Know How at Noon: Peppol eInvoicing in New Zealand

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Joanne Marie Ignacio De Lasan
Hello everybody.

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Joanne Marie Ignacio De Lasan
We’ll just let, um, more people to join the session.

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Joanne Marie Ignacio De Lasan
All right. I think we can give another 3 minutes for the other participants to join in because we have a total of, I believe, 100 participants for today’s webinar. So we’ll just.

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Joanne Marie Ignacio De Lasan
Give them a little bit more time.

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Joanne Marie Ignacio De Lasan
All right. We can start now, OK, because most of the participants are here. All right. So hello everyone. I’m Joanne, the Customer Success Manager here at Fuji Film Business Innovation, New Zealand.

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Joanne Marie Ignacio De Lasan
Thank you for joining us today. So today’s webinar focuses on Pepple e-invoicing and at what it means for accounts payable teams across New Zealand. We’ll cover the Pepple fundamentals, its adoption across the region, and how Escrow supports Pepple within your AP workflows.

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Joanne Marie Ignacio De Lasan
Our aim is to provide clear, practical insights into what’s changing, what stays the same, and the benefits of Peppol can bring to your AP processes. So please feel free to submit any questions at any time in the Q&A section or chat function. We’ll address the questions at the end of.

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Joanne Marie Ignacio De Lasan
Of the presentation from our speaker and with a large audience today and limited time, if we’re not able to answer your questions live, we’ll follow up via e-mail. I’m pleased to introduce our speaker, Bharath Ram, a business analyst here at Fuji Film Business Innovation.

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Joanne Marie Ignacio De Lasan
New Zealand Bharath brings strong expertise in accounts payable automation and Pepple enabled E invoicing and works closely with our customers to deliver practical and scalable solutions using Esker. So at the end of our session you’ll see a link to the survey or a QR code that you.

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Joanne Marie Ignacio De Lasan
you can scan, would appreciate you taking time to complete it. You might even win something at the end of the survey. So with that, I’ll pass it over to Bharath to to start the presentation.

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Bharath Raam
Hello everyone. Good afternoon. Thank you for joining. I’m Bharathram, Business Analyst from Fujifilm Pros Automation Team. Today’s session is a high level overview of what Paypol is, which is commonly known as E invoicing in New Zealand. We will also cover why it matters now, what’s changing and how ESCA supports.

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Bharath Raam
To adopt it with minimal receptions. This is also relevant given the upcoming New Zealand government mandates. In terms of what you’ll learn from this webinar, firstly what PEPOL is, why it’s gaining momentum. Secondly, the regulatory drivers in New Zealand. Third, what’s actually changing with accounts payable and.

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Bharath Raam
Finally, how Eska enables PPL in practical way to help the adoption. As Joe mentioned earlier, if you have any questions, please post in the QA section and we will answer it by the end of the webinar or via emails if we run out of time. All right, let’s move into the next one, what PPL is.

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Bharath Raam
PEPOL stands for Pan European Public Procurement Online. Today, it’s generally a global e-invoicing standard used by over 60 countries. It allows businesses to change invoices electronically using structured data rather than PDF or scanned documents.

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Bharath Raam
The key value is simple, less manual data entry. Invoices are created in the supplier systems and arrives directly into the buyer system with accuracy, securely and automatically. Papol is a nonprofit organization and it’s standardized, secure and designed to school.

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Bharath Raam
That’s why the governments globally are backing it. ESCA has been PEPOL accredited since 2017 across Europe, Australia, Singapore and New Zealand.

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Bharath Raam
I.

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Bharath Raam
Pepol is basically an EDI. EDI means Electronic Document Interchange, where the documents or invoices interchange between the supplier and the buyer electronically. It is and the traditional EDI often relays on a point-to-point or a centralized 3 corner model where every trading partner requires.

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Bharath Raam
As a bespoke technical agreement under custom mapping, which means a supplier will have their own point to point connection directly to the buyer, or they might have a centralized middleware. They might need to connect into two different systems to the buyer. They have to connect to different systems with each supplier.

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Bharath Raam
Instead of it, Peppol eliminates that requirement and introduced A4 corner model which allows businesses to connect once and connect to all by using a standard access points that handles the interoperability across the entire network. The custom point to point integration with each supplier is eliminated in this space.

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Bharath Raam
The organizations can connect once we are an access point and change or exchange invoices with an Peppol participant. MBIE is the Peppol authority in New Zealand where they kicked off their invoicing journey from 2019.

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Bharath Raam
One of the mandates from MBIE or the New Zealand government is from 1st of January 2027, larger suppliers with the revenue of more than like 33 million New Zealand dollars or more will be required to send E invoices via PayPal when billing a New Zealand government agency.

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Bharath Raam
The Bandit was announced in 2025. The 2027 may feel far away, but onboarding suppliers and system takes a lot of time. Papol is no longer optional for many organizations. It’s becoming an compliance requirement.

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Bharath Raam
What you see in the screen right now is the New Zealand’s adoption of Pebble or e-invoicing. You can see in steady accelerating adopt adoption as more government agencies and larger suppliers enable Pebble. Downstream organizations must be ready for receiving e-invoices or risk of processing bottlenecks.

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Bharath Raam
The question is no longer if the poll will impact you, but when.

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Bharath Raam
I just want to talk a bit about Esker platform. Esker platform provides best in class AI technology with ERP connectivity shoots to automate the process. Today we are focusing more on the AP side of things with the invoices and E invoicing where people fits neatly into the Esker AP automation strategy removing a lot of.

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Bharath Raam
Manual works before even AI even needs to step in.

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Bharath Raam
So Esker can able to send as well as receive invoices from the AI module which we call it as invoice delivery and in the AP module we act as an access points.

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Bharath Raam
What you see here is the overview of what e-invoicing process it. The suppliers and the buyer sits in both the corners. The corner one will be the supplier and corner four will be the customer. Escar operates as an access point for invoice delivery in corner two if you have a module and in corner.

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Bharath Raam
For the Accounts Payable module, Esker Access acting as an access point receives those invoices and deliver them directly into the AP module and to your ERP systems. At a high level, the suppliers send invoices to the access points or AP we call it as and the access point converts those invoices into an compliant.

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Bharath Raam
BAS documents. So people has some standard document tab which is an XML format and they have their own specification.

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Bharath Raam
When the invoice is sent to Corner two in here, this is where the access points will use the Peppol registry to identify the businesses. So your NZBN or for Australia the ABN is used as an identifier to identify which customer and which supplier it’s from and.

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Bharath Raam
Sent through the document to the corner 3. The identifier will be your business number, which is what we configure to receive invoices via Peppol network. The standard Peppol validation will take place in both the corners corner two and corner 3.

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Bharath Raam
The validation includes the document types, the formats, the validation rules from ANZ. So basically ATO from Australia and MBAE from New Zealand has merged together, hand together and then they had some rules which formed for the invoicing which has been validated in Kona 2 and Kona 3.

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Bharath Raam
This is an system to system and not an e-mail based system. The result is basically faster rocessing, better data quality and fewer exceptions.

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Bharath Raam
Now we can see what does Esker does in the space of people. For the users who are currently using Esker, you can able to receive invoices via PDFs with your emails or using the supplier portal and also you can able to.

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Bharath Raam
Enable the Pebble or the E invoicing and you can able to receive all these invoices in parallel. So Esker has various methods for the new customers where you can able to receive in parallel from the standard PDF invoices to E invoicing, which means your suppliers can able to send invoices through any channels.

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Bharath Raam
As PDFs via e-mail or via E invoicing networks. From an AP user perspective, there is very very little change.

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Bharath Raam
What the Esker solution does is receive the invoices via PEPL and are clearly marked as EDI in Esker to make an identification whether it’s been sent via PEPL network or via an e-mail PDF. The structured XML data is converted into a human readable PDF, so the users are really.

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Bharath Raam
Familiar with an invoice layout. What SQL does is like it captures the details from the XML file and creates its own PDF to help the users access it behind the scenes. The original XML file is retained and attached for audit and compliance purposes.

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Bharath Raam
If a supplier includes a PDF for a supporting document with the PPL file, those are also attached automatically in Esker.

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Bharath Raam
What you see in the screen right now is familiar to the people actually using Esker right now and for the new customers you’ll be using the accounts payable module and this will be your screen. So what you can see is the invoice XML which has been attached in the top banner in here. We call it as Documents Pane and towards your right hand side is the documents preview.

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Bharath Raam
Pin. When you click on each of these documents, you can able to view it in the preview in here. So what I’m showing in here is the XML which is attached. Also the SKA generated invoice PDF.

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Bharath Raam
The biggest change with the with the invoicing in Peppol is the delivery channel. Instead of the traditional e-mail way, you’ll be receiving it an EDI way into Esker instead of the emails invoices received via Peppol as a structured SML XML.

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Bharath Raam
The key fields like your invoice numbers, order number, invoice date, invoice amount are directly populated from the XML file itself. For the non PO invoices, the line level data is also populated automatically which includes your line description, line amount, units and quantity and everything.

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Bharath Raam
There is no OCR involved in this process. When Esker converts the XML file into an PDF file, there’s no OCR involved. Esker uses the data directly from the XML file, which is 100% accurate than the OCR process.

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Bharath Raam
How does Esker recognize the vendor when it receives an E invoice in Esker? So the vendor recognition doesn’t need an OCR and there’s no OCR in the PDF. It actually looks at the data-driven from the document itself. If there is a PO invoice, Esker uses the PO vendor and validates GGS.

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Bharath Raam
If there is a non PO invoice, ESCA uses the GST number in the XML to match the vendor in the ERP. It is highly unlikely there is a participant who doesn’t supply a GST number as it’s one of the recommend from MBIE if in case if you receive any invoices without a GST number.

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Bharath Raam
It is a manual window selection which becomes an exception rule.

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Bharath Raam
So once an invoice is received, SKH extracts all the information and for a non PO invoice, the AP users still code the lines as normal, which will be your general Ledger, call centers, etcetera, which is not part of the XML files from the supplier.

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Bharath Raam
They are a part of your AP process, but the invoices are automatically balanced, reducing the rework and exceptions.

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Bharath Raam
So this what you see in the screen right now is Esker forms for a non PO invoice. The first picture in here displays you all the extracted information from the XML files and the entity call centers or your actual accounting data. The next picture what you see in here is the human readable PDF which Esker converts.

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Bharath Raam
From an XML file.

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Bharath Raam
In summary, Peppol is a proven government backed standard that removes manual invoice entry. New Zealand mandates are coming and adoption is accelerating. Eska enables the Peppol in a way that compliance scalable minimum disruption for the AP teams. If you like to explore the readiness timeline or the.

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Bharath Raam
Pilot, we are happy to discuss the next steps and our consultants and the customer success team can be reached out to start your E invoicing journey. With that we can able to move into the QA sections. Over to you Joe, if there’s any questions.

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Joanne Marie Ignacio De Lasan
Yep. OK. Um, all right. There’s one question here. Um, just a moment. Let me just.

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Joanne Marie Ignacio De Lasan
OK.

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Joanne Marie Ignacio De Lasan
OK, there’s one question here we receive. What happens if we’re not ready by 2027? Can we still send PDF’s?

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Bharath Raam
Yes, you can still send PDFs, but it’s up to the government organizations who will receive the invoices. So you might need to have an conversion with the organization to understand why it’s mandatory and what happens.

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Joanne Marie Ignacio De Lasan
Yes.

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Joanne Marie Ignacio De Lasan
OK, and uh, another one. Do Pepple invoices support all the SAP posting fields we currently use in Esker, or are there any limitations?

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Bharath Raam
OK, basically the PEPOL fields will be from the supplier and they’ll not have your accounting data like your call centers or GLS. So the data which will be received from the PEPOL file will be your high level details and the line level details. If it’s a PO invoice, you already have your SAP fields available in the purchase orders when you do the requestions and that’ll be.

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Bharath Raam
Transferred across to the invoices and sent to the RP. If there is a current Esker user who uses SAP, there’ll be no changes towards that process. It is just how the invoices are delivered into Esker.

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Joanne Marie Ignacio De Lasan
Thank you. And another question. You mentioned that the business of this certain size need to be ready with Pepple by 2027. How long does it take to implement Pepple? And so when should my organization start making decisions about Pepple?

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Bharath Raam
It is probably an consultant cushion, which if you’re keen to get more details on it, I would request you to contact the consultant or the customer success team to get the actual timeline.

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Joanne Marie Ignacio De Lasan
And how will we know who has the ability to send EDI invoices? Is there a directory of businesses already using EDI or PEPL?

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Bharath Raam
That is a really good question. Esker has an registry or a directory we can call it as which is global and we can able to help you to identify what are the businesses which actually has already implemented e-invoicing in New Zealand or even globally.

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Joanne Marie Ignacio De Lasan
Right. And whether Pepple has strict limitations on the length or format of values in specific SML fields, for example in the tax scheme section, which is intended for GST number, does the field enforce a maximum limit of characters or digits?

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Bharath Raam
Yes, when I talk about the validation, the Australia and New Zealand follows an PIANZ format which has all these validations which is applied in there and also it applies the validation for the format of the XML file as well as the rules from New Zealand government. One of the checks will be exactly what.

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Bharath Raam
Discussioners for the GST numbers which will be 10 digits on the NZBN numbers which is 13 digits.

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Joanne Marie Ignacio De Lasan
Thank you, Brett.

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Bharath Raam
I can see one other question in there. What is OCR? Sorry to mention, OCR is optical character recognition. This is what helps the system to actually read through the whole document when you send it to a scanner, which is an AI scanner to scrap all the text information from the document and then put it towards the fields in Esker.

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Joanne Marie Ignacio De Lasan
Yep.

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Joanne Marie Ignacio De Lasan
Thanks Bharath. And another one. What exactly is an access point?

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Bharath Raam
So Access point is basically unregistered people, not an authority, it’s unregistered people company where they are able to help other companies to enable people or E invoicing. So Access point is also defined as a service provider so they can able to help other.

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Bharath Raam
Companies, suppliers or even buyers to get into the e-invoicing journey. So access points are the one who actually registers the suppliers and customers on behalf of into the people registry.

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Joanne Marie Ignacio De Lasan
Thank you, Bharath. Let me check if there are other questions here.

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Joanne Marie Ignacio De Lasan
OK, can you explain how data validation and touchless processing works in PEPL compared to BDF or EDI?

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Bharath Raam
Right, that’s a really good question. So compared to an PDF and ESCA invoice received in PDF will be OCR, which is optical character recognition, which reads through the document and then scraps information from the document and checks into the fields in the ESCA forms.

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Bharath Raam
Which has like a larger accuracy in Esker, but compared to one people or E invoicing file which is all data-driven, basically all the values is in untagged which is already available. There is no OCR and that value from the XML file is directly popped in or populated into the Esker fields which is 100% accurate.

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Bharath Raam
But to and PDF extraction.

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Joanne Marie Ignacio De Lasan
Q Can suppliers send multiple invoices at one go?

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Bharath Raam
Now it’s always one invoice per file with the ball, yeah.

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Joanne Marie Ignacio De Lasan
Hey, any more questions? I think we have a new one. Just a moment. So once we have the capability in Esker, do we engage with Fujifilm to get our suppliers sending us invoices or do we just send? We just need to send our suppliers an e-mail letting them know that we are ready to accept e-invoices.

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Bharath Raam
Right, so the first thing what you need to do is talk to our team to enable or set up the Purple configuration to receive invoices via the Purple network or invoicing and then you need to identify as part of the process what are suppliers who can able to send you the invoices.

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Bharath Raam
So by that it’s a whole journey with together with Fujifilm, Eska and yourself to get into Peppole and start receiving the invoices.

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Joanne Marie Ignacio De Lasan
And do they need to upgrade their Esther platform for Pepple?

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Bharath Raam
Depends on which version the Eska the Eska platform currently is. Again, we need to check and let you know on that.

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Bharath Raam
It’s best to talk to the consultants which they can able to provide more information.

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Joanne Marie Ignacio De Lasan
Thank you. And does Esker has integration capability with PeopleSoft Financial?

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Bharath Raam
Integration with ESCA has lot of multiple configurations. One of them is the universal connector which we use commonly and we can able to connect with PeopleSoft with the universal way of integration.

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Bharath Raam
Do you have any others, Joe?

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Joanne Marie Ignacio De Lasan
Sorry, I was how does utilities consumption data get communicated with e-invoicing?

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Bharath Raam
The utility consumption is one of the features which is recently enabled in Esker to capture those details in there. If the suppliers send you those datas as fields in the invoices, then it can be captured in Esker or once you receive the invoice in Esker you can able to calculate based on the features which automatically calculates your consumption.

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Bharath Raam
Within ESCA.

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Joanne Marie Ignacio De Lasan
OK. And does PEPL provide a recommended or mandatory standard for how bank account information should be structured in XML?

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Bharath Raam
That is right. That’s one of the validations in place. So in the XML, the standard bank account has been provided to the access points and the access points will take care of sending yours or the supplier’s bank account number in the file.

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Joanne Marie Ignacio De Lasan
OK. Thank you. And let me see if we still have questions to answer.

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Joanne Marie Ignacio De Lasan
I think that’s all the questions we have today, Bharath.

0:25:7.538 –> 0:25:11.218
Cassandra Ong
Um, Joe, there are a couple of questions in the chat.

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Joanne Marie Ignacio De Lasan
I.

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Joanne Marie Ignacio De Lasan
In the chat. Sorry. OK, got it. All right.

0:25:12.818 –> 0:25:21.698
Cassandra Ong
And there might have been some that are hidden in the Q&A. You might have to actually do another scroll through. Lots of questions asked today, which is great.

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OK.

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Joanne Marie Ignacio De Lasan
Yep, it’s true. Yep, thank you. And can same supplier send PDF and EDI invoices?

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Bharath Raam
Yes, that can be done. It’s up to the supplier and desk is open to receive either by PDF or by invoices.

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Joanne Marie Ignacio De Lasan
All right. And do you foresee EDI invoicing being the main form of invoicing within the next couple of years in NZET, not just for government accounts?

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Bharath Raam
As of now, I don’t see there isn’t mandate from the New Zealand government, just for government agencies they have implemented or mandated it. I don’t think it’s pushed into in smaller businesses or anyone apart from the government agencies.

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Joanne Marie Ignacio De Lasan
OK, all right. If Pebble is going to be mandatory, is Fujifilm going to automatically update our Esker platforms? If we have to reach out to the consultants, I’m assuming this will incur fees to update.

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Bharath Raam
Yes, there is an service fee which will be provided. That’s why it’s better to contact the consultants to get a better idea of what we need to do.

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Joanne Marie Ignacio De Lasan
OK.

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Joanne Marie Ignacio De Lasan
Thank you. And I believe I’ve covered all the questions in Q&A and the chat.

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Bharath Raam
If there’s any questions which is not covered, we will just do a skim through all the questions and we’ll respond to you via emails.

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Joanne Marie Ignacio De Lasan
Yep.

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Cassandra Ong
Um.

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Joanne Marie Ignacio De Lasan
Oh, there’s another one. Sorry, there’s another one. Just checking, did you say Pepple only takes one to one invoice to e-mail? Currently we have suppliers who sends one PDF with multiple invoices and Esker can split. Will this need to change for Pepple?

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Bharath Raam
OK.

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Bharath Raam
This will need to change because people will not have any e-mail in it. So people is directly system to system process and will not have any emails towards it. So one invoice will have one file which has been sent directly from the supplier system into Esker and into your ERP.

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Joanne Marie Ignacio De Lasan
All right.

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Bharath Raam
The other question I can see in the chat is can you confirm a PDF is added along with the XML file? Yes, if the supplier sends in PDF or in supporting document, it’s always attached to the doc document pane in Esker. Also, Esker creates its own PDF based on the XML invoice.

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Joanne Marie Ignacio De Lasan
And from your experience, what are the most common challenges during the initial PEPL onboarding for suppliers?

0:27:55.218 –> 0:28:14.978
Bharath Raam
The most common challenges is to test with a supplier, basically to get a supplier to do the testing. And right now it’s not a challenge I would say because there’s lots of organizations who have already moved into people and we just need to find out who does send the invoices and to configure it.

0:28:24.498 –> 0:28:33.818
Joanne Marie Ignacio De Lasan
Thank you, Bharath, and I believe at this time I have covered all of the questions in the Q&A and also in the chat.

0:28:34.898 –> 0:28:53.898
Joanne Marie Ignacio De Lasan
Right. So if we have any questions, again, please feel free to contact us, your consultants or the customer success team. So thank you for joining us today. If we didn’t, yeah, if we just you have questions, feel free to e-mail us and don’t forget to complete the survey using the link provided.

0:28:35.978 –> 0:28:36.218
Bharath Raam
Oops.

0:28:54.938 –> 0:29:4.658
Joanne Marie Ignacio De Lasan
Or I believe there is a QR code. It will help us improve our future sessions. So thank you again and have a great day. You have a good day.

0:29:4.898 –> 0:29:6.58
Bharath Raam
Thank you, everyone.

0:29:5.938 –> 0:29:6.378
Joanne Marie Ignacio De Lasan
Thank you.