFORMATION

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 Advanced Ordering & Order Balance

Please click here to view the Advanced Ordering & Order Balance User Guide

8️⃣ REPORTING & RECONCILIATION

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🔹 Overview

The Reporting & Reconciliation feature allows users to track invoice submissions, view real- time details, and download reports for audit purposes. This ensures all transactions are logged and accessible for reconciliation.

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🔹 Reporting & Reconciliation Dashboard

The dashboard for accessing reporting and reconciliation features.

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🔹 Accessing Reports

Navigate to Link4 Dashboard > Profile > Access Point.
Select the date range and download the desired report.

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🔹 Viewing Submission Logs Report

Individual Transactions:
• Users can access submission details directly within the Link4 interface.
• The Acknowledgment ID, if available, is displayed for verification purposes.

All Transactions:
• Users can generate and download a comprehensive submission report, which mainly includes:
o Peppol ID
o Date and time of invoice data submission
o Unique message Instance Identifier (UUID) of the transmission
o Unique message Instance Identifier (UUID) of the document
o Status of the submission of the invoice data to IRAS
o Acknowledgment Receipts

Purpose:
• Ensures that all transactions are logged, accessible, and available for reconciliation and audit tracking.

Accessing the Report:

1️⃣ Navigate to the Link4 Dashboard.
2️⃣ Go to Profile > Access Point.
3️⃣ Scroll down to select the date range.
4️⃣ Download the report file.

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🔹 Reconciliation Report

The Reconciliation Report provides a detailed overview of submitted invoices and credit notes, assisting users in identifying any mismatches or failed submissions.

The Reporting & Reconciliation feature in Link4 is designed to help users efficiently track invoice and credit note submissions. This functionality ensures that submissions reach both Peppol and IRAS successfully. Users have the ability to view real-time submission details and download comprehensive reports for reconciliation and audit purposes.

Additional Key Details in the Report:
• Access Point Status (Send/Receive): Tracks whether the invoice was successfully processed through the Peppol network.
• IRAS Status (Yes/No): Confirms if the invoice reached IRAS for tax reporting.

Accessing the Report:

1️⃣ Navigate to the Link4 Dashboard.
2️⃣ Go to Profile > Access Point.
3️⃣ Scroll down to select the date range.
4️⃣ Download the report file.

Real-Time Reconciliation via UI

Users can view invoice submission statuses directly on the Link4 screen log, which displays:
• Submission Details
• Access Point (AP) Status
• IRAS Acknowledgment ID

Purpose:
• Provides real-time reconciliation visibility, allowing users to quickly verify whether their invoices have been successfully sent.

P2C (Procurement-to-Consumer) Transactions:

Submitted only to IRAS, not Peppol.

B2C (Business-to-Consumer) Transactions:

Aggregated B2C sales invoices are only reported to IRAS.

Peppol Validation & Common Errors

Before sending an invoice or credit note to IRAS via Peppol, it must pass Peppol validation. If validation fails:
• The invoice is not submitted to IRAS.
• The user will receive a Peppol validation failure notification.

Common Peppol Validation Issues:
1️⃣ Missing UEN/Peppol ID: Ensure the recipient’s Peppol ID is correct.
2️⃣ Invalid Peppol Format: Ensure the invoice is structured according to Peppol PINT/BIS rules.
3️⃣ Incorrect Tax Codes: Check GST compliance before submission.

Summary & Best Practices

• Ensure Peppol validation before submitting invoices.
• Check Peppol registration using the Peppol Directory before sending invoices.
• Use correct invoice types (PINT, BIS, Non-Peppol) based on customer/supplier registration.

This guide provides a structured approach to using Link4 Invoice Express, ensuring compliance and efficiency in managing your transactions. For further assistance, please contact our support team.