This guide covers the creation of a new customer in the system. Step-by-step instructions include the customer's basic data, billing address details, place of business details, and e-invoicing data.

You can open the view or perform the function by selecting Sales > Customers > New customer.

You can also open the same function via the "Create new" menu:

or

After this, the following view will appear:

 

When creating a new customer, there are two system-required pieces of information: Name and Business id (if corporate customer). In practice, however, you must also enter the customer's Address, Zip code, and Postal address. The invoice can only be printed locally if this information is missing.

Basic data (1)

  • Name -  Customer name. The field below the name field is for extension of the name. The customer name field retrieves information from YTJ. If the company is found in YTJ, the information is automatically updated based on YTJ.
  • Customer code -  Defining the code is optional. If you update customer details from a csv file, the customer code is required (cursor). We recommend using the customer code. By default, the system offers the next available number, but you can overwrite it. The customer code can also include letters. Automatic customer code retrieval supports codes under 10 characters. The invoice form can accommodate about 20 characters, depending on the width of the number. The e-invoice message accepts a maximum 35-character customer code. The interface and view allow a maximum 50-character customer code.
  • Business id -  Customer’s Business id. If the customer is a private person, select Private customer. In this case, you cannot enter the Business id, and a Personal identity code field is shown instead. The Personal identity code is not mandatory; you can leave it empty. If the customer is foreign, enter the VAT number instead of the Business id so that the country code is at the beginning and there is no hyphen before the last character, for example FI12345678. If a foreign customer does not have a VAT number, you can enter another organization or company id in the Business id field.

"Find data"

  • Select the Business id link to go to the YTJ website. You can retrieve the customer details directly from YTJ by entering the company’s Business id and selecting the "Find data" button. Business id search works for the following company forms: limited liability company, housing cooperative, and cooperative. The data is retrieved from YTJ via an interface, and for the time being only these company forms are available.
  • Customer group -  The customer's customer group is selected here.
  • Recipient's OVT number  (if the information differs from the company Business id). To this field, you may add some customer-specific information that must be passed on to the recipient via e-invoice material, for example factory number or other fixed information required by the recipient. The information in this field goes to the BuyerOrganisationUnitNumber tag in Finvoice material. You should not enter the customer's e-invoice address in this field.

Show more  selection reveals more fields:

Tax processing

  • Processing according to the customer's billing country group: The country information selected for the customer automatically determines the tax processing. Finland > domestic processing, EU > community processing (if there is information in the Business id field > VAT 0%, if private customer > VAT % behind the product), non-EU > VAT 0%.
  • No VAT processing: All customer sales are by default VAT 0%.
  • Domestic construction service tax processing: Construction service tax processing is used in customer sales.
  • Domestic VAT processing: Domestic VAT processing is used for the customer regardless of the country.

Billing address (2)

  • Address -  Customer's billing address. The field character limit is 100 characters. If the address is longer, you can use the additional field, which also has a character limit of 100 characters. The e-invoice message accepts a maximum of 35 characters and the printout 40 characters.
  • Postcode and place of business -  The ZIP code and place of business of the customer's billing address. The character limit for the postcode and place of business fields is 50 characters. The e-invoice message accepts a maximum of 35 characters. The printout can accommodate 42 characters in the postcode field and 50 characters in the place of business field.
  • Country -  This is decisive information for the default accounts of invoices formed for the customer and VAT processing. The system uses the customer's country-specific default sales account and processes VAT according to the country information (domestic, EU, and non-EU).
  • E-mail invoicing address -  Customer's e-mail billing address. This field is not required if email invoicing is not used. If you want to send the invoice to two different email addresses, separate the addresses with a semicolon.

For e-invoicing, all fields (except the e-mail billing address field) must be completed. Below the address field is an address extension field.

Place of business (3)

  • Name -  The name of the place of business.
  • Address -  Customer shipping address.
  • Postcode and place of business -  The customer's postal code and place of business.

If place of business information is needed, all fields must be filled in. E-invoicing is prevented if the information is incomplete.

E-invoicing data (4)

  • E-invoicing address This field displays the customer's e-invoicing address. If customer information is retrieved, this also retrieves the e-invoicing address. The following search logic is applied:
    • If the customer has multiple e-invoicing addresses, the Maventa e-invoicing address is displayed here by default.
    • If the customer has only one address, the system displays it.
    • If the customer has multiple e-invoicing addresses, none of which are Maventa addresses, they are all displayed and you can select the desired one.
  • E-invoice operator -  Select the correct operator from the list.
  • If the e-invoice address deviates from the normal IBAN or OVT format, a notification of an incorrect address will be given. By ticking "Skip checking of e-invoice address when saving data" the check is bypassed and you can enter the e-invoice address in the desired format. In this case, you should always check that the address is correct. After saving the data, the tick is removed automatically.
  • "Create customer" - The customer information entered is saved.
  • "Create customer and invoice" - The customer information entered is saved and at the same time the new sales invoice input function is opened for that customer.

Instructions for the created customer card can be found on the customer listing page.

Frequently asked questions

Question: Where do I open the function to create a new customer?

Answer: You can open the function by selecting Sales > Customers > New customer or by using the "Create new" menu.

Question: Which information is mandatory when creating a new customer?

Answer: Mandatory information is Name and Business id (if the customer is a company). In practice, you must also enter Address, Postcode, and Postal address so that the invoice can be printed other than locally.

Question: When is the customer code mandatory?

Answer: The customer code is mandatory if you update customer details from a csv file, because the code acts as a cursor.

Question: What should I do if the customer does not have a Business id or VAT number?

Answer: If the customer is a private person, select Private customer, in which case the Business id cannot be entered and you can leave the Personal identity code empty if you wish. If a foreign customer does not have a VAT number, you can enter another organization or company id in the Business id field.

Question: What information is required for e-invoicing?

Answer: For e-invoicing, all fields in the billing address section (except the e-mail billing address field) must be completed. In addition, you must enter the e-invoicing address and select the e-invoice operator.

Question: What happens if the e-invoice address is not in IBAN or OVT format?

Answer: The system notifies you of an incorrect address. You can skip the check by ticking "Skip checking of e-invoice address when saving data" and enter the address in the desired format, but you must ensure the correctness of the address yourself.

Question: How do I save the customer and move directly to invoicing?

Answer: Select "Create customer and invoice", after which the customer details are saved and the new sales invoice input function opens for that customer.

Keywords: New customer, customer creation, Business id, customer details, billing address, e-invoicing

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.


Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.