Administration
Introduction
Anne • Your coach
Welcome to the administrative department!
Become an office worker and handle the incoming mail.
Discover:
- electronic invoicing with Peppol
- the processing of vendor bills
- electronic signature (eSign)
It's time to get started, goodbye boring and tedious encoding!
1. Activate Electronic Invoicing
Laurence • The super assistant
Hi! Our suppliers will start sending invoices via Peppol. Can you activate Peppol so we can receive and process the bills?
You
Sure! In the Accounting app, I open Configuration → Settings and Activate Electronic Invoicing to connect Woody Furniture to the Peppol network. Since the company information is prefilled, I can Activate Peppol (Demo).
Laurence • The super assistant
Great! Please make sure incoming vendor bills are received as documents in the Inbox folder of the Documents app, and automatically receive the “Peppol” tag.
What is Peppol?
Peppol is an international network that allows the automatic and secure exchange of electronic invoices. Think of it like a postal system, but instead of letters, it delivers structured data files (often written in XML) directly between computer systems.
To use the Peppol network, businesses must connect through a certified Peppol Access Point, such as Odoo, which allows them to send and receive electronic documents securely.
What is XML?
XML (eXtensible Markup Language) is a text-based format for storing and organizing data. It uses custom tags (for example, <name>, <price>, or <date>) to describe what each piece of information represents and how different pieces of data are related. Because the structure is clearly defined, both people and computers can read, exchange, and process XML data reliably.
2. Create the vendor bills
Laurence • The super assistant
Now that everything is configured, open the Documents app. In the Inbox, you'll find the bills.
Use the List view 
and the 
Action button
to move them to the Purchase folder so we can process them from there.
You
Once in the Purchase folder, I select all the bills using the List view and I create vendor bills.
This sends them to the Accounting app and converts them into electronic bills, allowing us to review and process them.
3. Verify and confirm the bills
Laurence • The super assistant
In the Accounting app, the bills are already processed thanks to their XML format. Can you go to the Purchases journal to review them?
You • Accountant
I review each vendor bill before confirming it.
For Coolblue, I select the fixed asset account 240000, which automatically creates an asset upon confirmation. I then set the asset's depreciation period to 5 years and confirm it.
For Ethias, I select the insurance expense account 614500 and specify the insurance period with the start and end dates. After confirming the bill, I can review the automatically generated deferred entries by clicking on the Deferred Entries button.
For Vandenoever's bill, I change the account of the door handles to 604000 and then confirm it.
4. Sign the agreement
Laurence • The super assistant
A vendor sent us a new agreement to sign. I saved it in the Documents, category Contract.
Select it and use the sign action at the top.
You
I'll take care of it!
I drag the signature field to the bottom of the page and I then sign the document.
Finally, I
validate and send the completed document.
You can find the signed document in the Sign application
thanks to the magic of integration.