Supplier Invoice Allocation

This guide explains how to allocate a purchase invoice to the correct vendor when it arrives in Netvisor. The same allocating conditions apply to both e-invoices and invoices coming from the scanning service. Instructions for changing the vendor on the invoice are also described.

CONTENTS

• Allocation of purchase invoice to vendor
• Changing the vendor on the invoice
  • Required rights for changing the vendor

Allocation of purchase invoice to vendor

The allocation of a purchase invoice arriving in Netvisor to a vendor occurs under the following conditions. These same conditions are used for both e-invoices and invoices arriving from the scanning service. If there is both an active and passive vendor with identical information in the vendor register, the allocation is made to the active vendor.

The system searches for vendors where:

1. the name matches the incoming invoice and the Business id/VAT ID is the same as on the invoice. If the Business id and VAT ID contain different values, the VAT ID from the incoming message is considered.
2. the VAT ID / Business id matches the incoming invoice. Primarily, the value of the VAT ID is checked if the VAT ID and Business id contain different values.
3. the vendor code matches the incoming invoice.
4. the name matches the incoming invoice.
5. the account number of the incoming invoice matches the vendor's bank account, the country of the bank account is defined, and it is something other than Finland.

The Business id is compared in normal form, VAT ID form, and without a hyphen.

If multiple vendors are allocated to the invoice, the system selects the vendor as follows:

• according to the above allocation list, the stronger allocation, i.e., the earlier allocating condition in order
• if multiple vendors are found with the same allocating condition, active vendors are preferred
• if there are multiple active vendors, the oldest in creation order is selected.

If none of the conditions are met, a new vendor is created in the system. The name, Business id, and bank account are filled in for the new vendor if these can be identified from the invoice.

To ensure allocation to the correct vendor and to prevent the creation of an existing vendor again, add all the information provided by each vendor, including bank accounts, and fill in the vendor's information as comprehensively as possible.

The purchase invoice automation takes the invoice for processing if it is an e-invoice or if the scanned invoice vendor is identified strongly, i.e., at least by name and Business id.

Changing the vendor on the invoice

You can open the purchase invoice view by selecting Purchases > Purchase invoices > select purchase invoice.

If the purchase invoice is directed under the wrong vendor, proceed as follows:

1. Create a new vendor card with all information (including bank account details) for the new vendor.
2. Open the incorrectly allocated purchase invoice in the purchase invoice view.
3. From the Purchase invoice actions menu in the purchase invoice view, select "Change vendor".
4. Search for and select the correct vendor.
5. If the invoice has already been handled, first return the invoice to unprocessed by selecting Purchase invoice actions > "Return to unprocessed".

Required rights for changing the vendor

• E-invoices: Changing the vendor on an e-invoice requires accountant rights.
• Other invoices: You can change the vendor on the invoice if you have factual verification, approval, or payment rights, and the invoice was created manually or came through the scanning service.

If the invoice has already been approved, the vendor cannot be changed, even if you have accountant rights.

Frequently asked questions

Question: How does Netvisor allocate an incoming purchase invoice to a vendor?
Answer: The system searches for the vendor based on several conditions, such as the name and Business id/VAT ID, the VAT ID/Business id alone, the vendor code, the name, or a foreign bank account, and selects based on the strongest allocating condition.

Question: What happens if none of the allocating conditions are met?
Answer: The system creates a new vendor and fills in the name, Business id, and bank account if the information can be identified from the invoice.

Question: How do I ensure that the purchase invoice is allocated to the correct vendor?
Answer: Add all information provided by each vendor and their bank accounts, and fill in the vendor's information as comprehensively as possible so that the system can correctly identify the vendor.

Question: When does the purchase invoice automation take the invoice for processing?
Answer: The purchase invoice automation takes the invoice for processing if the invoice is an e-invoice or if the scanned invoice vendor is identified at least by name and Business id.

Question: How do I change the vendor of a purchase invoice that has been allocated to the wrong vendor?
Answer: First create a vendor card for the new vendor, open the purchase invoice, select "Change vendor" from the Purchase invoice actions menu, and search for the correct vendor. If the invoice has already been handled, first return it to unprocessed.

Question: What rights do I need to change the vendor on an e-invoice?
Answer: Changing the vendor on an e-invoice requires accountant rights.

Question: Can I change the vendor on a manually created invoice or an invoice received from the scanning service without accountant rights?
Answer: Yes, you can change the vendor if you have factual verification, approval, or payment rights and the invoice was created manually or came through the scanning service.

Question: Can I change the vendor on an invoice that has already been approved?
Answer: You cannot change the vendor if the invoice has already been approved, even if you have accountant rights.

Keywords

purchase invoice, allocation of purchase invoice, vendor, changing vendor, e-invoice, scanning service, Business id, VAT ID, vendor code, bank account, purchase invoice automation, accountant rights, factual verification, approval, payment rights

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