Introduction

The Advanced Ordering and Order Balance enhancement is implemented to ensure full compliance with the latest IMDA Peppol Advanced Ordering requirements. This enhancement strengthens how the system manages, tracks, and presents order information across the entire order process, including:

• Order Transaction (New Order)
• Order Change
• Order Cancellation
• Order Balance

With these improvements, the system is now able to accurately reflect order updates, order changes, cancellations, and remaining order balances based on the latest IMDA specifications.

This user guide provides a detailed explanation of the new fields, system behaviours, and user interface updates introduced as part of the enhancement. It also offers clear and step-by-step guidance to help users understand how to create, update, and manage Advanced Orders and Order Balances effectively and accurately.

Reference: 
This user guide focuses on system processes, key fields, and functional behaviour related to Advanced Ordering and Order Balance.

 
For the complete list of mandatory and optional fields required for e-invoice submission via InvoiceNow, please refer to the IMDA E-Invoice Submission Technical Guide:

vendors.gov.sg/doc/Guide-E-invoice_Submission_via_InvoiceNow_Technical.pdf?ver=1.4

1. Setup Government Agency as Your Customer (Business Unit)

i. Key in your Vendor ID

Please ensure your vendor status is "Approved" after you've created the vendor record at Vendors@Gov.

Note: If you have multiple Vendor IDs, they must be tagged to your CorpPass Entity ID1 

Control Panel > Business Profile > User to key in Vendor ID in the Vendor ID field.

ii. Enter user Email

The email address is required if the user wants to send or receive E-Invoices from a Government Agency.

iii. Set up the Contact

To set up the contact: Contacts > Create New

Once the new Contact is created, the Peppol ID field will automatically be filled in if the UEN is Peppol registered. There is no need to manually enter the ID since Financio syncs directly with the Peppol directory.

Enable the Send & Receive InvoiceNow for each contact the user want to send and receive E-Invoices.

iv. Update Business Unit

For Government Agency, the Business Unit field is required. To set up the Business Unit, navigate to the CONTACT PERSON section > enter the required information and select the related Business Unit from the dropdown list. 

Note: Buyer Peppol ID is validated based on the Entity Type within the Government UEN that contains ‘GA’ or ‘GB’.

2. Receive Sales Order / Response Status

i. Receive Sales Order

When a Sales Order is received by the system, the Order Response status will automatically be updated to “AB – Acknowledged.”

Notification > Sales Order > ‘Receive’ status

To accept the Sales Order and update the Order Response status to “AP – Accepted,” the user must perform the acceptance action in the Financio system.

The Order Response status will be updated on the Sales Order screen. The user can view the response indicating whether the Sales Order has been acknowledged or accepted.

Note: In the B2G Sales Order process, no Order Response is transmitted. For B2B, the Order Response status will be displayed in the system.

Sales Order > InvoiceNow button > Order Response tab

3. Receive and Handle Order Change

Upon notification of an Order Change from the Buyer, the user can view the Sales Order and navigate to the Order Change tab to review the change request.

Notification > Sales Order 

InvoiceNow button > Order Change tab > Click ‘View’ hyperlink under the Action column

The Order Change Details screen displays, and the supplier can click the ‘Accept’ button to accept the buyer’s change request. Once accepted, the system will update the changes onto the order details lines as requested and send the updated status to notify the Buyer.

Alternatively, the supplier can also reject the change request by clicking the ‘Reject’ button. The system will then prompt an error message:

 “This order cannot be rejected in the system. For Government (B2G) orders, cancellation must be done by the issuing agency. Please contact the agency directly.” 

No changes will be made to existing order detail lines.

Note: For Government (B2G) orders, order change rejection cannot be done on the Supplier side. 

Order Change screen > three dot-options > Click ‘Mark As’ > Click ‘Accepted’

4. Receive and Handle Order Cancellation

Upon notification of an Order Cancellation from the Buyer, the user can view the Sales Order and navigate to the Order Cancellation tab to review the cancellation request.

Notification > Sales Order 

The Order Cancellation screen displays the cancellation reason notes. The supplier can then click the ‘Accept’ button to approve the cancellation request. 

InvoiceNow button > Order Cancellation tab > User to click Accept

Once accepted, the system will update the order status to Accepted and send an updated status to notify the Buyer.

Note: The Sales Order will be automatically voided in the system when the user accepts the Order Cancellation.

5. Order Balance

For Government (B2G) orders, the Buyer may send Order Balance updates to reflect the remaining outstanding order quantity.

Upon receiving a notification from the Buyer, the user can view the remaining order balance to be delivered.

Notification > Order Balance screen

When the user clicks the notification, the system navigates to the Order Balance screen.

 
On the Order Balance screen, the user can click the three-dot options to display the corresponding Sales Order numbers.

Note: The user will be able to view the Order Balance from the Sales Order screen as well.

InvoiceNow button > Order Balance tab > Click the ‘View’ hyperlink under Action column.

Order Balance details screen with the remaining Balance to Deliver will be displayed, supplier can view the details and proceed with the subsequent follow up shipment arrangement.

6. Sending E-Invoice

The Sales Order status must be ‘AP-Accepted’ by the Buyer/Government before it can be converted to an Invoice.

Note: Once the Sales Order is accepted by the Government, the Financio system will automatically update the status to ‘Accepted’, and the user will be able to convert it into an Invoice.

The user needs to create an Invoice as usual in the Financio system.

Three-dot option > Copy To > Invoice

Users can check the status of the Invoice at the InvoiceNow tab once the E-Invoice is received by the recipient successfully.

Note: The InvoiceNow status will be updated by the Buyer/Government.

Reference: 
For detailed definitions and requirements of e-invoice fields transmitted via InvoiceNow, please refer to the IMDA E-Invoice Submission Technical Guide:

vendors.gov.sg/doc/Guide-E-invoice_Submission_via_InvoiceNow_Technical.pdf?ver=1.4