E-Invoice and Scanning provider addresses – Procountor

Ordering e-invoicing- and scanning addresses

It is possible to send and receive electronic invoices (called e-invoices from here on at this instruction) in Procountor. Company has two options in order to be able to send and receive electronic invoices:

1. The company starts to use e-invoicing addresses from Apix Messaging Oy

Accountor Finago orders Apix Messaging Oy's e-invoicing addresses for the company. All new Procountor Financials contract starting packages includes the ordering of Apix's e-invoicing addresses.

If the company does not have Apix's e-invoicing addresses, the addresses can be activated in Procountor.

Activation can be made from Management > Company info > E-Invoice and Scanning addresses and by clicking the Add Apix as operator –button. Activation takes just few minutes and it's free of charge.

You can mark the addresses what you wish to open. You can activate both E-invoice sending address and Receiving address or you can active only sending or receiving address. With receiving address, you will also receive a scanning address for paper and email invoices. You can hide Receiving address from Tieke if you wish. Just hiding the address from Tieke doesn't affect the receiving of e-invoices in to the Procountor.
In case you need e-invoice address with specifier, activate Apix and then contact our Customer service.

After you have activated addresses, you can start sending and receiving e-invoices immediately. The scanning address will become activate within 1 hour.

The addresses can be also ordered from hallinto@procountor.com. If you activate Apix's e-invoice addresses by Customer service, it takes some amount of days and it has a fixed fee according to the current price list.

Editing and removing Apix's addresses

You can modify Apix addresses in Management > Company info > E-Invoice and Scanning addresses –view. Click the Modify Apix addresses –button. In Apix e-invoice address settings you can make changes to the visibility of your receiving address in Tieke.

If you want to remove Apix addresses, you can do it in Apix e-invoice address settings. You can choose which addresses you want to remove either sending address, receiving address or both by unselecting the box and then pressing Save. If you remove receiving address, a scanning address for paper and email invoices will be removed as well.

The Addresses are automatically removed from Tieke within a couple of days.

2. The company starts to use e-invoicing addresses from own bank

The company implements an e-invoicing contract with its own bank where is agreed that sending and receiving e-invoices is done by using Procountor. These addresses have to be saved to Management > Company info > E-Invoice and Scanning provider addresses by the user.

These two options (Apix's and bank's addresses) can also be used side by side, so the one option does not exclude the other; the company may well have both options in place, depending on the company's needs. However, it's not mandatory to have both addresses in use.

Invoices are read into Procountor with the information included in the sent material (electronic invoices) or within the framework of scanning provider's field list. It is the responsibility of the Procountor user to check and verify the invoice's content before paying the invoice.
It is only possible to add Apix's or bank's addresses to Procountor. For example, Basware's or Pagero's addresses can't be added to Procountor.

Electronic invoice addresses

Sending and receiving electronic invoices requires that company has electronic invoice addresses in use. Electronic invoice addresses consist of the actual electronic invoice address, EDI code and operator information.

Electronic invoice address can be for example an IBAN id (bank’s e-invoice address FIxxxxxxxxxxxxxxxx) an OVT formed electronic invoice address (0037XXXXXXXX) or a web service formed address (eg TE0037XXXXXXXX for Tieto Oyj´s customers).
- Even though IBAN id i.e. bank’s e-invoice address looks formally just like an IBAN account number looks, IBAN account number must never be considered as an IBAN id. Companies may have an IBAN id, which actually is company´s IBAN account number in some cases. Consumer customers e-invoice addresses are never IBAN account numbers.
EDI (Electronic Data Interchange, in Finnish OVT Organisaatioiden Välinen Tiedonsiirto) is a code built from a Business ID. OVT can also be used as an e-invoice address. However, the OVT is not always automatically an e-invoice address, as the e-invoice address could also be in some other form (depending the e-invoice operator in use). The OVT in Finland is always created as following: 0037 (= Finnish country code) + Business ID without a hyphen, e.g. 0037XXXXXXXX.
Electronic invoice operator transmits e-invoices and e-invoice addresses are always a service provided by an e-invoice operator. In Procountor a term "electronic invoice operator" (or a shorter term "e-invoice operator") is used to define the both: specified electronic invoice operators as well as banks.

E-invoices can be sent to foreign e-invoice addresses if certain criteria is met. In such cases Apix or OpusCapita e-invoice address has to be added in the E-Invoice and Scanning provider addresses view. Receiver's Electronic invoice operator field can be left empty if prefix 9999 has been added in front of the receiver's e-invoice address. For example: 9999123456789, where 123456789 is the e-invoice address of a foreign receiver. More information about sending electronic invoices abroad can be found Here.

Filling out the electronic invoice addresses

When the company has ordered Apix´s e-invoice addresses with the Procountor package or orders them from Procountor later on, e-invoice addresses will automatically be filled in the new Procountor environment as soon as the e-invoice addresses are ready for use.

If the company (also) has an e-invoicing contract with its own bank and it is agreed that sending and receiving addresses are linked to Procountor, these bank-operated addresses need to added to Procountor by the user. Einvoice addresses are added in Management > Company info > E-Invoice and Scanning provider addresses.

If the purpose is only to send or receive e-invoices, only sending or receiving address should be added in E-Invoice and Scanning provider addresses.

Creating and sending a supplier announcement

Using a supplier announcement, a company can inform their suppliers about their capability to receive e-invoices. In addition, the e-invoice addresses can be announced to suppliers with this announcement. The supplier announcement can be sent by clicking Create a supplier announcement button on E-Invoice and Scanning provider addresses view.

To be able to create a supplier announcement, user need all rights to Basic company, and at least viewing rights to Supplier register and Purchases - Search invoices. If there's no e-invoice address in the environment, Create supplier announcement button isn't active.

When the Procountor environment is in Trial usage, the supplier announcement cannot be made. The announcement is possible when the environment is transferred to Production usage.

In the first phase of creating a supplier announcement, user can select which e-invoice, scanning and email scanning addresses are included in the announcement. At least one e-invoice address must be chosen, other addresses are optional.

In the Announcement preview the language of the announcement can be selected. Options include Finnish and English. The announcement can be downloaded as a word template or copy the text to clipboard.

After creating the supplier announcement, it can be sent as a mass delivery from Procountor to suppliers using Group letter function.

Receiving electronic invoices

E-invoice is automatically set to a Received status when it arrives to Procountor. The default accounting entries are posted automatically to the purchase’s default accounts. If the invoice is allocated to the business partner register based on the Business ID or IBAN account number, it is also possible to use business partner specific default postings. If the invoice can not be allocated to business partner register based on Business ID or IBAN account number, it can be allocated manually through receipt search, using Allocate to business partner function, found in the More actions menu above search results.

Using the product code, it is possible to allocate electronic purchase invoice’s product information to product register. This requires, that the same product code is used on the invoice and in the product register. It is also possible to allocate the products to the product register with Allocate row to product register button. The button is active on the Invoice view, when the invoice has arrived through scanning service or as an e-invoice, and when it is on Received status.

Clicking the button opens the product register view, where it is possible to select the product on which the row of the invoice will be allocated. After selecting the product, the allocation is executed by clicking Allocate row to product register button.

When an electronic invoice arrives, the first verifier will receive an email about it, if the approval circulation is in use.

The image of the invoice will be attached to the electronic invoice. Procountor can receive electronic invoices with multiple attachments, for example, separated PDF files of image of the invoice and detailed breakdown of the invoice. It is up to the sender of the invoice, if they are able to attach more than one attachment to the invoice.

If the date of the received invoice is on closed accounting period, the date of the invoice is automatically changed to the next open day. The due date, however, will not change.

It should be noted that especially at the turn of the month there might be some delay in electronic invoices appearing in receipt search after they have been directed from the receiving e-invoice operator into Procountor. Generally at the turn of the month there is a lot of invoice data in Procountor and the program handles the invoices as quickly as possible.

Invoice rows of electronic purchase invoices

In the processing of invoice rows of the electronic invoices, all the invoice rows in the invoice file are read and this information is compared to the total sum of the invoice. If the information matches, the purchase invoice can be read into the program on row-level. If there are differences in the information, i.e., all invoice rows can not be identified, the invoice is processed and generated in Procountor so that as a result, the invoice rows and the total amount of the invoice match.

In these cases (when invoice rows and invoice total sum do not match) Procountor automatically creates a row/rows to the invoice showing any difference between the invoice rows and the total sum.

This row information must always be checked and, if necessary, corrected by the user, using the original attachment of the invoice received. In these cases, automatically generated invoice rows by Procountor can be:

Sum to be verified: this row shows the difference between the invoice rows and the total amount of the invoice. The Sum to be verified row must always be checked, and the user must, as necessary, edit the invoice row so that the data is filled correctly on the purchase invoice regarding to VAT and the sum.
- For the Sum to be verified rows, it is possible to add a product in the product register with product code procountor_sum_difference, based on which the rows will be allocated to the register. Product-specific posting defaults can be set for this products, for example so that entries generated by the Sum to be verified rows are automatically posted to the "dump account”, which is then always verified separately when the accounting period is closed.
The rounding difference row is created when the difference is small. The rounding difference has a product code in Procountor: procountor_rounding_difference, on the basis of which it is possible to enter a product in the product register and have the sums automatically posted to a specific account.
If the received invoice file does not contain identified invoice rows at all, the invoice is generated with only one row, Invoicing according to the attachment. Before paying the invoice, user must check, from the original attachment of the invoice that the VAT and the amount to be paid are correct. This should be done when verifying the invoice.

Sending

If both Apix’s e-invoice addresses, and bank’s Finvoice addresses are in use, Procountor will automatically use the sending address that fits the receiver's address.

If the receiver has a Finvoice address, the e-invoice will be sent using the Finvoice address saved to Procountor.
If the receiver has Apix’s (or other e-invoice operator’s but not bank´s) address, the e-invoice will be sent using the Apix’s address.
If the receiver uses bank’s e-invoice receiving address and there are several bank’s e-invoice sending addresses in the Procountor environment, the sending will be done with the e-invoice sending address filled in the E-Invoice and Scanning provider addresses view that matches the receiving bank (when the recipient has a bank´s e-invoice address). If there is no match (that is, the receiving bank is a bank other than the sending bank), then the first bank´s sending address saved to E-Invoice and Scanning provider addresses view will be used in sending.

Format of the invoice material (Finvoice 3.0)

Finvoice 3.0 is used when sending electronic invoices from Apix's addresses, just like from banks' addresses. Read more about Finvoice 3.0 format here.

Filling out the customer’s electronic invoice addresses

In business partner register, above the customer listing, there is Electronic invoice addresses button. Clicking the button opens a list of customers whose e-invoice addresses can be found in the public electronic invoice address register.

The Electronic invoice address register is a service provided by TIEKE (Tietoyhteiskunnan kehittämiskeskus ry) but address register is maintained by e-invoice operators. Each operator is responsible for adding, updating and deleting their own customer information, so the address register may not always be up to date.

The button enables changing the customer’s Invoice channel to Electronic invoice and saving the customer’s e-invoice address to customer’s invoicing information on Basic info view.

When e-invoices are added for a customer in the register, the customer’s invoice channel must be changed to Electronic invoice. Using the TIEKE button on Customer’s basic info view it is possible to search for customers e-invoice addresses (e-invoice address, EDI and e-invoice operator). The search can be executed with customer’s name, Business ID, EDI or e-invoice address.

Please note! When using TIEKE’s electronic invoice address register, it must be taken in account, that the register does not necessarily contain every business partner’s addresses. Also, the information may be old. It is recommended to always confirm the e-invoice addresses from the business partner directly to avoid possible sending errors of e-invoices.

After the invoice channel is changed to an electronic invoice and e-invoice addresses has been saved to the customer’s invoicing information, a new sales invoice can be created to the customer. The invoice channel of the invoice is automatically electronic invoice and the e-invoice addresses are automatically fetched to the invoice from business partner register.

E-invoices are sent from Procountor to e-invoice operators several times a day.

Electronic invoice for consumers

Sending e-invoices to consumer customers requires additional actions. In such cases, it is not enough just to change the invoice channel of the customer and add the consumer customer's e-invoice receiving address (IBAN id) in the customer's invoicing information.

Starting sending e-invoices to consumer customers at Procountor requires that the invoicing party prepares and sends an Invoicer announcement to banks. After the invoicer announcement has been processed by the banks, consumer customers must send a receiver information notification from their online bank to the invoicing party.

If these notifications are not done properly by the sending or receiving party, the e-invoices sent to consumer customers will be rejected in the bank.

Further information on electronic invoices for consumers can be found here.

Attachments of electronic invoice

Attachments can be sent and received with e-invoices. When choosing attachments to be sent with sales invoices, it must be taken into account, what kind of attachments can be sent with the particular invoice.

The following conditions are always applied to e-invoices:

The maximum size of one attachment is 10 megabytes.
The amount of attachments per invoice is not limited in practice.
The information in the attachments must be relevant for verifying, accounting or it must contain information that cannot be included in the actual invoice, for example, information about freight or executed work. Attachments must not be used for commercial purposes.

eInvoice attachments

When using the eInvoice standard, i.e. when using Apix’s e-invoice addresses at e-invoicing:

The attachment is added by clicking Attachments button on the invoice.
When adding attachments to be sent with a sales invoice, please note that the attachment must be in one of the following formats: .gif, .jpg, .jpeg, .pdf or .txt formats at sending. Attachments in other formats cannot be sent with the invoice.
Procountor automatically combines all the attachments that have been chosen to be sent with the invoice plus the invoice image into a singe PDF attachment. Forming this PDF might fail in some rare cases if there are a lot of attachments and/or the file size is large.
The attachments might not be transferred to the receiver, if the receiver has a bank as an e-invoice operator. If both, invoicing party and receiver are using e-invoice addresses provided by a bank, attachments usually are transferred. However, there are bank specific differences and some banks might only receive attachments in a specific format. In these cases, the transferring of attachments should be confirmed from a bank.)
If both the sender and the receiver have an electronic invoice address in Finvoice-format, the attachment will not be delivered with the electronic invoice. In Procountor, both Apix's and bank's electronic invoice addresses are using Finvoice -format. However the electronic invoice data will include a link/url which directs to a preview-function. In this preview the recipient will be able to see the attachments. In other words, if the invoice is sent from Apix's or a bank's electronic invoice address to a recipient that has a bank as their electronic invoice provider, attachments will not be delivered with the electronic invoice xml, but the recipient will have an option to see the attachments via the link, if this link is sent to the recipient from their bank operator.
If the invoice is sent from an Apix address to a recipient whose electronic invoice address is in eInvoice form (not a bank) attachments will go through with the electronic invoice data.
If the invoice is sent from an bank address to a recipient whose electronic invoice address is also provided by a bank, most likely attachments will not go through. However this can be checked from the company's own bank operator if necessary.

Electronic invoice operators

The e-invoice operators that can be chosen in the program to a sales invoice / customer´s e-invoicing information are listed below.

In e-invoicing, the operator ID is the primary detail based on which the invoice will be forwarded to the operator of the receiving party. The (official) names of the operators may not always be up-to-date in the program, but the name of the chosen operator is secondary in e-invoicing.

When checking the electronic invoice information of customers, a useful tool is the electronic invoice address register, where the e-invoice information of a customer can be searched with the name of the customer.

Operator	Operator ID	Other information
Aktia	HELSFIHH
Apix Messaging Oy	003723327487
BasWare Einvoices Oy	BAWCFI22	Name has changed and is now: Basware Oyj
CGI – Logica	003703575029	Formerly known as Logica Suomi Oy. The operator is now called CGI Suomi Oy. TeliaSonera Finland Oyj uses the same operator ID when TeliaSonera is used as an operator: TeliaSonera's e-invoicing services are provided by CGI.
Comarch	5909000716438
Danske Bank	DABAFIHH
InExchange Factorum AB	INEXCHANGE
Liaison Technologies Oy	003708599126
Maventa Services	003721291126	Name has changed and is now: Maventa
Netbox Finland Oy	003726044706
Notebeat Oy	003717203971
Nordea	NDEAFIHH
OP-Pohjola-ryhmä	OKOYFIHH	Name has changed and is now: OP Ryhmä
OpusCapita Solutions Oy	E204503	Formerly known as Itella Information Oy
Pagero	003723609900	The operator has 2 operator ID´s. You need to varify with the recipient of the invoice which one of these should be used in invoicing.
Pagero	PAGERO
POP Pankit	POPFFI22
PostNord Strålfors Oy	003701150617
Ropo Capital Oy	ROPO
Ropo Capital Oy (Enfo Oyj)	003714377140
Sampo Pankki Oyj	PSPBFIHH
S-Pankki Oy	SBANFIHH
Svea rahoitus	SVEA
Svenska Handelsbanken AB	HANDFIHH
Säästöpankit	ITELFIHH
Tapiola Pankki	TAPIFI22
TeliaSonera Finland Oyj	003703575029	TeliaSonera's e-invoicing services are provided by CGI, so TeliaSonera Finland Oyj has the same operator ID as CGI.
Tieto Oyj	003701011385
Ålandsbanken Abp	AABAFI22

The e-invoice operator menus in the program also enable choosing the following operator ID´s (and operators). However, it is important to verify from the receiving party, that the operator ID is still current and valid, if any of the following will be chosen as an operator ID before sending the sales invoice. The following list may contain information which is old or not in use in e-invoicing anymore:

Operator	Operator ID
BasWare Oyj	003705925424
Enfo Oy	003718062728

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