Invoice material requirements
Other material arriving at the billing address
Processing of invoice material
Invoice material requirements
The service where paper invoices are being processed is only available in Finland.
For material arriving by post, the billing address is used to identify the recipient. The customer should inform their suppliers of the billing address. The implementation of the new billing address takes time and it is important that the Customer requires all its suppliers to follow the policy and change their billing address to the PL address in order to have all invoices in the same process.
However, if the Customer submits the invoices for scanning himself, all invoices must be the correct billing address associated with this service. The correct address on the envelope is not sufficient, as the envelope will not be scanned.
The billing address must be on the first page of the invoice. The address is inserted in the space where the address would be anyway, i.e. in the address field, which is usually the top left-hand corner of the invoice.
If the correct address is on the envelope but there is no address on the invoice itself, the original invoice will be sent.
The invoice will be sent to the customer with a cover note and charged according to the price list. If the invoice is missing the addressee information, the invoice will be returned to the sender.
Other material arriving at the billing address
Only the forms that come with the invoice can be processed in the service. Please provide a separate address for other material such as subscribed magazines or other important material. Advertisements, confirmations, Christmas cards and other less important material will be destroyed without further processing.
Parcels and registered letters and other items requiring acknowledgement of receipt will be returned to the sender without further processing. When placing orders, please ensure that the delivery address is not the billing address. If you need to send a large number of invoices and the only delivery method is by parcel, please contact the service provider to determine the delivery method before sending the material.
Processing of invoice material
The service provider receives the paper purchase invoices and opens and empties the envelopes, after which the envelopes are destroyed and recycled. The contents of the envelopes are sorted when they are emptied. The invoices are straightened to make them scannable and any staples and paper clips are removed. Several invoices may be sent in the same envelope. The attachments are part of the invoice and move with the invoice throughout the process.
Invoices that are badly torn or destroyed or are unclear or too large, or invoices where two invoices are printed on a single sheet of paper, will be forwarded to the Customer at the agreed address on a daily or weekly basis. These will be charged separately.
Smaller receipts should be taped or copied on a separate A4 sheet of paper. No receipts should be taped or stamped on the pages of the actual invoice, so that the actual information on the invoice is not obscured. Larger receipts are scanned as they are.
Invoices which are clearly missing page(s) will be sent digitally and as much information as possible will be retained. If necessary, please ask the supplier to resubmit the invoice with all pages. When pre-processing paper invoices, it is possible to add an accompanying page indicating that the invoice is missing pages. The use of this page may reduce the number of contacts from customers. This option is not available for e-mail invoices.
The scanning resolution for invoices is 300 dpi and invoices are scanned in black and white. When scanned, blank back pages are removed based on the size of the image. It should be noted, however, that when saving old or heavily folded documents in particular, extra pages may be left in the process.
Original paper invoices are stored in a secure production area for 3 months, after which they are securely destroyed.