Defining the invoice
Extracting data from an invoice
Defining the invoice
Documents with the correct title are classified as invoices. Without the correct title, no data is stored in the document. The most common titles are invoice, payment reminder, summary invoice and credit note.
The type of invoice (debit/credit) is selected based on the title of the invoice. If the invoice type is not clearly indicated, the default is debit type.
Extracting data from an invoice
Each field data is extracted from the invoice page by the title of the invoice, i.e. the field title. No data is extracted from the attachments. If the title is not part of the specified field data, or if the desired data appears on the invoice without any title, or if the data is placed in line data, the data cannot be extracted. In these cases, please ask the biller to place the information in the correct field so that the information can be extracted to the invoice data in the future.
Invoices will be extracted if the information is written in Finnish, Swedish or English. For foreign customer units, a separate service can be defined to extract invoices written in the language of the receiving country. In addition to the language, a separate service may be agreed to extract and deliver invoice data in the official format of the host country. These include the local company ID, account number, bank reference number and currency.
If the invoice lacks an official ISO 4217 currency code, the currency will be the official currency of the recipient country. A currency indication in purely pictorial form is not sufficient. This rule is due to the fact that some currency tokens have several user countries, e.g. crowns and dollars.
The date is extracted from the data if it is in numeric format or if only the month is entered in written format. The batch date cannot be extracted and delivered if this field is not marked on the invoice image. The payment term cannot be extracted in written form and the Supplier will not calculate the due date based on the invoice date.
The HETI information in payment requests is not interpreted as a processing date, but the field information is provided without the due date information. The due date will also be interpreted from the due date fields of the payment requests. If a payment request contains only one invoice, the line data of the request can be used to extract the data of the original invoice. If there are multiple invoices and original due dates in the request, the field information will be provided blank.
For Finnish customers, only the arithmetically correct information is stored in the fields bank account, bank reference number and the sender's Finnish business ID / VAT number. The software uses official Finnish check codes. Therefore, if the invoice shows a mathematically incorrect data, the field data will be sent empty.
The reference field is not extracted as a bank reference, as the data field is a separate data field.
For international data, only a format check is used, i.e. the correct length of the data in the IBAN/BIC/VAT codes and the RF reference in the payment reference field. No local data is extracted from non-European suppliers.
Data can only be extracted from the total fields if the invoice clearly shows the total amount according to the title. If the information is not clearly displayed on the invoice or if there are several options, the total will be provided in the format 0,00. Total fields cannot technically be submitted blank or with N/A data.
Finnish invoices are interpreted using barcode information. If there is a miscalculation in the barcode, the information is stored in the invoice image. If the data of the original invoice is manually edited on the image, the barcode must be smeared from the other side so that its data cannot be used in the recording.
Rental invoices often have the due dates for the whole year recorded and the barcode has the date blank. We cannot select the correct information on behalf of the customer and will deliver these invoices without the due date information. If you wish to have an invoice with the correct due date in the system, please clearly mark the correct due date on the image either by circling or underlining it, alternatively enter the information near the due date field on the bank transfer. A separate invoice must be submitted to the digitization service for each month.
Self-generated invoices should also always clearly show the name and ID of the company paying the invoice so that the sender's details can be clearly distinguished from those of the recipient. Customer information is not visible The software and service used by the supplier has thousands of customer companies, the titles are used to identify the sender of the invoice from the recipient of the invoice.
Primarily, the Provider interprets the data as clearly stating "recipient x" information or using attribution forms. For example, "customer order number" and "your order number" is priority 1 and "order number" is priority 2. The supplier information is extracted in order from the bottom of the page, the top of the transaction and near the account number.
Stored invoice information is kept for three months from the date of delivery on a secure production platform, after which it is automatically destroyed.