Sending InvoiceNow To Customers

Why Send InvoiceNow?

InvoiceNow is a nationwide e-invoicing network designed to streamline invoice processing workflows for businesses of all sizes. By utilizing InvoiceNow, companies can enhance operational efficiency, reduce costs, and accelerate payment cycles.

Research conducted by IMDA reveals the cost of processing invoices as follows:

• S$30 for a paper invoice
• S$27 for an emailed PDF invoice
• Less than S$10 for an e-invoice

This significant cost reduction highlights the value of adopting e-invoicing. For more details, you can download the InvoiceNow FAQ from IMDA: InvoiceNow FAQ.

How to Send Invoices via InvoiceNow

Sending Invoices to Non-Government Agencies

• Sending an InvoiceNow e-invoice is a straightforward process that begins after creating a Sales or Tax invoice. For detailed instructions on preparing a Sales/Tax invoice, please refer to the [Sales Invoice] documentation.
• Once the invoice is created, users will be directed to an option page (Fig 1).
• At this point, Highnix will check if the custome is a Peppol participant.
• If the customer is a Peppol participant (they have registered in Peppol and have a Peppol ID). User will have the following options:
  1. Send Sales Invoice Only via Peppol
  2. Send Sales Invoice to Customer and IRAS via Peppol-PINT
  3. Customer is Not Peppol Enabled: Create Sales Invoice for Peppol-PINT ONLY
• This action converts the invoice into the proper format compliant with the Peppol E-invoice standard and initiates its transmission through the Peppol Network.
  1. Option 1: This is for user who is not a GST registered participant. It will send the Sales Invoice to the recipient who is also a Peppol participant only.
  2. Option 2: User is a GST registered InvoiceNow participant. This option will send the sales invoice to their customer who is also a Peppol Participant as well as IRAS.
  3. Option 3: This is to send the Sales Invoice to IRAS only. This can be used if the user's customer is not a Peppol Participant.
• If the user's customer is NOT a participant, there will be no option (See Fig 2) for user to send the invoice via Peppol Network. Instead, user can click on the envelop icon to send the invoice to their customer via email and the email will inform their customer to join and participate in the InvoiceNow community.
• Highnix ERP transmits invoice data through its Access Point Service Provider, Banqup. Banqup then converts the data into the InvoiceNow format and sends it to the recipient. Users do not need to handle the formatting manually.
• Upon successful transmission or failure, a pop-up window will display the corresponding message.

Sending Invoices to Singapore Government Agencies

• Sending invoices to Singapore Government Agencies is a simple process that requires minimal setup. Follow these steps:
  • Log in to your Banqup account.
  • Enter the specific UEN number of the government agency. Banqup will validate whether this UEN is registered on the Peppol network. If registered, the channel will display the option "OpenPeppol/InvoiceNow." This option must be selected.
  • Set the customer type as Government Client (B2G).
  • In Highnix ERP, under the Customer Branch section, add a Branch Name (e.g., Ministry of Health), which represents the business unit of the government agency.
  • Under the Contact tab, enter the contact person’s details for the government agency.
  • In the Contact Active For field, select "government-general" to indicate that this person is the representative of the government agency's business unit.
  • If multiple government agencies need to be added, each agency should be assigned a separate Branch.

Steps to Send a Prepared Invoice or Modified Invoice

If you already have a prepared invoice and wish to send it via InvoiceNow, follow these steps:

1. Navigate to Sales Management > Inquiries > Customer Transaction Inquiry.
2. Locate the relevant invoice in the list and click the edit button (pencil icon) for the selected invoice.
3. Without making any changes to the invoice, click on the "Process Invoice" button at the bottom of the page.
4. An option page (Fig 1) will appear. Click on the "Send E-invoice via Peppol" link to send the invoice via the Peppol Network.

This streamlined process ensures efficient dispatch of invoices through the InvoiceNow system, enabling seamless transactions within the Peppol Network.

Figure

Fig 1

Fig 2: If customer is not an InvoiceNow Participant