What is a Peppol ID? Format, Examples, Registration & Verification Guide

Pan-European Public Procurement On-Line (Peppol) is a standardised network for sharing crucial information, such as e-invoices and e-orders, that has streamlined business communications. A Peppol ID is what enables this communication. It is a unique identifier that facilitates the exchange of documents over the Peppol network. 

Key Takeaways

• A Peppol ID is a unique identifier that identifies organisations within the Peppol network.
• It follows a standard format consisting of an identifier scheme and existing business identifier allocated by the country.
• Businesses receive a Peppol ID through a certified Peppol Access Point.
• Peppol IDs can be verified before sending electronic documents.
• Different countries may use different identifier schemes while following the same Peppol framework.

What is a Peppol ID?

A Peppol ID is a unique electronic address used to identify an organisation on the Peppol network. Rather than being issued by Peppol itself, it is built from an existing official identifier, such as a company registration number, VAT number, or Global Location Number (GLN) prefixed with a standardised scheme code. The ID is used to identify businesses and organisations for the exchange of information like electronic invoices, purchase orders, credit notes, and other business documents between trading partners. 

Also known as Peppol Participant Identifier, the ID ensures that information is securely delivered to the intended recipient without manual intervention. It is like a digital address for the delivery of electronic information. 

How Peppol ID Work?

A Peppol ID works as a unique access point on the Peppol network used to identify the recipient of the information. Because the Peppol ID is primarily used to locate a receiver, an organisation only needs to be registered as a receiver in order to receive documents. Senders are still identified in every document, but this is normally handled automatically by their Access Point.

Peppol ID Format

A Peppol ID format is standard. It is a numerical code that consists of two parts: the International Code Designator (ICD) Code and Identifier Value.

1. The first four digits are the ICD Code, which indicates the type of identifier.
2. The next part of the ID is the Identifier Value. It is a unique code that is assigned to the specific organisation. 

Peppol ID Examples by Country 

ICD code of a Peppol ID differs based on the country. While there are certain internationally accepted identifiers like GLN, or DUNS, here is a list of country-wise Peppol ID examples:

Peppol Participant ID vs Endpoint ID

Peppol Participant ID and Endpoint ID are the same thing and are often used interchangeably. They are the Peppol ID, which is used as the access point to identify the receiver on the Peppol network. However, the Peppol endpoint URL differs from these two. It is the technical web address of the receiver's Access Point, which is discovered automatically via the Service Metadata Publisher (SMP).

How to Get a Peppol ID: Step-by-Step Registration

Businesses can get a Peppol ID through a certified Peppol Access Point or Service Provider. Here is a stepwise process of registration:

Step 1: Choose a certified Peppol Access Point or Service Provider

The first step of the registration process is to select a certified Peppol Access Point or Service Provider. They will connect your business to the Peppol network.

Step 2: Provide your legal identifier

Once you have selected your Access point, provide your legal identifier to them. The identifier is used to identify your business. It includes a VAT number, company or enterprise number, or GLN, depending on the country and registration requirements. The identifier will form the basis of your Peppol ID.

Step 3: Get registered on the Peppol network

Using your legal identifier, your chosen provider will register your business with a Service Metadata Publisher (SMP). Then the information about the documents your business can receive is published. Once this information is published, your business becomes discoverable on the Peppol network. 

Step 4: Become an Access Point operator (if you provide Peppol services)

If you are a service provider or an ERP vendor who intends to provide Peppol connectivity to other businesses, you can apply to become a certified Peppol Access Point operator. Getting registered as a Peppol Access Point operator is different from simply registering a business to use the Peppol network.

How to Find Your Peppol ID

If you want to find your Peppol ID or any Peppol ID, you can easily look it up in the Peppol Directory. The directory is a list of all the companies registered on the network worldwide. You can use factors like the company’s name, its registration number, or VAT number to find it. However, listing in the Peppol Directory is not mandatory, so not every registered participant will appear there.

If you are trying to find a company’s ID for billing, you can also look them up in your billing or ERP system, as several software now come with an in-built Peppol ID lookup feature.

How to Verify and Check a Peppol ID

Before sending a document, verify the recipient's Peppol ID in the Peppol Directory or through your Access Point's lookup tool. A valid ID will resolve to a registered participant and show the document types they can receive. Confirming this in advance prevents failed deliveries, if the recipient isn't registered for that document type, the message can't be delivered.

How to Use a Peppol ID

You will use the Peppol ID to send business documents like e-invoices. 

1. First, identify the receiver’s Peppol ID and their Access Point.

2. If you don't already know their Access Point, you can find it through SMP . 

3. You must also identify that the recipient has the capabilities to receive the type of document you are sharing. This can also be checked through SMP.

4. Once you have all the required information, you can use the ID to send the documents.

Common Mistakes When Using a Peppol ID

It is common to make some mistakes when sharing documents using a Peppol ID. The chances of the mistakes increase if you are new to it. While most mistakes are easily fixable, it is better to avoid them. Here are a few mistakes that you should look out for:

• Using incorrect identifier schemes
• Mixing up VAT and company registry codes
• Dropping leading zeros from numbers like GLNs
• Sharing a single ID across multiple distinct legal subsidiaries
• Forgetting to verify if a recipient supports the document type before sending

Conclusion

Peppol has enabled a standardised ecosystem to share business documents online safely.  The transfer is done using the Peppol ID. It is a unique alphanumeric code that helps in identifying the businesses and organisations registered on the network. If you are looking to streamline your business communications, then getting a Peppol ID is a good idea. It will help you in having seamless digital transactions across countries.