Frequently Asked Questions

Q.1 Why does the public sector have to comply with the Directive 2014/55/EU?

It has been approved by the EU Parliament and the Council of Ministers and has become a Directive and is being transposed into law in all member states. See the following link for more information. e-Invoicing

Q.2 Is there a date extension beyond April 2019?

The deadline of 18 April 2019 was set following the publication of the European Standard on electronic invoicing in the Official Journal of the European Union on 17 October 2016, allowing 18 months for compliance with the Directive and Standard. The Directive permits that Member States may postpone the application of this date for sub-central contracting authorities and contracting entities until 30 months after the publication of the Standard (April 2020). To avail of this, it is intended that the transposition of the Directive into Irish legislation will include the postponement option for sub-central contracting authorities and contracting entities. The Office of Government Procurement (OGP) intend to have this come into effect by April 2019. eInvoicing Ireland have prepared an Information Note on the compliance deadline which is available to access at

Q.3 My department is set to move to a Financial Shared Services Centre, so it’s worth our while going ahead with eInvoicing?

It depends on the timing of the move to shared services and its compliance with eInvoicing. At a minimum your organisation needs to arrange a facility to receive and process an e-invoice if requested by a supplier after April 2019 (or 2020 for non-central government with deferral).

Q.4 How will RCT invoices be handled using eInvoicing?

The RCT (Relevant Contract Tax) is a withholding tax. Withholding tax does not have to be declared on an invoice. The RCT supplier should be designated in the public body’s FMS for RCT purposes similar to any other such supplier when set up for payment.

Q.5 Why should a supplier adopt eInvoicing?

It can have significant financial benefits. Many countries have now mandated it for suppliers. Tenders in the future may include eInvoicing as a requirement.

Q.6 What are the financial benefits of eInvoicing?

The top five eInvoicing financial benefits are: (1) Save time when you receive a traditional invoice. If you enter the data manually, it is a very time consuming process and errors can occur. eInvoicing eliminates the need for these processes saving you time and also reducing errors which can be costly to remedy. (2) eInvoicing can reduce the cost of receiving an invoice by up to 90 per cent or €17 per invoice. Furthermore, the cost of sending an invoice can be reduced by 44 per cent or €13 per invoice. These estimates include everything that is involved in the process of sending or receiving an invoice. (3) For suppliers in particular, eInvoicing helps to ensure they are receiving payments from their customers as quickly as possible, improving cash flow for business. (4) eInvoicing cuts down, and in some cases can eliminate, paper from the invoicing process because it’s transferred electronically. (5) Improve communication / customer service: chasing people to get an invoice paid on time can be stressful on business relationships. With e-Invoices the sender is notified when invoices are sent and the buyer receives notification when they receive the invoice in their system.

Q.7 What are the most difficult aspects of setting up eInvoicing?

Selecting a suitable service provider that understands your ERP system and provides value for money. A list of certified Access Point Service Providers can be found at PEPPOL Certified APs However if your invoice volumes are low then a free portals are available are free of charge.

Q.8 Will using PEPPOL invoice 3.01 satisfy EN directive requirements?

Yes, because it is a conformant subset of the European eInvoicing standard.

Q.9 Will I, as a supplier, have to change my invoice template to the standard PEPPOL template?

To comply with PEPPOL all invoices must be in a standard format. There are a number of service providers that provide a full PEPPOL conversion service and will manage the conversion of existing electronic formats and transfer them to a compliant PEPPOL invoice.

Q.10 What is the usual timeframe for a company to set up for eInvoicing and what are the requirements (infrastructure/it system)?

The timeframe varies from supplier to supplier. The requirements will depend on the system used to generate invoices.

Q.11 How does eInvoicing work with foreign suppliers, with regards to submitting invoices and self- accounting VAT?

There is no difference as the EN is based on international standards and its use has been agreed by all national standard bodies throughout the EUs

Q.12 Can suppliers outside the EU use PEPPOL to submit invoices? How are non-Euro amounts taken into account?

The eInvoice compliant with the European data model is based on international standards and is designed for cross border trade. It handles multi-currency.

Q.13 PDF not strictly required by EU Directive, how can invoice content translate into FMS system?

A PDF is not an EN compliant invoice, therefore a Public Body is not mandated to receive PDFs.

Q.14 Are C&AG happy that there may be no printed invoice to audit in the future?

We have not received a recommendation directly from the C&AG or the LG Audit Service, however, Revenue Commissioners have issued the following on electronic invoicing. See Other types of VAT invoices

Q.15 Is invoicing compulsory for suppliers from 2019 or can suppliers still send normal invoices?

In Ireland it is not mandated for suppliers to send eInvoices currently but only for Public Bodies to receive and process eInvoices complaint with the EU standard.

Q.16 Will the slides be shared after the event?

Yes – all participants were sent a copy.

Q.17 Can we assume the questions asked will be answered on here after the event

Yes, and will be circulated to the conference participants and project website.

Q.18 How will the risk of fraudulent invoices be prevented?

The PEPPOL environment used to transport the invoice is deemed to be very safe. The use of Purchase Orders is also important. However good business controls are always required even for eInvoices.

Q.19 What about out of state suppliers and the requirements to self-account for vat, I take it the system will cater for this.

Yes – normal rules apply.

Q.20 What suppliers are on-board? Few examples

As part of the rollout to all sites a small number of suppliers will be onboarded for each site. Once each LA is live with e-Invoicing and compliant with the EU Directive, the LGMA will work with the sector to create a supplier onboarding strategy. This might involve an analysis of LG sector spend to identify high volume suppliers while also liaising with other public sector bodies who may have already onboarded suppliers for e-Invoicing. Energia is one non-PO type supplier that is being examined.

Q.21 What about automation of supplier set up?

There is a process that has to be adhered to for setting up suppliers. That will be explained to users during the e-Invoicing training sessions.

Q.22 Will the system be able to sort out a supplier that will provide both rct services and non rct services

No, the electronic invoice has no extra information to identify RCT. RCT invoices will be handled in the usual way.

Q.23 EU/LEO and other audits are currently looking for original hard copy invoices even though there's a scanned copy on FMS. Did this arise in pilot re invoicing?

Audit guidelines will be made available under the FAQ on the LGMA Extranet shortly

Q.24 How to check that the eft details if quoted on the invoice is the same as that on supplier Masterfile

EFT details are ignored on the electronic invoice. This is stated in the CIUS. IBAN etc are stored on the FMS system and payments will be made based on that information only.

Q.25 Has anyone sent in an xml invoice yet and did it get paid

Yes, e-Invoices have been received from a supplier through the AP provider that was processed successfully through Agresso using the Agresso XML format.

Q.26 What about LA invoices, where LA is supplier? Will LA be eInvoicing too, is this part of this project?

It is not part of the funded project. However the system is capable of sending invoices as well as receiving them. In order to do this the Agresso Invoice would initially have to be mapped onto the PEPPOL invoice. This option can be examined in the future to see how suitable it would be for the LG sector.

Q.27 How do you prevent PPI clock ticking where there is inadequate description supplied

There is no change to how this is handled.

Q.28 Who is expected to do the mapping? Is it the access provider, the FMS supplier or does the client need to complete this task? Which mapping is being requested here?

If it is the mapping of an invoice to the PEPPOL standard then the Supplier is responsible for their own mapping. They would seek assistance from their AP provider. If the query relates to mapping of invoices to Cost codes (e.g. for non-PO) then this mapping will be performed in the FMS after the invoice is received from the AP provider.

Q.29 Will a dual system be operable? i.e. e-invoicing & current process

Yes, some Suppliers can use paper while others are electronic.

Q.30 To BN What date should prompt payment refer? Grn date, invoice date or invoice received date (stamped)

Date the invoice was received.

Q.31 What costs are there for suppliers setting up?

It depends; They can choose from over 100 PEPPOL Service Providers. Some provide free Portals where the Supplier can key in the invoice for no charge.

Q.32 Reverse VAT, is this a suppliers entire obligation to get this correct.

There is no change to how Reverse VAT is dealt with. Agresso will introduce a special workflow area for tax related invoices where they will be examined by AP users (selected by the LA) before approval.

Q.33 For audit purposes and reimbursement claims, how are the hardcopy invoices retrieved and also how is the back-up documentation relating to invoice stored?

Normally Auditors will take hardcopies from the FMS system. An audit trail will prove that the invoice as represented on the FMS system is the same as sent by the Supplier. Therefore, the FMS will also handle storage. The LG Audit service will examine the e-Invoicing process for suitability.

Q.34 How to manage suppliers that are both PSWT and non PSWT in Masterfile

There is no change to how PSWT is handled.

Q.35 Why is there a need for manual check of RCT ID?

When raising a requisition you can only choose an ID that is specific to that supplier.

Q.36 How will T&S claims processing be affected for staff and councillors?

No change. It is not expected that e-Invoicing will be used for T&S claims.

Q.37 Is there a separate transaction type to differentiate between e invoices and those received as hard copy

No, they will seem to be the same. However, there is an Audit trail to prove the existence of every invoice received electronically

Q.38 How will the system deal with stage payments where there is only one line on the PO for the entire contract amount & the invoice amount hasn't been GRN'd?

There will be no change to how you handle this currently.

Q.39 What happens if no PO raised for particular eInvoice

It is rejected upon receipt and the Supplier and Buyer are automatically notified There will be validation by the AP provider for the existence of an invoice number or otherwise. If it does not exist where it is expected then the invoice will be returned. A second validation will occur in the FMS where a check will be performed to see if the PO number is valid for that supplier and whether it is open. This check in the FMS can be turned on or off by the LA.

Q.40 Supplier not obliged to quote VAT number if not registered for VAT how will validation work for these suppliers?

The supplier will have to provide some form of identification that is acceptable to the LA as exists presently.

Q.41 The no.held on the Supplier Masterfile is the Tax Reference Number not the VAT no. & these may not be the same for some Suppliers, how will this be dealt with?

The unique identifier for each supplier will be used. This identifier will be mapped to the local supplier code.

Q.42 How will the FMS inform supplier that PO is incorrect? Does it go back via the AP (automated) or does it require manual intervention?

Any error that is identified will be recorded as such in Agresso where a trigger will send a notification to the supplier. All such notifications will be automatic.

Q.43 How will individual invoices be approved? Does an authoriser click anything to approve and is there a trail of who approves the invoices for payment?

The approval process remains unchanged using the Workflow in Agresso.

Q.44 How are incorrect eInvoices handled which need to be returned to supplier & not processed

It is expected that most faults will be identified automatically using the automated notification system. Any remaining issues will have to be dealt with in the usual way.

Q.45 Is there a facility to check where a CEO is required for purchases greater than 10,000

There should be no change to how this is handled. E-Invoices will use Agresso workflow as before.

Q.46 If Workflow is currently not being used fully, what will the requirements be in order to comply with the einvoicing procedure?

The eInvoice will be treated the same as if it was keyed manually. The level of workflow used in a LA can be examined during implementation.

Q.47 is the reduction of paper measured and do the figures that contributed to the reduction of our carbon footprint

Not sure if this query was fully completed. If paper invoices using the postal system are eliminated it is inevitable that it would reduce the carbon footprint. The greater the volume the greater the reduction.

Q.48 For LGMA/GAWG, should MPRN be cat6 as standard on account 86000 in chart of accounts, like locate on 76000?

This query should be submitted to the GAWG for discussion.

Q.49 Can your supplier directory be crossed checked with agresso suppliers to identify a starting point to choose a supplier for testing

The LGMA will assist local authorities to select a relevant supplier for testing.

Q.50 What happens if the PO is for the correct supplier but the wrong po for that particular purchase

It will be imported but fail the matching process.

Q.51 Will system check for duplicate invoice numbers

Yes this is a featured normally turned on in Agresso.

Q.52 Generating the flexi fields for non PO's can this be done by an batch import or is it a manual task?

Non POs such as utility bills will have flexi fields found using MPRN number or phone number. The CIUS informs these Suppliers that these identifiers must be present.

Q.53 Will AP provider facilitate testing of the process with submission of dummy invoice(s) to a test environment?

It is not a requirement that an AP Provider facilitates testing. However, it is common practice.

Q.54 Does the AP carry out the mapping or is the expectation that it needs to be done by the client with their FMS provider?

The Supplier is responsible for mapping their own FMS to the PEPPOL Invoice.

Q.55 As well as VAT numbers, could bank account be used as a check, as most suppliers quote bank account in their invoice.

Bank account information is ignored on the Invoice and so not forwarded to the import process.

Q.56 Will each of the Local Authorities have a separate instance on the AP portal?


Q.57 Will they each process their own invoices or are all invoices processed centrally?

Invoices are received in a common gateway. However once identified they are separated for each of the LAs.

Q.58 Would a visual representation of the e-invoice be created and attached to the entry in Accounts Payable in the FMS?

All Utility Bills will be required to do this. If any Supplier attaches an invoice image, this will be used. Otherwise a HTML image will be created using the imported data.

Q.59 Is the eInvoicing solution fully GDPR compliant.

We discussed this in an NSAI meeting. Whereas sending emails could be seen as not best practice, PEPPOL, the technology used here, has more than sufficient security to ensure only the two parties are involved, or their agents. Therefore there should be no GDPR issues using PEPPOL.

Q.60 What do you mean by 'no reporting'

When we considered what functions the invoice should support, we decided not to consider that the invoice would be used for reporting purposes e.g. analysis. Therefore, there was no need, for instance, to consider using product codes. We have produced a document called the Functional Report that will explain our approach.

Q.61 Is a PDF part of the EU Directive, how can invoice content translate into FMS system?

Only structured data is part of the eInvoice Directive i.e. it has to be either UBL or UN/CEFACT XML which is conformant to EN 16931. Therefore you are not required to accept PDFs.

Q.62 What other public services body have implemented invoicing successfully.

All Central Government Bodies must now be able to receive and process EN 16931 compliant Invoices. Sub Central i.e. the others, have until 18th April 2020.

Q.63 What invoices are covered by the new directive. A materiality clause?

A Supplier can require a Public Body to accept EN 16931 compliant invoices if it is part of a Tender that is above the EU Threshold – see

Q.64 Do the revenue commissioners need to approve the eInvoicing system. What role have they

The VAT Directive requirements are included in EN 16931. Also provided the eInvoices are properly stored and can be retrieved they should be compliant with Revenue requirements – see

Q.65 Can you define being compliant by April 2020, is it all suppliers on boarded?

There is no mandatory requirement for Suppliers to send Invoices. However Public Bodies must be able to “receive and process invoices” – see

Q.66 What is the date for compliance.

Central Government must already be capable. All others must be compliant by 18th April 2020.

Q.67 What's the consequence for non compliance, is there a penalty to be paid if a country or a public sector does not meet compliance and if so what is it.

Ireland has already transposed this into law – therefore it is a legal requirement in Ireland that Public Bodies do that. See

Q.68 Is this only for EU Suppliers & will it deal with UK Suppliers and multiple currencies (sterling in particular)

Yes it is also law in the UK – see