Introduction

The purpose of this guide is to support vendors who are implementing InvoiceNow Advanced Ordering features within their solutions and to ensure that their solutions can correctly handle the process used for B2G. The existing Peppol Advance Ordering specifications have a comprehensive feature set. The B2G use case in Singapore utilises a subset of these features as necessary to meet the needs.

This guide defines which process steps and functionalities are used (or not used) for B2G transactions in Singapore.

Audience

  • B2G vendors who are using their own solutions to receive orders via InvoiceNow

  • InvoiceNow solution providers implementing support in ERPs and accounting solutions

  • Trainers, consultants, and others who support and advise on the implementation of advanced ordering

Benefits

  • Structured ordering improves quality and reduces invoice disputes, leading to faster payments and cost savings for all parties.

  • Allows gradual implementation based on cost and benefit, enabling buyers to optimise procurement processes over time.

  • Gives sellers the option to use their own systems for handling orders, as an alternative to procurement portal or other communication channels such as email.

The process flow

B2G process instructions

In B2G transactions using Advance Ordering , the vendor shall not send electronic messages through Peppol to propose changes or cancellations after an order has been sent by the buyer. Only the buyer can manage the order after submission, including making changes or cancelling the initial order.

For these actions, only the following Peppol transactions are used:

  • Buyer placing the initial order - Peppol Order transaction (T01).

  • Buyer cancelling an order - Peppol Order Cancellation transaction (T115).

  • Buyer changing an order - Peppol Order Change transaction (T114).

Consequently, the following Peppol transaction should not be used:

  • Seller cancelling an order - Peppol Order Response Advanced transaction (T116)

  • Seller changing an order - Peppol Order Response Advanced transaction (T116)

If the vendor needs to propose a change or cancel an order, they must contact the buyer directly using contact channels defined in their contract (such as by phone or email).

Responding to the order

Peppol Advanced Ordering defines how the vendor can respond to the Order, Order Change, and Order Cancellation using the Order Response message. However, order response is currently not supported for B2G transaction. Vendors should not send order responses on InvoiceNow for B2G transactions.

If the vendor can’t accept an order, they must contact the buyer directly using contact channels defined in their contract (such as by phone or email).
If the vendor accepts the order, no response is needed. The order is considered accepted unless the vendor contacts the buyer to state otherwise.

Issuing invoice based on the order

Certain information from the Order is required when issuing the invoice. The vendor must ensure that these elements are correctly placed in the invoice format. Please refer to the AGD user manuals for:

  • Further technical details for submitting invoices through InvoiceNow.

  • Guide for sending the test invoice to AGD for verification.

Use of optional information elements

The Order, Order Cancellation, and Order Change transactions include several optional information elements which are used in B2G transactions. It is important for vendors to process these data elements in the order. The table below outlines these elements and their purposes.

Business term Location in Order Function

Order Line Note

Order/cac:OrderLine/cbc:Note

Used for delivery address on line level.

Buyer reference (sub-business unit)

Order/cbc:CustomerReference

Business unit of the client agency

Payment terms

Order/cac:PaymentTerms/cbc:Note

Based on the agreed payment terms with your client agency

Typical use cases

The below use cases and correspondig test files shows typical transactions from a Singapore government

Use case 1 - Initial order

An initial order using the mandatory information and in addition commonly used optional elements.

The initial order contains:

  • Buyer and seller party information including contact information

  • Payment terms according to the codelist

  • Two order lines with delivery address in the note-field.

Use case 2 - Change to ordered quantity on order line

An order change (of the initial order from use case 1) using the mandatory information and in addition commonly used optional elements.

The order change contains:

  • Buyer and seller party information including contact information

  • Reference to the initial order

  • Payment terms according to the codelist

  • Two order lines with delivery address in the note-field.

  • Change to the quantity of the first line. No change on the second line.

Use case 3 - Cancellation of the order

An order cancellation (of the initial order from use case 1) using the mandatory information and in addition commonly used optional elements.

The order cancellation contains:

  • Buyer and seller party information including contact information

  • Reference to the initial order

  • Text with reason for cancellation

Checklist for vendors and solution providers

The below checklist helps vendors and implementers ensure a smooth and compliant setup of InvoiceNow Advanced Ordering for B2G.

  • Register on the InvoiceNow network - Ensure the vendor is registered to receive Order, OrderChange, and OrderCancellation messages .

  • Handle order responses correctly - Currently, any responses to the order should be managed outside the InvoiceNow network.

  • Issue invoices accurately - Ensure invoices include correct references and details from the order.

  • Understand optional fields - Be aware of key optional fields used by the buyer.