Supplier Invoice Allocation

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

CONTENTS

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

Allocation of purchase invoice to supplier

The allocation of a purchase invoice arriving in Netvisor to a supplier 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 supplier with identical information in the supplier register, the allocation is made to the active supplier.

Suppliers are searched 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 supplier code matches the incoming invoice.
4. the name matches the incoming invoice.
5. the account number of the incoming invoice matches the supplier'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 suppliers are allocated to the invoice, they are selected as follows:

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

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

To ensure allocation to the correct supplier and to prevent the creation of an existing supplier again, we recommend adding all the information provided by each supplier, including bank accounts, and filling in the supplier'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 supplier is identified "strongly," i.e., at least by name and Business ID.

Changing the supplier on the invoice

If the purchase invoice is directed under the wrong supplier, a new supplier card with all information (including bank account details) must be created for the new supplier, and before processing the incorrectly allocated invoice, change the correct supplier on the purchase invoice as follows: Select "Change supplier" from the Purchase Invoice Actions menu in the purchase invoice view and search for the correct supplier. If the invoice has already been processed, the invoice must first be returned to unprocessed (Purchase Invoice Actions > Return to unprocessed). 

Required rights for changing the supplier

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

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

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