Learn how RecMan maps invoice data to PEPPOL/EHF e-invoices, country-specific rules, attachments, and troubleshooting failed submissions.
Overview
RecMan can send your invoices and credit notes as electronic invoices in the PEPPOL format. This lets your customers receive invoices directly into their own accounting or purchasing system instead of by email or post.
Delivery is handled by an e-invoicing partner (access point). In short:
- RecMan's job: collect the right information from your invoice, department, and customer records, and package it into a correctly formatted electronic invoice.
- Access point's job: deliver that invoice to the recipient, either over the international PEPPOL network or, if the recipient isn't registered there, via the appropriate national e-invoice registry (Nemhandel in Denmark, NEA in Sweden, TIEKE in Finland).
Each submission covers exactly one invoice or one credit note – multiple documents are always sent as separate submissions.
PEPPOL e-invoice field mapping
Find out where each field comes from:
| E-invoice field | What it is | Comes from in RecMan |
|---|---|---|
| Document type, number, issue date, due date | Core invoice identity | The invoice or credit note record itself. |
| Currency | Document currency | The invoice's currency – must be NOK, SEK, DKK, or EUR. |
| Note | Free-text note on the invoice | The "Note" field on the invoice. |
| Buyer reference | Reference text shown to the buyer | The invoice's buyer reference field. |
| Billing reference | Reference to the original invoice (credit notes only) | The invoice number/date the credit note was created from. |
| Order reference | Project number shown to the buyer | The project linked to the invoice (or a manual override on the invoice, if set). |
| Contract reference | A contract/reference number some customers require on invoices | A configurable project attribute. For most customers, this is empty unless a specific attribute has been set up – contact support if you need this enabled for a specific customer. |
| Supplier (your company) details | Your company name, address, organization number, VAT details | The department that issued the invoice – make sure the department's address and org number are correct and complete. |
| Buyer (customer) details | Customer name, address, organization number / GLN / e-invoice ID | The customer (company) record in your CRM. RecMan prefers the customer's e-invoice ID first, then GLN number, then local organization number – whichever is filled in. |
| Delivery address | Where goods/services were delivered, if relevant | The customer's delivery address, if one is set on the customer record. |
| Payment means (bank account, payment reference) | How the customer should pay | Your department's bank account / payment details, combined with the invoice's own payment reference. The exact format depends on the supplier's and customer's country (see below). |
| VAT / total amounts | Tax breakdown and grand total | The amounts recorded on the invoice lines, grouped by VAT rate. These must add up correctly – see "Common issues" below. |
| Invoice/credit note lines | Line items (products, quantities, prices) | The invoice's or credit note's line items. |
| Attached invoice PDF | A readable copy of the invoice | Automatically generated from the invoice using your department's invoice template/layout setting. |
Country-specific behavior
Some formatting rules change automatically depending on the supplier's and customer's country – these are not something you need to configure, but they explain certain differences customers may notice:
- Sweden → Sweden: when both your department and the customer are Swedish, payment details are sent as Bankgiro instead of IBAN.
- Denmark: depending on how the customer is registered (PEPPOL vs. the Danish OIOUBL channel), the bank account must be entered in a specific hyphenated format, and the payment reference may use a Danish "FIK code" instead of the usual KID number. If a Danish customer's bank account isn't in the expected format, submission will fail – this is a common support case.
- Iceland: an extra identifier is automatically added to the customer's legal entity information; no action needed on your end.
- Norway: your department's VAT/organization number must be in the exact format NO + 9 digits + MVA. An incorrectly formatted Norwegian org number is a common cause of failed submissions.
Before sending, RecMan also checks whether the customer (and your department) is registered on the PEPPOL network at all. If not, it automatically falls back to checking the relevant national registry (Sweden, Denmark, Finland). If neither check succeeds, the invoice cannot be sent – this is almost always a sign that the customer's organization number is missing, incorrect, or not registered for e-invoicing.
Attachments
- A PDF copy of the invoice is always attached automatically – you don't need to generate or upload this yourself.
- You can attach your own files (PDF, JPEG/JPG, PNG, Word documents). Other file types (e.g., CSV, plain text) are not supported by the e-invoicing network; if you attach one, it will simply be left off the invoice with a warning, rather than causing the whole submission to fail.
- Non-PDF attachments (images, Word documents) are automatically converted to PDF before sending, since the e-invoicing network only accepts PDF attachments.
Troubleshooting PEPPOL submission errors
Common issues and what they mean:
| Symptom / message | Likely cause | What to check |
|---|---|---|
| Submission fails before anything is sent, mentioning missing name / address / organization number | Your department or the customer record is missing required address or organization-number fields | Check both the issuing department's and the customer's address and organization number. |
| Submission fails due to organization number / registry lookup | The customer's organization number isn't registered on PEPPOL or the relevant national registry | Verify the customer's organization number is correct; confirm with the customer whether they're set up to receive e-invoices. |
| VAT amounts don't reconcile | The invoice's VAT breakdown by rate doesn't add up to the total VAT on the invoice | Review the invoice lines and VAT rates for inconsistencies. |
| Unsupported currency | Invoice currency isn't NOK, SEK, DKK, or EUR | Confirm the invoice currency; other currencies aren't currently supported for e-invoicing. |
| Negative price issue | A credit/discount line is structured in a way the e-invoice format doesn't allow | Negative amounts should be expressed as a negative quantity, not a negative price, on the line. |
| "Invoice already exported" | The exact same invoice was already successfully submitted before | This is a duplicate-send protection – check whether the invoice was already delivered before resending. |
| "File size exceeded" | The invoice plus its attachments are too large | Reduce the size or number of attached files. |
| Norwegian supplier VAT number format error | Your department's VAT/org number isn't in the exact NO#########MVA format | Correct the department's VAT number format. |
| Danish bank account format error | A Danish bank account isn't in the required hyphenated format | Re-enter the department's bank account in the correct format. |
Checklist for a successful e-invoice submission
- The issuing department has a complete, correctly formatted address and organization/VAT number.
- The customer record has a complete address and a valid organization number (or GLN / e-invoice ID), and is registered on PEPPOL or an applicable national registry.
- The invoice currency is NOK, SEK, DKK, or EUR.
- VAT amounts on the invoice lines reconcile with the invoice total.
- Any discount/credit lines use negative quantity rather than negative price.
- Any manually attached files are PDF, JPEG/JPG, PNG, DOC, or DOCX.
- Only one invoice or credit note is submitted per send action (this is handled automatically by RecMan – not something you need to manage).