There is no common invoice template in invoices and that is why there are as many different invoice templates as there are invoices. Invoice scanning service scans the invoices by using optical interpretation which has been programmed to recognize certain similarities in invoice elements. Due to optical interpretation there might be some errors in scanning and that is why the payer of the invoices has to check all the invoices before paying.
- Invoices should be verified by comparing the scanned picture of the original invoice and the invoice information that has been transferred to Procountor.
- Verify that the bank account number is correct before paying.
- The person who pays the invoice is responsible for verifying the content of the invoice.
Layout of the invoice that is sent to scanning
The layout of the invoice has to be clear and all the fields and numbers have to be in readable format. Even though the invoice layout is readable it might be that the scanning cannot read the information correctly. This means that the accuracy of the scanning is not 100%.
- Product rows should be placed in one row per product so that the price of the product is the last information in that row.
- The invoice template should be regular.
- The rows cannot be read if part of the rows are for example in a table and part in separate rows.
- Suppliers information should be presented clearly.
- Especially business ID and IBAN bank account number should be shown in the official format. The Finnish business ID is primary used to focus the invoice to the supplier information. IBAN number is the secondary focusing method.
- VAT information is scanned from the row information. If there is not VAT information in the rows the row information is transferred without VAT information to Procountor.
- Procountor will check if there is a default VAT percentage behind the supplier and if there is no default or the invoice is not linked to the supplier, it will take country default which is 24%.
- Scanning service cannot read discount percentages or payment criteria. This is why all invoices should be verified before payment.
- Due date should be shown clearly in the invoice template.
- Currency should be shown with three letters (EUR, USD etc.) to be scanned.
- € can also be read from the invoice but for example $ cannot be read.
Foreign invoice that comes from scanning to Procountor
- Procountor focuses the invoices based on the Finnish business ID and IBAN bank account number. When it comes to foreign invoices the only focusing criteria is IBAN bank account number.
- IBAN number should be shown clearly and in the official format in the invoice.
- If it is not possible to get the IBAN bank account number from the invoice, the invoice will not be focused to the right supplier. This means that Procountor's automatic functions that are set behind the supplier information will not be transferred to the invoice. Also reporting is not as good as in the focused invoices.
- Currency should be shown with three letters (EUR, USD etc.) to be scanned.
- € can also be read from the invoice but for example $ cannot be read.
Invoice that cannot be scanned
If foreign invoice cannot be interpreted in scanning process it is recommended to fill in the invoice details manually to Procountor.
- The supplier information can be filled in to the business partner register from the invoice in order to atomize the next invoice creation for the same supplier.
- The default information are the contact information of the supplier, bank account number, products that are invoiced frequently, default accounts, default dimensions.
- The products that are used frequently can be set to the product register so that the product information will be transferred automatically when products are used.
- By inserting the invoice manually to Procountor, the user can avoid the scanning process which will not produce a correct invoice to Procountor. This will save time and money especially when the products and suppliers are set to the register.