A new vendor can be created either manually or automatically by the system when an invoice arrives in the accounts payable, if the vendor on the invoice cannot be matched to an existing vendor. From invoices received via the scanning service, the system attempts to identify the name, business ID, and bank account for the new vendor. Additionally, for invoices received as e-invoices, address and contact information is also filled in, if mentioned in the material.

To add new vendors, you must have at least editing rights for vendor management and editing rights for basic accounts payable functions.

Creating a new vendor

You can start creating a new vendor from Purchases > Vendors > New vendor. It is recommended to enter vendor information as comprehensively as possible. 

 

Vendor group: If you have created a vendor group in Netvisor, you can select the desired vendor group here.
Vendor code: It is not mandatory, but if you want to update the vendor list, e.g., from an Excel .CSV file, the information with the same vendor code will update Netvisor's vendor information. Otherwise, the vendor is created again in the system.
Name: Vendor's name
Business ID: It is recommended to enter this, as functions like purchase invoice scanning and e-invoice search vendor information based on the bank account, vendor name, and business ID.

Identifier: If the vendor is foreign, you can enter the vendor's VAT number or other similar organization identifier in this field. The field is visible if the company uses the construction industry reporting procedure.
Billing and address information is where you enter the vendor's address details.
Note! The postal location field can contain a maximum of 50 characters.
The country selected for the vendor affects the automatic posting of the vendor's invoices based on whether it is a domestic, another EU country, or a non-EU country. Note! For foreign and currency payments, the vendor's address details must be filled in; otherwise, the payment data will not pass through the bank, or an error message will appear during the invoice payment phase due to incorrect/incomplete address details. If the vendor's address details are added or modified on the vendor card, the change will be saved for all unpaid purchase invoices, and it is no longer necessary to manually search for the vendor again. 

Purchase order language: The selection determines the language of the purchase order on the purchase order printout/form that is sent from Netvisor. Possible language choices are Finnish, English, and Swedish. The purchase order requires at least a professional package for new companies.
Additional information -section allows you to make more (default) settings and manage default cost objects.

Default term of payment: This is the default term of payment offered for manually created invoices. If you also select "Always use default terms of payment in incoming invoices," the default term of payment is automatically set for all incoming invoices (i.e., also for invoices received via the scanning service and e-invoices).
Default VAT rate: You can set a default VAT rate for the vendor, which is always used on the invoice form.
When receiving electronic invoices, if the invoice data (e-invoice message) does not specify a VAT rate, it is determined from the vendor's basic information. If the invoice message specifies VAT information, it is read by default from the invoice message to Netvisor's invoice and posting lines. The VAT information specified in the e-invoice message always overrides the default VAT rate information set on the vendor card. Invoices received via the scanning service do not include VAT information, so the information is read from the vendor's default VAT rate section. The same applies to invoices manually entered into the system.


The following options are available once the vendor information has been saved at least once. 

Additional information

Once the information is saved, it is possible to select always use default terms of payment in incoming invoices. Payment terms are not read from invoices coming through the scanning service, so the default payment terms selected behind the vendor information are used. On the purchase invoice, the payment term comes in the e-invoice message text field ("PaymentTermsFreeText"), so unfortunately, the payment term cannot be directly read into Netvisor. 

Partial VAT deduction right only: This does not actually do anything, but through the purchase invoice automation, a partial VAT deduction can be made for the vendor's invoice. There is a separate instruction page for this.

  • Add rule "Partial VAT deduction"
  • The user must specify what portion of the line is deductible (%)
  • Select the basis for identifying the invoice line → product code or product name or description (or combinations of these).

Default currency for purchase orders: This affects if the company uses purchase orders. Then the purchase order can be made in the desired currency. The default choice is euro. 

Default cost objects: If cost object titles or titles have been created for the company, the cost objects under these can be selected behind the vendor. Then this cost object will automatically appear on a new purchase invoice if it is created manually or has come through the scanning service. For e-invoices, the object will also appear automatically if the e-invoice itself did not have such a cost object included in the message that exactly matches the company's cost objects. In this case, the object on the message overrides the cost object behind the vendor. 

Saving vendor's bank account information

The vendor's bank account is added from the vendor card under "Management of vendor bank accounts".

For foreign vendor bank account information, the bank's name, account number, and bank's SWIFT/BIC code must be provided.

For payments to the USA, a Clearing number or Routing number is often provided. This information is saved in the vendor's bank account information field "Clearing number". The field "Clearing code" should contain the letter combination USABA. The BIC/SWIFT number is also included in the payment message, even if using the Clearing code. 

More information on Osuuspankki's Clearing codes can be found here and on Nordea's Clearing codes here

If it is a foreign payment outside the SEPA area, the bank's address details must also be included in the vendor's bank account information. To ensure the bank's address details are updated to the invoice payment data, when adding account information, check the box "Export bank address information to payment message in addition to BIC code". The bank's address details can contain a maximum of 140 characters.

Select the country corresponding to the bank in the Country field (this is always Finland by default), and the default currency as the currency in which the vendor is paid. Finally, save the information by clicking the "Save" button.

The vendor's default bank account is used by default for manually created invoices. If the e-invoice message or invoice received via the scanning service contains a different bank account in the message, the account from the message will be used for the invoice. If the invoice received via the scanning service does not have a scanned bank account, the bank account is retrieved from the vendor's default bank account.

Vendor's default currency

Once the vendor is created, a default currency can be set on the vendor card.

The default currency setting is used in two places by default:

  • In handling the vendor-specific purchase price entered on the product card = the purchase is entered in the currency selected as the default for the vendor.

  • When a vendor is selected for a purchase order, the currency used for the purchase order is automatically set to the one found behind the vendor.

Management of vendor's bookkeeping accounts

Once the vendor is created, you can add default bookkeeping accounts for the vendor from this link. These selected accounts are the first available in the list when posting a purchase invoice. You can also set one account as the default bookkeeping account in the management of bookkeeping accounts. This account will then appear directly on the posting line of the purchase invoice. Netvisor also reads the account from the incoming e-invoice data from the following sections, if they are found in the message. 

  • Import of bookkeeping account per invoice:

<NormalProposedAccountIdentifier>4000</NormalProposedAccountIdentifier>

  • Import of bookkeeping account per invoice line:

<RowNormalProposedAccountIdentifier>4000</RowNormalProposedAccountIdentifier>
If the information comes from the message, it overrides the default account selection behind the vendor. 


Attachment of vendor details: This allows you to merge the information of two vendors into one. There is a separate instruction page for this.

List vendor's invoices: The link shows the purchase invoices created for the vendor.

Purchase information: Viewing purchase information requires at least read rights for purchase prices from the sales ledger rights. The view shows if a vendor-specific purchase price has been made on the product card. From the vendor's purchase information link, you can see all the purchase information linked to the vendor for different products. 

Update information to vendor's open invoices: This is always selected by default. With this selection, if you edit the vendor's address details, the changes are also saved to open invoices, and you no longer need to search for the vendor again. Note! If the payment of the purchase invoice has encountered an error, the erroneous payment must first be removed, and then the vendor's information updated. If this is not done first, the information will not automatically update on the purchase invoices, as it is in the "In payment service" status. Also, if the invoice is under payment prohibition, changes to vendor information do not automatically update such invoices. The invoice should first be removed from the payment prohibition and then update the vendor's information. 

Contact information tab

Vendor contact information can be managed on the contact information tab. If an email address is added to the vendor's email field, the purchase order can be sent to the vendor via email. The purchase order can also be sent to multiple email addresses at once. In this case, the email addresses should be saved in the vendor's information separated by semicolons.

Verifiers and circulation lists tab

There is a separate instruction page for this.

Payment prohibition tab

On the payment prohibition tab, the vendor can be put on payment prohibition, and a comment on the reason for the payment prohibition (mandatory information) can be given. If the vendor is already under payment prohibition, the payment prohibition can be removed from the button remove payment prohibition. Information about adding and removing payment prohibitions is recorded in the payment prohibition history. A payment prohibition can be added or removed if you have editing rights for vendor management. 

Vendor's processing history tab

The vendor's processing history shows changes made to the vendor information.

Attachment management tab

Attachments can be added to the vendor for safekeeping.

Editing a vendor

Select the desired vendor from the vendor listing, allowing you to edit its information. If you edit the vendor's information, the changes will update all unpaid invoices. So, for example, if you correct the vendor's address details, you will no longer need to search for information again in an existing unpaid purchase invoice, as long as they are corrected behind the vendor card. 

Deleting a vendor

The button for deleting a vendor is located at the bottom of the vendor card on the Contact information tab. A vendor cannot be deleted if the vendor has invoices or purchase orders in the ledger. In such cases, instead of deleting, the active selection in the basic information can be used to prevent or allow the entry of a new purchase invoice.





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