---
title: "Receiving Invoices"
space: "eInvoicing"
url: "https://www.prilk.com/docs/edocument/receiving-invoices"
updated: "2026-05-14"
---

## Receiving Invoices

Import a PEPPOL invoice from a supplier and convert it into a Purchase Invoice in ERPNext.

### Two ways an invoice arrives

| Channel | When it happens |
|---|---|
| **Service provider webhook / poll** | Automatic — your service provider hands the XML to ERPNext. See [Sending & Receiving](/docs/edocument/integration/send-receive). |
| **Manual upload** | Drop an XML file onto an EDocument record yourself — useful for one-offs and testing |

Either way, the rest of the flow is the same.

### Step 1 — EDocument record
Whether auto-created or manual:
1. **EDocument → New** (or auto-created)
2. Upload the XML file
3. The app **auto-detects** profile, company, target document type (Invoice / CreditNote → Purchase Invoice)

### Step 2 — Validation
The XML is validated against:
1. **XSD schema** — well-formedness and structural correctness
2. **Schematron** — PEPPOL business rules

Validation status appears on the EDocument record. Errors block the next steps; warnings are non-blocking.

### Step 3 — Entity matching
PEPPOL XML uses identifiers that aren't directly ERPNext records. The matcher attempts to link:

| Entity | Matched by |
|---|---|
| **Supplier** | PEPPOL endpoint ID, tax ID, or name (in that order) |
| **Items** | Buyer item ID first, then seller's product ID via the Item → Supplier table |
| **Purchase Order** | `OrderReference` or `BuyerReference` |

Click **Match Document**. If everything matches automatically, you see "Matching Successful". Otherwise a dialog asks you to pick the right ERPNext record per ambiguous entity. The choices are saved to `matching_data` on the EDocument so re-running uses your selections.

### Step 4 — Create Purchase Invoice
Two buttons after matching:

- **Create Document** — parses the XML and creates a Purchase Invoice in one step. Useful when matching was clean.
- **Create & Review Document** — opens a Purchase Invoice form prefilled with parsed data; you save manually after reviewing. Useful when supplier names or amounts need a final eye.

### Fields populated from the XML

| Section | Fields |
|---|---|
| Header | Invoice ID, issue date, currency |
| Parties | Seller (Supplier) and Buyer (Company) details |
| Lines | Product name, description, quantity, rate, tax rate |
| Taxes | Basis amount, rate, calculated amount |
| Payment | Terms, IBAN + BIC |
| Totals | All monetary totals from `LegalMonetaryTotal` |

### Common situations

**Unknown supplier** — the auto-match couldn't find an ERPNext Supplier. The matching dialog lets you pick an existing one or open Supplier → New, then re-run.

**Items not in catalog** — for one-off invoices, leave the matched Item blank; the parser falls back to using the line description as-is. For recurring suppliers, add their products to the Item → Supplier table so future invoices auto-match.

**PO mismatch** — if the supplier referenced a PO number that doesn't match, the EDocument is still imported; the Purchase Invoice is just created without the PO link. You can link manually later.

### Where to look when things break
- **Status: Validation Failed** — see the Error field for the exact Schematron rule that fired
- **Status: Matching Failed** — open the matching dialog and resolve the ambiguities
- **Error Log** — full traceback for any parser exceptions