Identifying the Supplier of Electronic Invoices

The supplier is identified only if the company was identified earlier (for additional information, see Identifying the Buyer Company of Electronic Invoices).

For the supplier identification, the following data is used:

EDI ID
Business ID
Bank account
supplier name. The name must be written exactly as in the electronic invoice and in the supplier data for the name based identification to succeed.

The relevant data regarding the following elements is checked in the electronic invoice material: <SellerOrganisationUnitNumber>, <SellerPartyIdentifier>, <SellerOrganizationTaxCode>, <SellerAccountID>, <EpiAccountID> ja <SellerOrganisationName>.

The data in the electronic invoice material is compared one by one to the supplier data in the order listed above. If in this way one single supplier is found from the supplier list to which the identification data matches, the electronic invoice is identified to this supplier. If more than one supplier is found, the identification is continued with combinations of identification data. If a single supplier is found in this way, the electronic invoice is identified to this supplier.

If more than one supplier are found, even by combining identification data, the Supplier field in the Create Purchase Invoice screen will have a red frame for the invoice in question. Next to the Supplier field there is an exclamation mark with a tooltip with the text "Several suppliers were found for the allocation data".

If no supplier is found upon identification, the Supplier field of the invoice is left blank.

Tip: You can create a new supplier directly on the Create Purchase Invoice screen by pressing the Supplier browsing button and then the New button in Supplier Browsing. The Suppliersscreen shows the supplier information, found in the electronic invoice material, for an electronic invoice that has the status Incomplete and whose supplier has not been identified. This data can be completed, after which the supplier can be saved. After this, the supplier is also selected for the original invoice.

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.

Note: When electronic invoices are being read for a supplier, the application adds, in the supplier data, bank account details found in the electronic invoice material, if the material contains a bank account that has not been saved for the supplier and the supplier list settings allow automatic addition of accounts. When an incorrect supplier has been identified for an e-invoice, bank accounts for another supplier are stored for the supplier in question. These must be removed from the supplier’s data identified for the e-invoice.