Receiving Purchase Invoices as E-Invoices : Netvisor

This guide covers the receipt of purchase invoices as e-invoices. Additionally, the guide describes how the allocation of invoices to the recipient and supplier, as well as the processing of accounting data from incoming e-invoices, works.

CONTENTS

Receiving e-invoices with Maventa address
Receiving e-invoices with bank network address
Receiving foreign e-invoices via PEPPOL network with PEPPOL address
E-invoice sent to the company has not arrived
Allocation to recipient
Allocation to supplier
Accounting proposal and search for accounting target from incoming e-invoice
Interpretation of incoming e-invoice message
FAQ

In Netvisor, e-invoices are always received in Finvoice format. Netvisor supports e-invoices according to the Finvoice 3.0 standard. The e-invoice address can be:

Maventa e-invoice address
e-invoice address linked to the company's own bank account
PEPPOL e-invoice address (e-invoices sent from abroad)

Receiving e-invoices with Maventa address

Customers using Netvisor's purchase section automatically receive a Maventa e-invoice address. Netvisor also activates the receipt of e-invoices via the bank network through the Maventa connection. This enables the receipt of e-invoices from suppliers who send invoices via the bank network.

The Maventa e-invoice address is the company's OVT number. The operator code is Maventa's code Maventa (003721291126). If the billing program used by the sending company uses connections provided by banks for sending e-invoices, the operator code is then Danske Bank's code DABAFIHH. Therefore, both e-invoice operators will be displayed on the billing address notification.

Netvisor automatically creates a Maventa connection for its customers whenever possible. If the company has registered as a user of the Maventa service before starting to use Netvisor, connecting the account to the Netvisor connection requires actions from the customer or Netvisor's customer service.

Netvisor automatically activates the receipt of e-invoices via the bank network through the Maventa connection. The opening of the connection takes a few banking days and enables the sending and receiving of e-invoices via the bank network.

Receiving e-invoices with bank network address

When making a payment traffic agreement, the company can agree with its bank on the receipt of e-invoices. The e-invoice address is either in the form of an IBAN account number or the company's OVT number. Most commonly, the e-invoice address is formed either from the company's IBAN bank account number or the company's OVT number. The OVT number is formed from the company's business ID as follows: 0037 + the company's business ID without a hyphen. Example: from business ID 1967543-8, the OVT number becomes 003719675438.
The definition of the bank network e-invoice address in Netvisor is done through "Company menu > Bank account management". In the view, click the name of the bank account to edit the bank account information. Here you can choose whether the e-invoice receipt address is displayed in IBAN or OVT format.
Exceptions:

If the e-invoice address linked to the account is other than the IBAN referring to the bank account or the normal OVT number, contact Netvisor's customer service to edit the e-invoice address.
For Ålandsbanken accounts, e-invoice receipt works directly only when using the OVT number, so when making a payment traffic agreement, it must be ensured that the e-invoice address is given as the OVT number. If the bank, however, provides an IBAN e-invoice address that is not the same as the company's account number, this alternative e-invoice address must be reported to Netvisor's customer service.

NOTE, if the invoice is sent or received via the bank network, attachments do not transfer with the invoice to Netvisor or from Netvisor to the recipient.

Receiving foreign e-invoices via PEPPOL network with PEPPOL address

PEPPOL (Pan European Public eProcurement On-Line) is a European network for transmitting electronic documents. By registering in the PEPPOL network, you can receive electronic invoices from all companies capable of sending through the PEPPOL network. Through registration, information about your company's ability to receive invoices in the PEPPOL network is also added to the PEPPOL Directory service. Registration in the network is free, and invoice receipt is according to our regular price list.

The company's PEPPOL e-invoice address consists of a prefix and an identifier. Example of a PEPPOL e-invoice address: 0216:003712345678 @ PEPPOL.

Maventa acts as one of the Peppol Access Points in Finland. This means that you can register through Maventa to the Peppol network for receiving e-invoices and electronic documents. The e-invoice arrives from the PEPPOL network to Maventa and is converted in Maventa to Finvoice format, which allows it to arrive in the correct format in Netvisor to the company's accounts payable.

How to enable PEPPOL e-invoice receipt:

You can easily enable PEPPOL e-invoice receipt from your Maventa account after logging in under Settings > Invoice settings > Invoice receipt > PEPPOL e-invoicing.

You only need to click the service open, and Maventa will handle the Peppol registration on your behalf.

Note! If you do not have user credentials for your company's Maventa account, meaning you cannot log in to the Maventa account, contact Netvisor's customer service at tuki.netvisor@visma.com and inform them that you want to activate PEPPOL e-invoice receipt for your company, and customer service will activate the receipt for the company.

E-invoice sent to the company has not arrived

If an e-invoice sent to the company has not arrived, the responsibility for investigation primarily lies with the sender of the invoice. If no e-invoice arrives, the following should be checked:

Maventa e-invoice address:
- Is the receiving channel open and connected to Netvisor?
Bank e-invoice address:
- Ensure with your bank whether the e-invoice receipt agreement is valid and connected to Netvisor's connection channel
- Ensure with your bank whether the agreement is made for OVT or IBAN address
- Check that the bank account to which the agreement is connected is entered in Netvisor

Allocation to recipient

From the incoming invoice data, Netvisor examines the recipient's e-invoice address and the buyer's business ID. The allocation of the invoice to the recipient is based on the buyer's business ID, which is reported in the e-invoice data field <BuyerPartyIdentifier>.

Allocation to supplier

The allocation of the invoice to the supplier is done using the business ID, name, and supplier code. This is explained in more detail on its own guide page.

Accounting proposal and search for accounting target from incoming e-invoice

The accounting account and accounting target can be brought on the e-invoice either at the invoice or invoice line level, according to the following rules:

Accounting targets can be given as a semicolon-separated list, e.g., Target1;Target2;Target3
If the given accounting account or accounting target is not found in Netvisor, they are bypassed. Similarly, if multiple accounting targets are given under the same title, only the first accounting target in the list is used in the accounting.
Information given at the line level always overrides invoice-level information: if an accounting proposal of 4000 is given for the invoice, this account is used for those lines for which no separate proposal is given.
Only four-digit account numbers are accepted in accounting proposals.
Accounting account information accompanying the message overrides any default account possibly behind the supplier.
Accounting target information accompanying the message overrides any accounting target possibly behind the supplier. It requires that the accounting target accompanying the message is exactly the same as in the company's own accounting targets.

Proposals are retrieved from the following finvoice invoice fields:

Importing the accounting account at the invoice level:

<NormalProposedAccountIdentifier>4000</NormalProposedAccountIdentifier>

Importing the accounting account at the invoice line level:

<RowNormalProposedAccountIdentifier>4000</RowNormalProposedAccountIdentifier>

Importing the accounting target at the invoice level:

<AccountDimensionText>Target1</AccountDimensionText>

Importing the accounting target at the invoice line level:

<RowAccountDimensionText>Target1</RowAccountDimensionText>

Interpretation of incoming e-invoice message

Below is an example of an e-invoice message and which field affects what. At the end of the line, it is written which field is in Netvisor.

<SellerPartyIdentifier>7654321-2</SellerPartyIdentifier> Seller's business ID

<SellerOrganisationName>Porin Testiyritys Oyj</SellerOrganisationName> Seller's name

<SellerOrganisationTaxCode>FI76543212</SellerOrganisationTaxCode> Seller's VAT number

<SellerStreetName>Itsenäisyydenkatu 44</SellerStreetName> Seller's street address

<SellerTownName>Pori</SellerTownName> Seller's postal locality

<SellerPostCodeIdentifier>28130</SellerPostCodeIdentifier> Seller's postal code

<CountryCode>FI</CountryCode> Country code (not visible in the program)

<CountryName>Finland</CountryName> Seller's country

</SellerPostOfficeBoxIdentifier>

</SellerPostalAddressDetails>

</SellerPartyDetails>

<SellerOrganisationUnitNumber>003776543212</SellerOrganisationUnitNumber> OVT number

<SellerPhoneNumberIdentifier>02-1123123</SellerPhoneNumberIdentifier> Seller's phone number

<SellerEmailaddressIdentifier>tuki@netvisor.fi</SellerEmailaddressIdentifier> Seller's email

</SellerCommunicationDetails>

<SellerHomeTownName>Pori, Suomi</SellerHomeTownName> Home town

<SellerVatRegistrationText>Alv.Rek</SellerVatRegistrationText> This information appears at the bottom of the invoice under the VAT number section

<SellerPhoneNumber>02-1123123</SellerPhoneNumber> Seller's phone number

<SellerFaxNumber>02-123456789, 02-123456788, 02-1234</SellerFaxNumber> Seller's fax

<SellerCommonEmailaddressIdentifier>tuki@netvisor.fi</SellerCommonEmailaddressIdentifier> Seller's email in the invoice footer information

<SellerWebaddressIdentifier>http://www.netvisor.fi</SellerWebaddressIdentifier> Seller's internet address

SellerAccountDetails>

<SellerAccountID IdentificationSchemeName="IBAN">FI91XXXXXXXXXXXXX</SellerAccountID> Supplier's bank account in the invoice header information

<SellerBic IdentificationSchemeName="BIC">NDEAFIHH</SellerBic> Bank account BIC code.

</SellerAccountDetails>

<SellerAccountDetails> The following bank accounts are visible at the bottom of the invoice image

<SellerAccountID IdentificationSchemeName="IBAN">FI63XXXXXXXXXXXXX</SellerAccountID>

<SellerBic IdentificationSchemeName="BIC">NDEAFIHH</SellerBic>

</SellerAccountDetails>

</SellerInformationDetails>

<BuyerPartyIdentifier>7654321-2</BuyerPartyIdentifier> Buyer's business ID

<BuyerOrganisationName>Porin Testiyritys (e-invoices)</BuyerOrganisationName> Buyer's name

<BuyerOrganisationTaxCode>FI76543212</BuyerOrganisationTaxCode> Buyer's VAT number

<BuyerCode> Buyer's possible code

<BuyerStreetName>Mannerheiminkatu 5</BuyerStreetName> Buyer's street address

<BuyerTownName>Lappeenranta</BuyerTownName> Buyer's postal locality

<BuyerPostCodeIdentifier>53900</BuyerPostCodeIdentifier> Buyer's postal code

<CountryName>Finland</CountryName> Buyer's country

</BuyerPostalAddressDetails>

</BuyerPartyDetails>

<BuyerContactPersonName>Contact Person</BuyerContactPersonName> Contact person

<BuyerPhoneNumberIdentifier>0501245678</BuyerPhoneNumberIdentifier>Contact person's phone number

<BuyerEmailaddressIdentifier>testi@osoite.fi</BuyerEmailaddressIdentifier> Contact person's email

</BuyerCommunicationDetails>

<DeliveryPartyDetails>Delivery address details

<DeliveryOrganisationName>Test location</DeliveryOrganisationName>

<DeliveryStreetName>Valtakatu 51</DeliveryStreetName>

<DeliveryTownName>Lappeenranta</DeliveryTownName>

<CountryName>Finland</CountryName>

</DeliveryPostalAddressDetails>

</DeliveryPartyDetails>

<DeliveryDate Format="CCYYMMDD">20210622</DeliveryDate> Delivery date

<DeliveryMethodText>As agreed</DeliveryMethodText> Delivery method

<DeliveryTermsText>Pick up</DeliveryTermsText> Delivery terms

<WaybillIdentifier>Your reference</WaybillIdentifier> Your reference. Also visible in the invoice image in the waybill section.

</DeliveryDetails>

<InvoiceTypeCode>INV01</InvoiceTypeCode> Not visible in Netvisor

<InvoiceTypeText>INVOICE</InvoiceTypeText>Not visible in Netvisor

<OriginCode>Original</OriginCode>Not visible in Netvisor

<InvoiceNumber>21000239685</InvoiceNumber> Invoice number

<InvoiceDate Format="CCYYMMDD">20210622</InvoiceDate> Invoice date

<SellerReferenceIdentifier>Our reference</SellerReferenceIdentifier> Our reference and Seller's order number

<OrderIdentifier>Your reference</OrderIdentifier> Your reference and Buyer's order number (Netvisor's sales invoice external order number field) OR

<BuyerReferenceIdentifier>Your reference</BuyerReferenceIdentifier> Your reference and Buyer's reference

<AgreementIdentifier>contract identifier</AgreementIdentifier> Contract identifier

<InvoiceTotalVatExcludedAmount AmountCurrencyIdentifier="EUR">9200,00</InvoiceTotalVatExcludedAmount> Total excluding VAT (visible in the invoice image).

<InvoiceTotalVatAmount AmountCurrencyIdentifier="EUR">2160,00</InvoiceTotalVatAmount> Total VAT (visible in the invoice image).

<InvoiceTotalVatIncludedAmount AmountCurrencyIdentifier="EUR">11360,00</InvoiceTotalVatIncludedAmount> Total including VAT (in the invoice image, invoice total and also visible as the invoice amount).

<AccountDimensionText>customer's cost center information</AccountDimensionText> Cost center, this is added to the order line if the cost center already exists and the name matches exactly. This is not created from the message as a cost center.

<VatBaseAmount AmountCurrencyIdentifier="EUR">9000,00</VatBaseAmount> Value from which VAT is calculated. In Netvisor, VAT is calculated line by line based on line information. This information is visible in the invoice image.

<VatRatePercent>24,00</VatRatePercent> Default VAT percentage. Used if not given line by line in the invoice line information.

<VatRateAmount AmountCurrencyIdentifier="EUR">2160,00</VatRateAmount>VAT amount. (visible in the invoice image).

</VatSpecificationDetails>

</InvoiceFreeText>

<PaymentTermsFreeText>7 days net</PaymentTermsFreeText> Payment term, however, only comes in text form and is not created in the program as a payment term. The due date is taken from the line below.

<InvoiceDueDate Format="CCYYMMDD">20210629</InvoiceDueDate> Invoice due date

<PaymentOverDueFineFreeText>Late payment interest 12.00%</PaymentOverDueFineFreeText> Late payment interest percentage text (visible in the invoice image in the late payment information section)

<PaymentOverDueFinePercent>12,00</PaymentOverDueFinePercent> (Late payment interest percentage. (visible in the invoice image in the late payment interest section).

</PaymentOverDueFineDetails>

</PaymentTermsDetails>

</InvoiceDetails>

Below is an example of invoice line information. In Netvisor, the invoice amount comes from the total of existing invoice lines.

<SubRowFreeText>text before invoice lines</SubRowFreeText> Comment line

</SubInvoiceRow>

</InvoiceRow>

<ArticleIdentifier>100511</ArticleIdentifier> Product code

<ArticleName>"Test product "</ArticleName> Product name

<DeliveredQuantity>100,00</DeliveredQuantity> Delivered quantity

<UnitPriceAmount AmountCurrencyIdentifier="EUR">100,00</UnitPriceAmount> unit price

<RowPositionIdentifier>1</RowPositionIdentifier>. The invoice line comes forward in this order. The smallest number as the first line.

<RowDeliveryIdentifier>line-specific delivery number</RowDeliveryIdentifier> This is a line-specific contract number, visible in the invoice image in the delivery number section at the product line. This field does not appear on the invoice accounting line.

<RowAgreementIdentifier>Line-specific contract number</RowAgreementIdentifier> This is a line-specific contract number, visible in the invoice image in the Contract section at the product line. This field does not appear on the invoice accounting line.

<RowWaybillIdentifier>47620</RowWaybillIdentifier>Line-specific waybill number, visible in the invoice image in the waybill section at the product line. This field does not appear on the invoice accounting line.

<RowAccountDimensionText>Accounting target</RowAccountDimensionText> Possible accounting target, not created in the program, but used if it already exists in the company as an accounting target and matches the message exactly.

<RowFreeText>line description</RowFreeText> Product line description

<RowDiscountPercent>10,00</RowDiscountPercent>Discount %

<RowVatRatePercent>24,00</RowVatRatePercent>Line VAT percentage

<RowVatAmount AmountCurrencyIdentifier="EUR">2160,00</RowVatAmount>VAT amount

<RowVatExcludedAmount AmountCurrencyIdentifier="EUR">9000,00</RowVatExcludedAmount>Excluding VAT price

<RowAmount AmountCurrencyIdentifier="EUR">11160,00</RowAmount> Including VAT price

</InvoiceRow>

The reference number is read from the message EpiRemittanceInfoIdentifier field.

Information is read into the Your reference field from the following fields in this order.

/Finvoice/DeliveryDetails/WaybillIdentifier
/Finvoice/InvoiceDetails/OrderIdentifier
/Finvoice/InvoiceDetails/BuyerReferenceIdentifier

FAQ

Why has the received e-invoice been allocated to the wrong supplier?

E-invoices are allocated to an existing supplier card in Netvisor based on certain criteria. If the supplier card information is incomplete or incorrect (or there is no supplier card at all), it is possible that some information on the invoice connects the invoice to the wrong supplier. This guide page explains in more detail how the allocation works precisely.

Why hasn't the payment term been read from the invoice message?

On the purchase invoice, the payment term comes in the e-invoice message in a text field ("PaymentTermsFreeText"), so unfortunately the payment term cannot be directly read into Netvisor. If there is no default payment term on the supplier card, then the cash discount on the invoice remains to be checked and manually added during the invoice verification phase. The same situation applies to scanning service invoices, meaning the payment term is not read from the invoice received through the scanning service.

Why didn't the invoice message work with special characters?

Finvoice messages (e-invoice messages) use the ISO-8859-15 character set. If there are problems with the visibility of special characters on invoices, the most common error is that the sending system uses the UTF-8 character set instead of ISO-8859-15.
A change should be made on the sending end. Separate conversion of each message on our end would significantly slow down the delay in the arrival of invoices, and therefore this will not be done for the time being.

Keywords: receipt, e-invoice, maventa, peppol

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