Identifying the Buyer Company of Electronic Invoices

For the electronic invoice to be identified to the correct buyer company and supplier, the data on the invoice must match the data in the application. The company Business ID and EDI ID should be saved in the company data within the Organization Structure. In this way, you can assure that purchase invoices from different sources are associated with the purchasing company. It is wise to enter the EDI ID in the full, 17-character form. If no organization structure is in use, the EDI ID can also be entered without an organization structure as a 12-character number.

If only one company is found in the organization structure, it is used automatically as the purchasing company for the e-invoice. If there are several companies in the application, an attempt is made to identify the purchasing company by comparing the company data in the e-invoice material with the data stored in the organization structure. Such information includes the following:

EDI ID. You can save either the EDI ID and the company, or both, also in the organization unit data. When reading electronic invoices, also the organization unit EDI IDs are checked, if the identification of the purchasing company is not successful based on the EDI IDs and Business IDs given to the companies. In this case, the company's organization unit is identified on the electronic invoice in addition to the purchasing company.
Business ID
Company name. The name must be written exactly the same way in the electronic invoice and in the organization structure for the identification based on the company name to succeed.

The relevant data regarding the following elements is checked in the electronic invoice material:<BuyerOrganisationUnitNumber>, <BuyerPartyIdentifier> and <BuyerOrganisationName>. In the identification, one item at a time is first compared with data in the organization structure. If no single company is found in this way, combinations of data are used in the identification. The identification is successful if precisely one company that matches the data is found.

Tip: You can check the contents of the electronic invoice material (for example, how the above mentioned data is stated in the material) by opening or saving the file via the Transfer Log Items link. For more information, see Authenticity of Electronic Invoices.

If no purchasing company can be identified from the electronic invoice material but you have selected a company in the Company field of the Import Purchase Invoices screen for electronic invoice timing or in manual import, the company you have selected will be the purchasing company of the electronic invoices. The company can be changed, if required, on the Create Purchase Invoice screen.

Electronic Invoices not Associated to a Buyer Company

If the purchasing company of a purchase invoice cannot be identified, the invoice remains in the Processing Purchase Invoices screen with the status Incomplete without company data. You can view such invoices by selecting All in the Company field in Processing Purchase Invoices. These purchase invoices can then be sorted on the screen by clicking on the Company column link, so that the invoices without company data appear on top of the list

In order for the user to be able to view the purchase invoices that have not been connected to a purchasing company, the user must have system level company rights.
In General Settings (Settings > Companies and Organization > General Settings), you can specify whether the application sends an e-mail to a defined user (or the backup person defined for him/her in General Settings) if no paying company was identified during timed reading of electronic invoices into the application. For more information, see General Settings.
Transfer Log, a log entry is made for electronic invoices that were not associated with a company. In this case, the Transfer Log Company column is empty. You can open a breakdown of unassociated invoices by clicking on the link in the Time column. "The transaction could not be allocated for the paying company." is entered as the description for these transactions.