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Mercurius portal help
As explained in the Mercurius section of the page "e-invoicing strategy of the Belgian public sector", the Mercurius platform acts as a central "electronic mail-room" for all Belgian public sector entities. the pages "Mercurius for the private sector" and "Mercurius for the public sector" provide more specific information applicable to their respective target audience.
- Belgian eID: we need to identify you with certainty, so the Belgian electronic identity card is required. Assistance to the installation and use of the eID is available on eid.belgium.be
- only authorized individuals can send invoices and consult invoicing flows on behalf of companies (legal entities). All legal representatives recorded in the CBE have automatically access to the site on behalf of their respective legal entities. Other individuals, such as invoicing/accounting responsibles, need to first get the role 'billing officer' assigned to them. The following article discusses how to access the Mercurius Portal in a practical and comprehensive way: "How get access to Mercurius portal?".
What are the main sections of the site?
- Documents overview:in this page you can see the list of your invoices to all Belgian public entities, up to 24 months in the past. You can use filters to search for an invoice or a subset of invoices. You can define the columns you wish to see. You can also export the list to a text file (.csv)
- Document details:by clicking on a line of the list you have access to all details of the document (invoice, credit note, ...).
- message details: by clicking on the links displayed next to the label "Message(s)", you have access to more detailed transmission tracking information (includes the exact message sent and received, intermediate transmission steps, ...)
- New invoice / new credit note: to issue an invoice (or a credit note) manually.
- Preferences:to change language during a session, and to activate the display of explanations at the top of the pages.
Generally, all your questions regarding business processing should be addressed to your business contact, probably the procurement officer of the customer entity. In parallel, notice that the site offers you access to information regarding your flow of invoices. Besides, the procurement officer of your customer entity also has access to this information (ie, his flow of incoming invoices). This is of great help in the communication about common invoices.
Here are practical explanations about the features of the site:
Other articles about this subject:
- Questions about the status of my invoice.
- Was my invoice duly received by the customer? What is the status?
New invoice: I don't find my customer in the list.
Answer: This situation is a result of an input error and can be corrected by the user himself.
What went wrong?
- When entering the first invoice via the Mercurius portal, the name of the company is empty. The user must enter the name of his company as he wants it to appear on the invoice.
- In the event that the user represents several companies (* ), he must ensure that he selects the right enterprise number from the displayed list at the top of the "Supplier" entry block (on the left of the screen). During the first use, this list shows the various enterprise numbers for which the user is authorized to make invoices. Afterwards, the portal shows the entered descriptions instead of the enterprise numbers to facilitate the choice of the user. (* ) for more details on this subject you can consult the next article "How get access to Mercurius portal?"
- It may happen that the user does not pay enough attention to the chosen company. In case the enterprise number does not match the right company, 2 problems can occur:
- the invoice, introduced in this way, will be incorrect as the enterprise number and the VAT number will be incorrect. The invoice will be rejected by the addressee.
- the Mercurius portal will link this company number to the inserted description and always propose this with each new entry (in the proposed list). This can cause confusion for the user who may always make the same wrong choice with every new invoice as long as he continues to base himself on the description.
Note: To solve this problem permanently, the Mercurius team has requested a change to the program to propose the description of the company with the data from the CBE. This adjustment is being processed.
Practical issues (IT, access
I have an eID but I don't know how to use it.
As stated in section '"What do I need to access and use the site?"', only authorized individuals can send invoices and consult invoicing flows on behalf of companies (legal entities). The usual way to holding such an authorization is being a legal function holder, duly recorded in the CBE. The CBE Public Search site allows you to control the list of such functions: Crossroads Bank for Enterprises (CBE).
The other option is to use the eGOV roles management system. This system is available for all legal entities. It gives them the possibility to assign and revoke roles to their employees (or subcontractors), to perform administrative duties online on their behalf, in eGOV applications (such as the Mercurius web site). However, to be able to use it, a chief access manager must be designated by a legal function holder. Optionally, the chief access manager can appoint a (local) access manager for the domain '"Finance'". If there is no chief access manager for your company, or if you don't know him, then you must first contact CSAM to know the person in charge of this responsibility, or initiate the assignment of a chief access manager. These managers will be able to designate billing officers for their enterprise, using the tool My eGov role management).
The following article discusses how to access the Mercurius Portal in a practical and comprehensive way: "How get access to Mercurius portal?"
Mercurius/Production, Mercurius/Test: what is it about?