Electronic invoicing: correcting an invoice sent to the wrong recipient

An invoice was sent by electronic invoicing Peppol to the wrong company or to an incorrect e-invoicing address. 

The procedure below reflects the process recommended by WAY‑Plan Support for this situation.

Before you start

Check the invoice status and whether a credit note, also called a “credit note”, may already exist.

• Invoice received by the wrong company: follow the steps below if no credit note has yet been issued.
• Credit note already issued or sent: go directly to the section “A credit note has already been created or sent”.
• Technical rejection: this is a different situation. After correcting the cause of the rejection, you may be offered the option to resend it in WAY‑Plan. An invoice that has already been sent successfully cannot be resent in this way.

1. Have the recipient reject the invoice

Contact the company that actually received the invoice by mistake and ask it to reject the invoice from its electronic invoice reception platform.

This action concerns the recipient of the original invoice, even if the customer record has since been changed.

2. Issue a credit note for the original invoice

In WAY‑Plan, generate a credit note linked to the original invoice.

For this specific case, do not send this credit note by electronic invoicing. This instruction reflects the process indicated by Support for an invoice sent to the wrong recipient; it is not a general rule applicable to all credit notes.

3. Duplicate the file and check the recipient

Duplicate the file to prepare a new invoice. Before generating it, check the recipient’s details:

• the company name;
• the VAT number;
• the billing address and country;
• the “E-invoicing address” field.

Confirm the Peppol or e-invoicing address with the correct recipient and use the address verification function on its customer record. The VAT number and e-invoicing address are two separate pieces of information: check both.

4. Issue and send the new invoice

Generate the new invoice from the duplicated file, then send it by electronic invoicing with the corrected details. Then check its status to monitor its transmission.

Points to note:

If a credit note has already been created or sent

Do not create a second credit note or attempt to send another one before Support has checked the situation.

If the credit note was also sent to the wrong company after the name or VAT number was changed, its processing must be checked separately. The procedure above does not describe the cancellation of a credit note already sent via Peppol.

Send Support:

• the invoice and credit note numbers;
• their electronic transmission statuses;
• the company name, VAT number and Peppol address of the original recipient and the intended recipient;
• the changes already made and, if a correction is blocked, a screenshot of the message displayed.

Avoiding another recipient error

Before issuing anything, check that the company to be invoiced, its VAT number and its e-invoicing address are consistent. Changing a customer record does not correct an electronic document that has already been sent.