Thank you for choosing e-invoicing! You are reducing your environmental impact at the same time.This guide provides instructions on how to add e-invoicing information 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, and how to handle error messages and answer frequently asked questions about e-invoicing.
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 payment transaction agreement. Sending business e-invoices is automatically enabled for all our customers using Netvisor's sales ledger. 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 details. E-invoicing details consist of the e-invoice address and the operator identifier of the e-invoice operator. The operator identifier 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 identifier (intermediary identifier)
Each e-invoice operator has its own intermediary identifier (Intermediator identifier), 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 information to customer details
To send e-invoices to customers, customer-specific e-invoicing details must be saved on the customer card's Basic Information Editing tab:
- e-invoice address
- e-invoice operator
If the customer's e-invoice address format deviates from the normal IBAN or OVT format e-invoice address, a check mark must be placed in the "Override e-invoice address check when saving information" box before saving the information. Otherwise, saving the e-invoice address on the customer card will not be successful. The customer's e-invoice operator is selected from the E-invoice Operator drop-down menu. The menu contains all the e-invoice operators supported in Netvisor. If the customer's e-invoice operator is not found in the list, invoices cannot be sent as e-invoices from Netvisor to the customer.
Other basic information 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 city)
Location e-invoice address
If a location is filled in on the customer card and the location is selected for the invoice to be sent as an e-invoice, the location must also have complete address details (street address, postal code, and city) filled in. If address details are missing, sending the invoice as an e-invoice will not be successful. In this case, the user will receive an error message during the sending process about incomplete delivery address details, such as "Selected invoices contain invoices that are not eligible for e-invoicing due to incomplete delivery address details."
The location can also be given an e-invoice address, and if this location is used on the invoice, it will override the e-invoice address behind the customer.
If a customer-specific identifier (e.g., factory number, site number, etc.) needs to be transmitted with the e-invoice material, the identifier can be entered on the customer card's Basic Information Editing 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
Sending sales invoices as e-invoices follows the normal sending process. The sending is done either directly from the invoice by clicking the "send invoice" button or from the Open Sales Invoices view by activating the desired invoices and clicking 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.
In a situation where e-invoicing is not selectable for the invoice, it is advisable to check the customer's billing address and e-invoicing details and, if necessary, update them from the customer to the invoice by clicking 'Update selected address details from the customer' in the sending process. Once an e-invoice has been sent from the program, it cannot be canceled.
EU standard e-invoice
Information about the EU standard e-invoice is provided in a separate guide here. If this is selected, this setting is also used if there is an e-invoice address behind the customer at the location.
Error messaging
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. The invoice can be canceled by opening the invoice and clicking the Cancel Invoice option found in the notification icon. If the invoice's voucher is on a locked period, e.g., VAT is locked, then canceling does not invalidate the invoice's voucher.
Another option is to check the box for the invoice(s) in question on the open sales invoices list and 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, first correct the product's default accounting account and then update the sales invoice lines. Alternatively, the account can be corrected on the sales invoice line in the "Posting proposal" section. This must be done 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.
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 Basic Information Editing > 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.
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. In this case, either wait a week after the successful sending and then resend the invoice or inform Netvisor support that you want the duplicate sending prevention removed from the Maventa account.
What to do if the e-invoice remains in error?
Depending on the reason for the error, the invoice must be canceled by selecting the relevant row from open sales invoices and canceling the invoice 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. Then the invoice can be edited, corrected, and resent.
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 (note: 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)
Keywords: E-invoice, Netvisor, Finvoice, customer card, EU standard, error messaging, PEPPOL.
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