Sending Documents
eMessaging sends your posted Sales Invoices, Sales Credit Memos, released Purchase Orders, and posted Warehouse Shipments as electronic documents in PEPPOL BIS 3.0 format. All delivery flows through Centara’s CentaraIQ Access Point, with positive delivery confirmation from the recipient’s Access Point.
Prerequisites
Before you can send electronic documents to a customer or supplier:
- The customer must have a Document Sending Profile that uses eMessaging. See Automation for setup.
- The customer’s VAT Registration No. must be filled in and registered on the PEPPOL network.
- Your own company VAT number and mTLS certificate must be configured. See General Setup.
- The Send job queue must be running (or use event-triggered sending). See Automation.
Automatic sending
eMessaging supports two auto-send mechanisms:
Job queue (scheduled)
The Send job queue runs at regular intervals and picks up all documents queued for electronic delivery:
- Post a Sales Invoice or Sales Credit Memo as usual.
- The document is flagged for electronic delivery based on the customer’s Document Sending Profile.
- The next time the Send job queue runs, eMessaging converts and sends the document.
- The delivery status is updated on the posted document.
Event-triggered (immediate)
When Auto-Send on Post is enabled in General Setup:
- Post the document.
- eMessaging immediately queues it for conversion and delivery — no waiting for the job queue cycle.
- The Send job queue picks it up on its next run (typically within seconds to minutes).
For Purchase Orders, enable Auto-Send PO on Release to send orders immediately when released.
For Despatch Advice, enable Auto-Send Despatch on Ship to send shipping notifications when warehouse shipments are posted.
Manual sending
To send a document manually:
- Open the Posted Sales Invoice, Posted Sales Credit Memo, Released Purchase Order, or Posted Warehouse Shipment.
- Select Send Electronic Document from the actions.
- eMessaging converts the document to PEPPOL BIS 3.0 and sends it via CentaraIQ.
- A confirmation is shown with the delivery status.
Document sending profiles
Document sending profiles determine how documents are sent for each customer.
- Search for Document Sending Profiles in Business Central.
- Create or edit a profile with Electronic Document set to the desired format.
- Assign the profile to customers on their Customer Card.
If a customer has no profile assigned, the default profile from General Setup is used.
Per-customer overrides
For customers with specific requirements, you can override defaults on the Customer Card:
| Field | Description |
|---|---|
| Document Sending Profile | Which delivery profile to use |
| PEPPOL Identifier | Customer’s PEPPOL endpoint (overrides VAT number if different) |
| PEPPOL Scheme | Scheme for the PEPPOL identifier |
| Electronic Document Format | Override format for this customer |
| Send PDF Copy | Also send a PDF copy via email |
| Email for PDF Copy | Where to send the PDF copy |
CentaraIQ delivery process
When a document is sent, the following happens within CentaraIQ:
- Recipient lookup — CentaraIQ queries the PEPPOL SMP to find the recipient’s Access Point and supported document types.
- Validation — the PEPPOL BIS 3.0 document is validated against the standard schema and business rules.
- Transmission — the document is transmitted to the recipient’s Access Point using the AS4 protocol with TLS 1.3 encryption.
- Delivery confirmation — the recipient’s Access Point returns a delivery receipt (MDN).
- Status update — CentaraIQ notifies eMessaging of the delivery result, and the posted document status is updated.
Delivery status
After sending, the posted document shows the electronic document status:
| Status | Meaning |
|---|---|
| Sent | Successfully delivered to the recipient’s Access Point — delivery receipt received |
| Pending | Queued for sending (waiting for the job queue or processing) |
| In Transit | Transmitted to CentaraIQ, awaiting delivery confirmation |
| Failed | Delivery failed — check the error message |
| Not Sent | No electronic delivery configured for this customer |
What gets sent
eMessaging includes the following in the PEPPOL BIS 3.0 document:
- Company and customer details (name, address, VAT numbers, PEPPOL identifiers)
- Document dates, numbers, and references (including PO reference, contract reference)
- Line items with descriptions, quantities, unit prices, and item identifiers
- VAT breakdown with category codes and rates
- Payment terms, due date, and payment means
- Currency code
- Document-level charges or allowances
- Delivery information (for Despatch Advice)
- Attachments (if Include Attachments is enabled in General Setup)
Troubleshooting
If a document fails to send:
| Error | Cause | Resolution |
|---|---|---|
| Recipient not found on PEPPOL | Customer’s VAT number not registered | Verify the VAT number and confirm PEPPOL registration |
| Certificate expired | Your mTLS certificate has expired | Upload a new certificate in General Setup |
| Validation failed | Document does not pass PEPPOL BIS 3.0 validation | Check the validation errors — usually missing fields or invalid codes |
| Connection timeout | CentaraIQ API not responding | Retry; if persistent, check connectivity |
| Recipient Access Point error | Recipient’s Access Point rejected the document | Contact the recipient to verify their setup |
For more help, see FAQ & Common Errors.
Related pages
- Preview & Resend — preview and resend documents
- Sales Documents Overview — full outbound document flow
- Automation — job queue and event-triggered sending configuration