This help covers how you can view, print, and send company invoicing address notifications and manage scanning service return addresses in Netvisor. The help also provides instructions for handling Maventa e-invoice addresses.  

CONTENTS 

Company invoicing addresses

You can open the view by selecting Company menu > Invoicing addresses.

In this view, you can print the invoicing address notification and deliver it to your vendors in the way you choose.

  • Print the notification and deliver it to vendors yourself.
  • Send the notification by email.
  • Use the PDF eKirje printing service to send the notification.

Notifications are available in English and Swedish by changing the interface language.

There is a separate help for updating the address information for Netvisor's service billing: Netvisorin palvelulaskutuksen osoite.

Maventa e-invoice address

Proceed as follows when you use the Maventa e-invoice address on the invoicing address notification:

  • Use the invoicing address notification generated by Netvisor, where the Maventa e-invoice address is always printed first.
  • Note that bank network addresses are printed after the Maventa address.
  • Define the bank e-invoice addresses shown in the invoicing addresses in the Bank account management view (more information in the help Pankkitilien hallinta).

If you do not want to use the invoicing address notification generated by Netvisor, create the notification yourself.

  • Use the example template at the end of this help.
  • Convert the example template to .pdf format before importing it into Netvisor.

Scanning service return address

Proceed as follows when you define the scanning service return address:

  • Set as the return address an email address that someone can access.
  • Do not use the company's own scanning service address as the return address, so that the same invoice does not circulate through the scanning service indefinitely.
  • Add only one email address as the return address.
  • Note that if you change the return address, the change will be updated to Maventa during the following night.
  • Read more about the scanning service in the help Ostolaskujen vastaanotto skannauspalvelun kautta.

Materials not belonging to the scanning service are handled as follows:

  • Postal packages delivered to the scanning address are routed to the postal address.
  • It is possible to receive to the email address (max. 1 address) materials that do not belong to accounts payable but are scannable, such as:
    • Orders
    • Contracts
    • Notifications
    • Payment reminders
    • Payment notices
    • Collection letters

Sending invoicing address notifications to vendors

You can open the sending view for notifications to vendors by selecting Company menu > Invoicing addresses.

Proceed as follows if you want to send the notifications yourself:

  1. Make sure that you have at least read access to basic information management.
  2. Click the "Print notification" button.
  3. Open the standard invoicing address notification generated by Netvisor in pdf format.
  4. Save the notification to your computer or print the notifications yourself.

Proceed as follows if you want to send to vendors either your own invoicing address notification or the notification generated by Netvisor via the PDF eKirje printing service:

  1. Press the "Send notification to vendors" button.
  2. Select whether you will send the notification generated by Netvisor or your own invoicing address notification.
  3. Note that PDF files sent to the printing service must not contain unembedded fonts.
  4. Prefer scanned image format for attachments.
  5. Make sure that the PDF version used is at most 1.7.
  • Make sure that the PDF includes the fonts. Avoid Type1, Type3, CID, and system fonts, as they may cause errors or unexpected printing issues.
  • Avoid transparencies in the PDF.
  • Keep the PDF size moderate (preferably not over 1 MB/page).
  • Avoid overlapping graphics.
  • Make sure that eps images do not contain an excessive number of control points.

For coloured material, prefer colour printing, because in black and white printing coloured attachments may sometimes be rejected.

You can also send the notification to vendors by email. In this case, the vendor must have an email address defined in contact information and email address.

You can use as an invoicing address notification also the notification template at the end of this help, which explains how invoicing addresses are formed.

Using the PDF eKirje channel and sending by email requires that the Sales section is in use and the vendor has the correct address information.

Make sure you have the following rights when you send invoicing address notifications:

  • At least read access to basic information management.
  • At least read access to basic functions of accounts payable.
  • If you edit vendor information, you need edit rights to vendor management.

Proceed as follows when selecting the vendors to whom you will send the invoicing address notification:

  1. Search for the desired vendors (see image below, point 1), or list all vendors by clicking Search without search criteria.
  2. Select individual vendors by ticking the checkbox at the beginning of the vendor row (2).
  3. If you want to send the notification to all vendors, select all vendors by clicking the selection on the header row (3).

Once you have selected the desired vendors, proceed as follows:

  1. Scroll to the bottom of the page.
  2. Click the Notify invoicing addresses button (4).
  3. Select the sending method:
    • Send PDF eKirje if you want to use Itella's PDF eKirje printing service.
    • Email if you want to send the notification by email.
    • Print locally if you want to print the notifications yourself.

If you want to send your own invoicing address notification to your vendors, proceed as follows:

  1. Select Your company's own notification as the notification template to be used.
  2. Retrieve your own invoicing address notification.
  3. Save the selection.
  4. Send or print the notifications in the way you choose.
  • If you use Netvisor's default template, you can choose the form language as Finnish, English, or Swedish.

If using email sending, you can define the message content, subject, sender's name, and email address in the sending view. This information goes to all vendors in the same sending process.

The message content is by default in a single block. If you want to add line breaks to the message, add the HTML tag <br> at the end of the line.

Example below:


Visibility of Maventa e-invoice address

Check the following if the Maventa e-invoice address is not visible under the E-invoice addresses heading:

  • If you see the notification "Maventa-verkkolaskuyhteyden avaus on kesken." (Opening of Maventa e-invoice connection is in progress), the opening of Maventa's bank network connection is still in progress. The Maventa address will appear once the bank network connection opening is completed.

If the view states "Maventa tiliä ei voida avata olemassa olevan tilin johdosta." (Maventa account cannot be opened due to an existing account), proceed as follows:

  • Identify that the company has previously used Maventa in another software.
  • Contact Netvisor's customer service so that the Maventa account can be transferred to Netvisor.
  • Note that the transfer requires actions from both Netvisor and Maventa support.

Frequently asked questions

How do I print and send invoicing address notifications?

Go to Company menu > Invoicing addresses. In this view, use the Print notification button when you want to print the notification, or the Send notification to vendors button when you want to send the notification via the PDF eKirje service or by email.

How is the scanning service return address set?

Define as the scanning service return address a single email address that someone can access. Do not use the company's own scanning service address as the return address.

What can cause issues with the visibility of the Maventa e-invoice address?

The e-invoice address is not visible if the opening of the Maventa e-invoice connection is in progress or if the company's Maventa account is already linked to another software. In the latter case, contact Netvisor's customer service to transfer the Maventa account.

What are the requirements for PDF files sent to the PDF eKirje printing service?

Make sure that the PDF does not contain unembedded fonts, transparencies, or excessive overlapping graphics. Avoid Type1, Type3, CID, and system fonts. Keep the PDF size moderate (preferably not over 1 MB/page) and ensure that the PDF version used is at most 1.7.

What rights do I need to send invoicing address notifications?

You need at least read access to basic information management and to basic functions of accounts payable. If you edit vendor information, you need edit rights to vendor management. Using the PDF eKirje channel and email sending requires that the Sales section is in use and the vendor has the correct address information.

Can I use my own invoicing address notification template?

You can use your own invoicing address notification by selecting Your company's own notification as the notification template. Convert the example template to .pdf format before importing it into Netvisor and make sure that the PDF meets the printing service requirements.

Keywords: Netvisor, invoicing address, notification, scanning service, Maventa, PDF eKirje, vendor communication, scanning service settings

 


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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