When your sales invoice, credit note, quote or self-billing document is ready, you finalize it. Banqup shows you how and to whom the document will be delivered before anything is sent, so you can correct a wrong address first. This article explains the three ways to finalize a document and what to do when a delivery fails.
Finalizing a document
Open the document in Document Creator.
Click Finalize at the top right.
Banqup saves the document and checks it. If something is missing, such as an amount or the customer's details, the window does not open: the fields to fix are highlighted in the document.
In the window that opens, choose how to deliver the document: Send via Peppol, Send via email or Finalize only. The option that suits this customer best is already selected.
Check the delivery details, then click Finalize and send. If you chose Finalize only, the button reads Finalize.
The document gets its final number, payment reference and digital signature. A notification at the bottom of the screen follows the finalizing and sending, and you can keep working in the meantime.
Sending via Peppol
Send via Peppol sends the document as an e-invoice over the Peppol network. It is the recommended choice for businesses and public administrations that are registered on Peppol.
The Electronic address field shows the customer's Peppol address, such as 0208:0123456789. The addresses found for this customer are listed next to Available:. The one marked with a document icon comes from the document itself.
Click another address to use it, or type a new one in the field.
Banqup checks the address against the Peppol directory. If the customer is not registered, or cannot receive this type of document, the window tells you before anything is sent: for example "This participant is not registered on the Peppol network."
If you pick an address that differs from the one in the document, Banqup asks you to confirm that the document will be updated with the new electronic address.
If your space is not connected to Peppol yet, the Peppol option shows Activate Peppol. Only an administrator of your space can activate it.
Sending via email
Send via email sends the document as a PDF by email.
To shows the customer's email address. Change it or type another one. The change applies to this document only: the customer's delivery channels stay as they are.
Add one or more addresses in CC recipient to send a copy.
Banqup checks the format of each address before sending.
Finalizing without sending
Finalize only gives the document its final number, payment reference and digital signature, but sends nothing. Use it when you deliver the document yourself, for example by post, or when no delivery is needed.
You can send the document later from its details.
When a delivery fails
If a document could not be delivered, a banner at the top of the document explains why. To try again:
Open the document and click Finalize.
The window opens with the option that failed already selected. Correct the electronic address or the email address, or switch to another option.
Click Finalize and send.
Banqup does not switch to another option by itself when a delivery fails: choose it in the Finalize window.
If you have delivered the document another way, choose Finalize only and click Finalize. The error banner disappears and the document gets the status Unpaid.
For the meaning of each Peppol delivery message, see Fixing Peppol delivery errors on your documents.
FAQ
Why can't I finalize my document?
The document needs a customer. If none is linked, the window shows "This document has no connected business partner. Please add one before finalizing." Add the customer in the document, then click Finalize again.
Why is Peppol or email shown as Inactive?
That delivery channel is not switched on for your space. Activate it in Network connectors, or ask an administrator of your space to do it.
Can I change a document after finalizing it?
Not an invoice or a credit note: a finalized document has its final number and signature. To correct an invoice, create a credit note for it. A sent quote can still be changed: in Sales quotes, open its actions menu, click Edit, then finalize it again.
Is Finalize only available for quotes?
Yes. For a quote you can choose Send via email or Finalize only. Quotes are not sent via Peppol.