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Import a received document

Turning an invoice received over the network into a Novadesko purchase, one at a time, in bulk or automatically, and handling duplicates with Novadesko Intelligence.

Updated on 06/10/2026 Edit this page Open in the full documentation

A document received over Peppol stays in the Peppol Inbox until you import it. The import creates the purchase in your Purchases, with the supplier matched by VAT number and the XML kept as an attachment. No retyping, no OCR reading: the amounts come from the structured file.

What you will do

  • import a document from the row or the drawer;
  • import several documents at once;
  • enable automatic import;
  • deal with a document already scanned with Novadesko Intelligence.

Import a document

  1. In the Incoming tab, find the row with an amber bar, status To import or New.
  2. Click Import in the Actions column, or open the Document details drawer and click Import at the bottom.
  3. The Confirm import window reads "Import this invoice into your purchase documents?" with the Supplier, the Number, the Date and the Total (incl. VAT). Click Import.
  4. The message "Peppol document imported successfully" appears. The status pill changes to Imported and the button is replaced by the number of the purchase created (for example A2026-0008), which opens its record.
Importing a received invoice from its details
  1. Open the document to import with the eye icon.
  2. Check the supplier and the amounts.
  3. Click the import button.
  4. The panel closes.
  5. A message confirms the import as a purchase.
  6. The row turns to imported, with the number of the purchase created.

On the web, the import runs in the background: the row shows Importing… and the Tasks panel, bottom right, tracks progress.

What is created

Element Rule
Type Purchase invoice, or purchase credit note if the document is a credit note (negative amount, « NC » (credit note) badge).
Supplier Existing record with the same VAT number; otherwise a record is created with the name and details from the XML. The record's automation settings (category, quick payment) apply.
Lines and VAT Taken as they are from the XML, rate per line.
Amounts Excl. VAT, VAT and incl. VAT as declared in the document.
File The XML received, plus the PDF attached by the supplier if there is one.
Lock The lines and document details can no longer be edited; only payments and internal notes remain editable.
Note

"This Peppol document has already been imported.": the document is linked to an existing purchase. Use View document in the drawer.

Import in bulk

  • Import all (n) in the toolbar imports every pending incoming document, after confirmation. The import stops by itself if the quota is exhausted; the summary reads "n imported, n skipped, n failed".
  • Tick several rows, then Import (n) in the selection bar for a subset.

Automatic import

In Settings > Peppol, « Import automatique » (automatic import) block:

Setting Effect
« Importer automatiquement les factures reçues » (automatically import received invoices) Received documents are imported without intervention, every hour, within the plan's quota. The count of received documents is shown under the switch.
« Me prévenir par e-mail » (notify me by email) An email summary for each automatic import.

On some plans, the block shows « Import automatique verrouillé » (automatic import locked): the option requires a higher plan.

Duplicates

Two cases arise.

The supplier sent the same invoice several times. The row carries the ×2 badge (or higher) and the drawer shows Duplicates detected: "This supplier has sent the same invoice 2 times via Peppol. A single import will be created." Compare lists the receptions; Import anyway creates the purchase once, the copies are archived and no longer reappear.

You had already scanned the PDF with Novadesko Intelligence. The purchase created by Peppol has the same number and the same supplier as the one from OCR: it appears in the Duplicates tab of the purchases list. Preferably keep the Peppol version, which is exact and locked, and merge or reject the other as described in Duplicates.

Tip

As soon as your identifier is active, ask your regular suppliers to invoice you over Peppol and stop scanning their PDFs: you avoid duplicates and reading errors.

If something fails

Message What to do
"Peppol quota reached for your plan." or Limit reached button Move to a higher plan. See Quotas and limits.
"The Peppol document content is invalid." The XML could not be read; open the PDF preview and enter the purchase by hand, then report the document to support.
"Peppol document import failed." Try again with Refresh then Import; if the error persists, contact support.
"An import is already running for this document." An import is queued; wait for the task to finish.

See also