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This guide provides instructions on how to add e-invoicing data to customer details in Netvisor, how to send an invoice as an e-invoice, how to create an e-invoice according to the EU standard, how to handle error messaging and which frequently asked questions about e-invoicing are answered.

Table of contents

Learn more about e-invoicing with Netvisor.

General
There is no need to agree on sending business e-invoices with the company's own bank through a payments traffic agreement. Sending business e-invoices is automatically enabled for all our customers using Netvisor's accounts receivable. Invoices are sent from Netvisor in Finvoice 3.0 format.

To send e-invoices, you need to obtain information about the customer's e-invoicing data. E-invoicing data consist of the e-invoice address and the operator id of the e-invoice operator. The operator id is referred to as the intermediary identifier in Tieke's e-invoice address directory.

E-invoice address

The e-invoice address is either in IBAN or OVT format. Most commonly, the e-invoice address is formed from the company's bank account number in IBAN format or the company's "normal format" OVT identifier (0037 + company's business id without the final hyphen).

E-invoice operator

The e-invoice operator is the one who forwards e-invoices to the recipient's system. There are two types of e-invoice operators:

  • Bank network: most banks offer e-invoice forwarding services, and the customer can make an agreement to receive e-invoices with their account bank.
  • Operator network: the e-invoice operator is a company that provides e-invoice services. For example, Maventa belongs to this group.

Operator id (intermediary identifier)

Each e-invoice operator has its own intermediary identifier (Intermediator id), which indicates to which e-invoice operator the invoice should be sent. For bank network operators, the identifier is the bank's BIC code, and in the operator network, the intermediary identifier is usually the company's OVT identifier.

See the supported e-invoice operators in Netvisor from this list.

Adding e-invoicing data to customer details 

You can open the view or perform the function by selecting Sales > Customers > Customer register > select customer > Edit basic data.

To send e-invoices to customers, customer-specific e-invoicing data must be saved on the customer card's Edit basic data tab:

  • e-invoice address
  • e-invoice operator

Proceed as follows when adding e-invoicing data for a customer:

  1. Enter the customer's e-invoice address in IBAN or OVT format.
  2. If the customer's e-invoice address format deviates from the normal IBAN or OVT format e-invoice address, place a check mark in the "Override e-invoice address check when saving information" box before saving. Otherwise, saving the e-invoice address on the customer card will not be successful.
  3. Select the customer's e-invoice operator from the E-invoice operator drop-down menu. The menu contains all the e-invoice operators supported in Netvisor.
  4. If the customer's e-invoice operator is not found in the list, do not send invoices as e-invoices from Netvisor to the customer, as sending will not be successful.

Other basic data required on the customer card for billing customers to ensure successful sending of invoices as e-invoices:

  • business id
  • complete billing address details (street address, postal code, and postal address)

Place of business e-invoice address

You can open the view or perform the function by selecting Sales > Customers > Customer register > select customer > Places of business.

If a place of business is filled in on the customer card and the place of business is selected for the invoice to be sent as an e-invoice, the place of business must also have complete address details (street address, postal code, and postal address) filled in. If address details are missing, sending the invoice as an e-invoice will not be successful.

During the sending process, the system will display an error about incomplete delivery address details, for example: "Selected invoices contain invoices that are not eligible for e-invoicing due to incomplete delivery address details."

The place of business can also be given an e-invoice address. When this place of business is used on the invoice, the place of business e-invoice address overrides the e-invoice address behind the customer.


If a customer-specific identifier (e.g., factory number, case number, etc.) needs to be transmitted with the e-invoice material, the identifier can be entered on the customer card's Edit basic data tab in the field "Recipient's OVT identifier, if the information differs from the company's business id". In this case, the information is brought to the invoice message in the "BuyerOrganisationUnitNumber" field.

Adding attachments to an invoice sent as an e-invoice

More information about adding attachments to an invoice can be found in this guide.

When a business e-invoice is sent to the bank network (i.e., the recipient's e-invoice operator is a bank), the invoice image and attached files are forwarded to the recipient's operator in link form on the invoice's Finvoice material. This is because the bank network cannot receive the invoice image and attachments in any other form. To view the invoice image and attachments, the recipient's system must support displaying attachments in link form on the invoice's Finvoice material.

Attachments and the invoice image of business e-invoices sent to the operator network are forwarded as they are to the recipient's e-invoice operator.

Sending an invoice as an e-invoice

You can open the view or perform the function as follows:

  • by selecting Sales > Sales invoices > Open sales invoices, or
  • by opening an individual sales invoice via Sales > Sales invoices > Open sales invoices > select invoice.

Sending sales invoices as e-invoices follows the normal sending process. Proceed as follows:

  1. Open the sales invoice to be sent and click the "Send invoice" button, or
  2. open the Open sales invoices view, tick the desired invoices as active and click the "Send invoices" button.

If there are deficiencies in the customer information that prevent sending the invoice as an e-invoice, the user will receive a notification in the sending process view.

If e-invoicing is not selectable for the invoice, check the customer's billing address and e-invoicing data and, if necessary, update them from the customer to the invoice as follows:

  1. Go to the sending process.
  2. Click the "Update selected address details from the customer" button.

Once an e-invoice has been sent from the program, it cannot be canceled. The routing time for e-invoices sent through the bank network is 2–3 banking days from sending, and this applies to both business and consumer e-invoices.

EU standard e-invoice

Information about the EU standard e-invoice is provided in a separate guide here. If the EU standard e-invoice is selected in the customer details, this setting is also used when there is an e-invoice address behind the customer at the place of business.

Error messaging

You can view invoices returned with an error by selecting Sales > Sales invoices > Open sales invoices > Rejected.

If there is an error in the customer information of an invoice sent as an e-invoice, the invoice returns to the sender in the Open sales invoices view under the "Rejected" heading. Next to the invoice number is an icon that, when clicked, shows the reason for the error, why the invoice has returned.

A notification of invoices returned due to an error is also visible on the Netvisor homepage under the Exceptions and notices heading.

Common reasons why an invoice sent as an e-invoice returns due to an error:

  • the customer's e-invoice address and/or operator information is incorrect, and the recipient cannot be found
  • the invoice due date is in the past relative to the invoice sending date
  • the Visma Sign form related to Maventa connection registration has not been signed. More information about this error can be found in the Opening a new Maventa e-invoice connection in Netvisor announcement.
  • sending the e-invoice failed because the default account for the products on the sales invoice is selected as an account whose VAT code conflicts with the e-invoicing tax code (Sales > Invoicing settings > E-invoicing tax codes). Instructions related to this error can be found in the EU standard e-invoices guide.

To edit an invoice returned due to an error, the invoice must be canceled. Canceling invalidates the invoice's voucher and returns the invoice to the "Unsent" status, if the voucher is not on a locked period.

You can cancel the invoice as follows:

  1. Open the invoice from the Open sales invoices view.
  2. Click the notification icon.
  3. Select the "Cancel invoice" action.

If the invoice's voucher is on a locked period (e.g., VAT is locked), canceling does not invalidate the invoice's voucher.


You can also cancel the invoice from the Open sales invoices list:

  1. Open Sales > Sales invoices > Open sales invoices.
  2. Tick the relevant invoice or invoices on the left-hand side.
  3. Select the "Cancel invoice" action (the same action is also found in the Sales invoice actions menu).


EU standard e-invoice remains in error

Conflicting information on the sales invoice causes the rejection of sending EU standard e-invoices. Below are examples of common errors:

Example 1: The sales invoice has 0% VAT domestic sales. In this case, the VAT code on the product's accounting account or the account selected in the invoice line's posting proposal must be KOMY 0%. If the VAT code is KOMY, the invoice remains in error because KOMY's default "S (normal tax rate)" does not allow a VAT value of 0%.

To correct the situation, proceed as follows:

  1. Correct the product's default accounting account so that the VAT code is KOMY 0%.
  2. Update the sales invoice lines so that the new account takes effect, or correct the account directly on the sales invoice line in the "Posting proposal" field.
  3. Make the corrections before resending the invoice.

Example 2: The default accounting account for the products on the sales invoice for EU sales is selected as an account whose VAT code is domestic sales, even though it should be foreign sales. As a result, the voucher also receives the VAT identifier KOMY. In the Sales > Invoicing settings > E-invoicing tax codes section, it is selected that KOMY = S Normal tax rate.

The situation is corrected in the same way as in example 1:

  1. Correct the default accounting account used for EU sales with the correct VAT code.
  2. Update the sales invoice lines or correct the account directly on the invoice line.
  3. Resend the invoice after the corrections.

Example 3: The sales invoice has both taxable and tax-free sales. Standard invoices cannot have both simultaneously.

If the e-invoice does not need to be EU standard, the check mark can be removed from the customer's information in the Edit basic data > EU standard e-invoice section. After this, the sales invoice can be resent as an e-invoice without the above corrections.

FAQ

Can the sending of an e-invoice be canceled?
Once an e-invoice has been sent from the program, it cannot be canceled.

When does a sales invoice sent as an e-invoice leave Netvisor?
When an e-invoice is sent from Netvisor, it is forwarded immediately.

Can an e-invoice be sent from Netvisor to a Swedish company using a PEPPOL address?
An invoice can be sent from Netvisor to Sweden using a PEPPOL address. The customer's e-invoice address is set as the PEPPOL address, the operator as PEPPOL, and a check mark is placed in the "Override e-invoice address check when saving information" box.  

Can an e-invoice be sent from Netvisor to a Swedish company using the EXPSYS operator?

Yes, an e-invoice can be sent from Netvisor to a Swedish e-invoice address if the recipient's operator is  EXPSYS.

Why does the e-invoice remain in error due to the due date?
Banks require that all invoice materials sent to the bank network have at least four banking days to the due date. Maventa cannot forward invoices to banks if the due date is not within the allowed time frame, as the receiving bank operator will reject the invoice. When sending to the operator network, the due date must not be in the past.

Why did the e-invoice remain in error: "Sending the e-invoice failed because an invoice with this number has already been sent. Please correct the invoice."

This is because the company's Maventa account has duplicate sending prevention enabled, and it prevents sending the same invoice within a week. You can proceed in two ways:

  • wait a week after the successful sending and then resend the invoice, or
  • inform Netvisor support and request that duplicate sending prevention be removed from the Maventa account.

What to do if the e-invoice remains in error?
Depending on the reason for the error, cancel the invoice by selecting the relevant row from open sales invoices and selecting the "Cancel invoice" action from the triangle at the end of the row. This returns the invoice to Unsent status and also invalidates the existing voucher if it is on an open VAT and fiscal period. After this, you can edit and correct the invoice and send it again.

Can I still edit the sales invoice after sending it?
In the invoice view, certain invoice information can be edited even after sending the invoice. Editing is limited so that with ledger rights, invoice information can be edited that, according to the tax authority's instructions, does not "force" the invoice to be resent. Information affecting the invoice amount or invoice address details cannot be changed after sending.

Information that can be edited with ledger rights includes:

  • changes to the invoice additional information field and general invoice commenting
  • invoice line descriptions and comments
  • Our reference and Your reference field changes
  • free text before or after invoice lines
  • changing the delivery method or terms
  • editing the booking date (does not affect existing voucher information)
  • adding a contract identifier
  • adding/changing the seller
  • internal information such as:
    • interest and collection prohibitions
    • adding a payment plan to the invoice
    • adding an attachment to the invoice
    • updating the purchase price (affects sales margin and commission)

Frequently asked questions

How do I add a customer's e-invoicing data in Netvisor?

  • Open Sales > Customers > Customer register > select customer > Edit basic data.
  • Enter the e-invoice address and select the e-invoice operator from the drop-down menu.
  • If necessary, tick the "Override e-invoice address check when saving information" box.

What information do I need in order to send an e-invoice to a customer?

  • the customer's e-invoice address (IBAN or OVT format or other agreed address)
  • the customer's e-invoice operator and its operator id
  • the customer's business id
  • complete billing address details (street address, postal code, and postal address)

How do I send a sales invoice as an e-invoice in Netvisor?

  • Open the sales invoice and click "Send invoice", or
  • in the Open sales invoices view, select the invoices and click "Send invoices".

Where can I see why an e-invoice has been rejected?

  • Open Sales > Sales invoices > Open sales invoices > Rejected.
  • Click the icon next to the rejected invoice number and check the reason for the error.

How do I correct an e-invoice that has been returned with an error?

  • Cancel the invoice (Open sales invoices > select invoice > "Cancel invoice").
  • Correct the information that caused the error (e.g., e-invoice address, due date, VAT code).
  • Send the invoice again as an e-invoice.

What should I do if an EU standard e-invoice remains in error due to VAT information?

  • Check the products' default accounting accounts and the VAT codes linked to them.
  • Correct the accounts and VAT codes to match the type of sales (domestic, EU, tax-free).
  • Update the invoice lines and resend the invoice, or remove the EU standard e-invoice selection from the customer details if the standard is not needed.

Keywords: E-invoice, Netvisor, Finvoice, customer card, EU standard, error messaging, PEPPOL.


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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