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, make sure you have the following user rights:

  • At least editing rights for vendor management.
  • Editing rights for basic accounts payable functions.

Creating a new vendor

You can start creating a new vendor from Purchases > Vendors > New vendor. Enter the vendor details as comprehensively as possible.

Vendor group: You can select a vendor group created in Netvisor as the vendor group.

Vendor code: The vendor code is not mandatory. If you want to update the vendor list, for example from an Excel .CSV file, information with the same vendor code will update Netvisor's vendor details. Otherwise, the vendor is created again in the system.

Name: Enter the vendor's name in the Name field.

Business id: It is recommended to enter the business id, because purchase invoice scanning and e-invoice functions search vendor details based on the bank account, vendor name, and business id.

Other vendor identification information: The field is visible if the company uses construction industry notifications.

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 address 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 material will not pass through the bank, or an error message will appear during the invoice payment phase due to incorrect or incomplete address details. If you add or edit the vendor's address details 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 or 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: The default term of payment is offered for manually created invoices. When you also select "Always use default terms of payment in incoming invoices", the default term of payment is automatically set for all incoming invoices (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.

Active: If you remove the selection, you cannot manually create a new purchase invoice for this vendor, and the vendor will not be available for selection. If an e-invoice arrives for the vendor, the invoice will go through, but the vendor remains inactive.

Additional information

Once the information is saved, you can 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 term of payment selected behind the vendor information is used.
  • On the purchase invoice, the payment term comes in the e-invoice message text field ("PaymentTermsFreeText"), so the payment term cannot be directly read into Netvisor.

Partial VAT deduction right only: This does not in itself 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 row is deductible (%).
  • Select the basis for identifying the invoice row: product code, product name, specification, 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 a cost object header or headers 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 the invoice 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 material, when adding account information, select "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 in the Country field the country corresponding to the bank (Finland by default) and as the default currency the currency in which the vendor is to be 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

When 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 row of the purchase invoice. Netvisor also reads the account from the incoming e-invoice material from the following sections, if they are found in the message.

  • Import of bookkeeping account per invoice:

4000

  • Import of bookkeeping account per invoice row:

4000
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 accounts receivable 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, first remove the erroneous payment and only then update the vendor's information. Otherwise, the information will not automatically update on the purchase invoices, because the invoice is in the "In Payment service" status. If the invoice is under payment prohibition, changes to vendor information do not automatically update such invoices either. First remove the invoice 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 you add an email address to the vendor's email field, you can send the purchase order to the vendor by 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 under 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, you can remove the payment prohibition with the Remove payment prohibition button. 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 tab shows changes made to the vendor information.

Attachment management tab

Attachments can be added behind the vendor for safekeeping.

Editing a vendor

Select the desired vendor from the vendor listing whose information you want to edit. When you edit the vendor's information, the changes will update all unpaid invoices. 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 the information is 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, you can prevent or allow the entry of a new purchase invoice by using the Active selection in the basic information instead of deleting.


Frequently asked questions

Question: How can I create a new vendor in Netvisor?

Answer: You can start creating a new vendor by selecting Purchases > Vendors > New vendor and entering the vendor details as comprehensively as possible.

Question: What user rights do I need to add new vendors?

Answer: You need at least editing rights for vendor management and editing rights for basic accounts payable functions.

Question: How do the default term of payment and default VAT rate affect incoming invoices?

Answer: The default term of payment is offered for manually created invoices and can be set to be always used for incoming invoices. The default VAT rate is used if the e-invoice message does not contain VAT information. If the e-invoice message contains VAT information, it overrides the default VAT rate set on the vendor card.

Question: How do I save the vendor's bank account information, especially for foreign payments?

Answer: Add the bank account from the vendor card under "Management of vendor bank accounts". For a foreign vendor, you must save the bank's name, account number, and SWIFT/BIC code. For payments outside the SEPA area, also add the bank's address details and select "Export bank address information to payment message in addition to BIC code".

Question: How is the vendor's default currency used on purchase orders and purchase prices?

Answer: The vendor's default currency is used as the currency for the vendor-specific purchase price on the product card and as the currency on the purchase order, which is set automatically when you select the vendor for the purchase order.

Question: Can I prevent new purchase invoices from being created for a vendor without deleting the vendor?

Answer: Yes. You can remove the selection in the Active field in the basic information. In this case, new purchase invoices cannot be manually created for the vendor, but the vendor is not deleted from the system.

Question: When can a vendor not be deleted?

Answer: A vendor cannot be deleted if the vendor has invoices or purchase orders in the ledger. In such cases, you can use the Active selection to prevent the entry of new purchase invoices.

Question: How does editing vendor information affect open purchase invoices?

Answer: When you edit the vendor's information and the selection "Update information to vendor's open invoices" is in use, the changes are automatically updated to all open invoices, unless the invoice is in the "In Payment service" status or under payment prohibition.

Question: How can I put a vendor under payment prohibition?

Answer: Open the Payment prohibition tab on the vendor card, put the vendor under payment prohibition, and enter the mandatory comment on the reason for the payment prohibition. You can remove the payment prohibition with the "Remove payment prohibition" button.

Question: How can I merge the information of two vendors?

Answer: Use the Attachment of vendor details function, which allows the information of two vendors to be merged into one. More detailed instructions can be found on a separate instruction page.

Keywords

vendor, new vendor, vendor card, vendor group, vendor code, business id, accounts payable, scanning service, e-invoice, billing address, purchase order language, additional information, default term of payment, default VAT rate, partial VAT deduction right only, default currency for purchase orders, default cost objects, saving vendor's bank account information, SWIFT, BIC, clearing number, clearing code, SEPA, foreign payment, bank address details, vendor's default currency, management of vendor's bookkeeping accounts, NormalProposedAccountIdentifier, RowNormalProposedAccountIdentifier, attachment of vendor details, purchase information, update information to vendor's open invoices, Contact information tab, verifiers and circulation lists tab, Payment prohibition tab, payment prohibition history, vendor's processing history, attachment management, editing a vendor, deleting a vendor, active

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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