Important Things to Take Note When Sending Invoices to Government

Important Notes When Sending Invoices to Singapore Government Agencies (AGD)

When sending invoices to Singapore Government agencies via InvoiceNow, vendors must comply with the following requirements.

Requirements

1. Have an active CorpPass account registered at the CorpPass portal (https://www.corppass.gov.sg).
2. Have an Approved vendor record in Vendors@Gov (https://www.vendors.gov.sg).
   1. Before submitting e-invoices to Singapore Government agencies via InvoiceNow, vendors must first create a vendor record in Vendors@Gov.
   2. Vendors can log in to Vendors@Gov using their CorpPass account.
   3. The vendor record must be in Approved status before any e-invoice submission is allowed.
3. Payments will be made based on the bank account details maintained in the approved vendor record.
   1. To learn how to log in to Vendors@Gov, please refer to the relevant Vendors@Gov login guide.
   2. To learn how to create or update a vendor record, please refer to the relevant Vendors@Gov vendor registration guide.
4. Ensure that all e-invoices submitted comply with the e-invoice requirements specified by Singapore Government agencies.

Peppol Network Endpoint ID

1. When submitting e-invoices to Singapore Government agencies via InvoiceNow, invoices must be sent to the agency’s registered Peppol Endpoint ID.
2. You may find the agency’s Peppol Endpoint ID in the Singapore Peppol Directory: here.
3. If the agency has not registered a Peppol Endpoint ID, you may submit the e-invoice to the Accountant-General’s Department (AGD) endpoint ID: SGUENT08GA0028A.
4. Invoices submitted to the AGD endpoint will be routed to the respective Singapore Government agencies for further processing.
5. Vendors will receive invoice status updates from the AGD endpoint. These updates are sent via an Invoice Response document through InvoiceNow.

Government Departments and How to Enter Them in Highnix ERP Customer Profiles

1. When supplying products or services to Singapore Government agencies, vendors must correctly identify the Business Unit (BU) code of the agency. While BU information originates from the Vendors@Gov portal, all entries and selections are performed using Highnix ERP terminology and screens.
   1. Users supplying products or services to Singapore Government agencies must be aware of the relevant Business Unit (BU) codes associated with the agencies they are dealing with.
      1. A list of the latest Government Ministries and Statutory Boards, including their official BU codes, can be downloaded from the Vendors@Gov website: here.
      2. The Vendors@Gov portal is used only as a reference source. Users are not required to log in to Vendors@Gov to perform any configuration within Highnix ERP.
2. Highnix ERP includes a pre-loaded list of Government Ministries and their corresponding BU codes.
   1. In Highnix ERP, Government agencies are maintained as Customers, while BU codes are maintained as Customer Branches.
   2. When creating a Sales Order, Delivery, or Invoice, users should first select the relevant Government Ministry in the Customer field.
   3. After selecting the Customer, users can choose the appropriate BU code from the Branches drop-down list (see Fig. 1).
   4. The selected BU determines the billing address, contact details, and routing information used for InvoiceNow submission.
3. Note on BU Maintenance and Updates
   1. Users are advised to review BU details, such as address, department name, and contact information, at least once every two months to ensure accuracy.
   2. Changes in BU details may occur due to internal restructuring within Government agencies.
   3. To review or update BU details in Highnix ERP, navigate to Sales Management → Maintenance → Add and Edit Customer Branches (see Fig. 2).
   4. Select the relevant BU and click the pencil icon to edit existing details.
   5. To add a new BU, complete the form on the same page and click the Add New button.
4. Common Mistakes and Tips
   1. Do not confuse Ministry names with BU codes. A single Ministry may have multiple BU codes, each representing a different department or division.
   2. Do not create duplicate customers for the same Ministry. Always use the existing Customer record and add or select the correct BU under Customer Branches.
   3. Ensure the correct BU is selected before invoice submission. An incorrect BU may result in invoice rejection or delayed processing by the Government agency.
   4. Avoid using free-text entries for BU-related information. Always select from the predefined Branch list to ensure consistency and compliance.
   5. Verify BU details regularly, especially if invoices are rejected or queried due to address or department mismatches.
5. Best Practice Recommendation
   1. Assign a responsible user to manage and periodically review Government BU records in Highnix ERP.
   2. Maintain a simple internal reference list mapping your customers’ projects or contracts to the corresponding BU codes for ease of use.

Receiving Invoice Responses from Government Agencies or Customers

1. Customers, including the Accountant-General’s Department (AGD) and other IMDA-accredited systems, are able to send invoice responses to the Highnix ERP system.
2. The following invoice response codes may be received:
   1. AB – Message Acknowledged
   2. IP – In Process
   3. UQ – Under Query
   4. CA – Conditionally Accepted
   5. RE – Rejected
   6. AP – Accepted
   7. PD – Paid
3. Each response code represents a specific invoice status. These responses may be sent by customers at different stages of invoice processing.
4. For more details, please refer to Receiving Invoice Response from Customer.

For additional clarity, please search online using the keywords "User Guide for Government Vendors on InvoiceNow" and refer to the latest official documentation for detailed step-by-step instructions.

Fig 1

Fig 2

Go to the next topic: Send Invoices to Government