PEPS Invoice Template Instructions

This guide explains how to use the PEPS (Professional Enterprise Payment System) invoice template effectively. Follow each step to ensure that invoices are accurate, compliant, and ready for submission.

1. Overview of the PEPS Invoice Template

The PEPS invoice template is a standardized Microsoft Excel workbook designed for quick data entry while maintaining consistency with PEPS reporting requirements. It contains the following worksheets:

• Header General invoice information.
• Line Items Detailed list of goods or services.
• Summary Totals, taxes, and payment terms.
• Attachments Links to supporting documents.

2. Preparing Your Data

Before opening the template, gather the following information:

1. Customer name, address, and tax identification number.
2. Purchase order (PO) reference.
3. Detailed description of each product or service.
4. Unit price, quantity, and applicable tax rate for each line.
5. Bank account details for payment receipt.

3. StepbyStep Instructions

3.1 Open the Template

Download the latest version from the PEPS portal and open the file in Microsoft Excel (2016 or later). Enable macros if prompted they are required for automatic calculations.

3.2 Fill in the Header Sheet

3.3 Enter Line Items

Switch to the Line Items sheet. Each row represents a separate charge. Required columns:

• Description Clear, concise wording.
• Unit Price Net price before tax.
• Quantity Number of units.
• Tax Rate (%) 0, 5, 20, etc., depending on product type.
• Amount Autocalculated (Unit Price Quantity).
• Tax Amount Autocalculated (Amount Tax Rate).

Do not delete any rows; hide unused rows if necessary.

3.4 Verify the Summary Sheet

The Summary worksheet pulls data from the previous sheets. Check that:

• Total Net Amount matches the sum of all lineitem amounts.
• Total Tax reflects the combined tax amounts.
• Total Gross (Net + Tax) is correct.
• Payment terms (e.g., Net 30) are accurately entered.
• Bank details (IBAN, SWIFT) are uptodate.

3.5 Attach Supporting Documents

Navigate to the Attachments sheet and add hyperlinks to any required files contracts, delivery notes, or certifications. Use the format:

=HYPERLINK("C:\Docs\DeliveryNote_001.pdf","Delivery Note")

3.6 Save and Export

1. Save the workbook with a meaningful name, e.g., INV202300123_Acme.xlsx.
2. Export a PDF version for the customer: FileSave AsPDF.
3. Store the original Excel file in the designated archive folder for audit purposes.

4. Common Errors and How to Fix Them

• Missing Tax ID The invoice will be rejected by PEPS. Ensure the field is filled with a valid format.
• Negative Quantity Occurs when returns are entered incorrectly. Use a separate credit note instead.
• Incorrect Tax Rate Verify the product classification in the PEPS tax table.
• Macro Disabled Reenable macros; calculations will not update otherwise.

5. Submission to PEPS

Once the PDF is ready, follow these steps:

1. Log in to the PEPS portal.
2. Choose Upload Invoice from the dashboard.
3. Select the PDF file and attach any required supporting documents.
4. Confirm the details displayed match the invoice you created.
5. Click Submit. You will receive a reference number within 2minutes.

6. Record Keeping

PEPS requires that original invoices be retained for at least seven years. Store them in an approved electronic document management system (EDMS) with the following metadata:

• Invoice Number
• Customer Name
• Submission Date
• PEPS Reference ID

Backup the EDMS weekly to an offsite location.

7. Frequently Asked Questions

Can I change the template layout?

No. The layout is fixed to meet PEPS validation rules. Minor formatting (font size, column width) is allowed, but do not add or remove columns.

What if a customer requests a different currency?

Convert amounts using the official exchange rate published on the PEPS website on the invoice date. Add a note in the Header sheet indicating the rate used.

How are discounts applied?

Enter the discount as a negative line item with a description such as Discount 5%. Ensure the tax rate matches the discounted items.

Is electronic signing required?

PEPS accepts a digital signature embedded in the PDF. Use the Sign Document feature in Adobe Acrobat or the approved corporate signing tool.

8. Support

If you encounter issues that are not covered in this guide, contact the Finance Systems Helpdesk:

• Email: finance.helpdesk@yourcompany.com
• Phone: +18005550199 (Ext123)
• Hours: MonFri, 08:0017:00GMT