Peppol ID (Participant ID) in OkiOki: find it, add multiple IDs, and choose the right one

With Peppol, you can exchange e‑invoices electronically over a secure network. On that network, every organisation is identified with a Peppol ID (Participant ID). Such a Peppol ID consists of a scheme and a number, for example 0208:0123456789.

In OkiOki, you can select a different ID per contact (GLN, BUNS, etc.) when sending an e‑invoice. This ensures your invoice ends up in the right place, even if your customer has several Peppol IDs (for example a company number and a GLN).

1. What is a Peppol ID (Participant ID)?

A Peppol ID (Participant ID) is the unique identifier of an organisation on the Peppol network. It tells Peppol which party an invoice should be sent to.

A Peppol ID always has the form scheme + colon + number, for example:

• 0208:0123456789 – company number (KBO/BCE) in Belgium; 0208 is the scheme for Belgian company numbers;
• 0088:1234567890123 – GLN (Global Location Number); 0088 is the scheme for GLN numbers;
• 9925:BE0123456789 – Belgian VAT number (BE:VAT); 9925 is the scheme for VAT numbers.

One organisation can have several Peppol IDs (for example one company number and multiple GLN numbers for different locations). In OkiOki, however, you configure exactly one Peppol ID per contact at a time: you choose which scheme and number you want to use as the default for that contact.

Some recipients explicitly ask you to use a specific type of Peppol ID (for example always the GLN for a given site or branch).

2. Where do you manage a contact’s Peppol IDs?

In OkiOki, you manage Peppol IDs per contact (customer or recipient). You can do this in two ways:

1. via the Contacts page (see below);
2. directly in the invoicing flow while creating an invoice (see 2.1).

2.1. Adjusting the Peppol ID while creating an invoice

You can also change the Peppol ID temporarily while you are creating a specific invoice.

1. Click Create invoice and go to the second tab in the invoicing builder: the Send step.
2. In this step, look for the Send methods section.
3. Set the Peppol ID for this invoice:
   • choose the scheme (type) your customer wants to use for this invoice (for example company number, GLN, VAT number);
   • enter the full Peppol ID in the form scheme:number (for example 0088:1234567890123).
4. Confirm your choice. This change applies only to this invoice and does not update the default setting on the contact. If you want to change the Peppol ID permanently, do that via the Contacts page (see 2.2).

2.2. Setting the Peppol ID at contact level

For a contact, you can choose from different Peppol schemes (for example the company number scheme 0208 or the GLN scheme 0088), but in OkiOki you can configure only one at a time as the default. If you switch to another scheme or number, you replace the previous Peppol ID.

1. Go to Contacts and open the contact you want to edit.
2. Find the Send methods section.
3. Set the Peppol ID:
   • choose the scheme (type) your customer uses (for example company number, GLN, VAT number);
   • select the Peppol ID you wish to use for this contact and enter the participant ID. The participant ID depends on which Peppol ID you have selected.
     
4. Save the contact. This becomes the default Peppol ID for this contact.

5. FAQ

5.1. When do you need multiple or different Peppol IDs?

In most cases, a single Peppol ID is enough (for example the company number or VAT number), but other IDs may be required if:

• your customer has several locations or entities (each with its own GLN);
• an organisation requires a specific scheme (for example always GLN/0088).

In OkiOki, this means you may have to switch to a different scheme and Peppol ID for that contact (by updating the default on the contact) or temporarily override the ID for a specific invoice in the Send step.

5.2. What if you choose the wrong ID?

If you use the wrong Peppol ID, it may happen that:

• the invoice ends up at the wrong entity or location of your customer; or
• the invoice is rejected in their process (for example because they expect a different type of ID).

In that case, correct the Peppol ID on the contact (and, if needed, in the Send step) and resend the invoice via Peppol, according to the agreements with your customer. Some customers may also want a credit note plus a new invoice; follow the accounting rules of your firm or your customer.

5.3. Where can you find your customer’s GLN or other Peppol ID?

This differs from one organisation to another. Possible sources:

• your customer’s invoicing instructions or onboarding e‑mail;
• your customer’s website or supplier portal;
• your contact person at the customer (explicitly ask for their Peppol ID (Participant ID) or GLN, etc.).

5.4. Can you change or delete a Peppol ID later?

Yes. In the contact details, you can:

• edit an existing Peppol ID (for example to correct a wrong number);
• you can now also overwrite Peppol ID 0208: with Peppol ID 9925:;
• delete a Peppol ID if it should no longer be used. For B2B customers, OkiOki will then automatically fall back to scheme 0208 with the customer’s company number (as far as this is available).

5.5. What happens if a contact has no Peppol ID?

In the end, an e‑invoice on Peppol must always be routed to a Peppol ID (Participant ID). In practice:

• OkiOki can often find a recipient based on the company number or VAT number if they are registered on Peppol;
• if your customer explicitly asks for a specific ID (for example a GLN), you should add that ID explicitly to the contact before sending the invoice.

Not sure which Peppol ID to use? Check with your customer or their accounting department.