Directing invoice to the correct customer database
Unknown supplier on the invoice
Invoice already included in this batch
Invoice already found in the customer database
When to Heeros Link arrives for the first time with invoices for a new customer (to new Heeros Purchase Invoices or to a customer who has previously received invoices, but now the incoming invoices contain a name that differs from the official name, the purchase invoice must be manually directed to the correct Heeros Purchase Invoices.
After the first guidance, subsequent incoming purchase invoices will automatically be directed to the selected Heeros Purchase Invoices, as the customer's name variation is also saved in the system, and any subsequent invoice arriving with a different name will automatically be directed to the correct Heeros Purchase Invoices.
Example of a customer's name variation: Intrum Justitia Oy -> Intrum or Intrum Oy.
Directing the Invoice to the Correct Purchase Invoices
- Go to Purchase Invoices – Awaiting for users actions –view.
- Select the invoice to be processed (click on the checkbox).
- Click the Process waiting purchase Invoices –button.
- Select the company to which the invoice is directed from the dropdown list.
To find the correct customer, you can use the search function in the view (magnifying glass field). You can enter the desired search word/number or a part of the word/number that appears in the customer's name. Start the search by clicking the Magnifying Glass button or pressing Enter. You can cancel the search by clearing the field's information and clicking the Magnifying Glass or Enter button.
- Click the button Select – after choosing the customer
Selection of the next invoice
If you are processing multiple invoices simultaneously, first select the customers for all invoices. If the user has selected a customer but the supplier is missing from Heeros' Purchase Invoices supplier register, the user can also select the correct supplier or create a new supplier.
If you have selected a customer for multiple invoices and then interrupt the selection operation (closing the tab without clicking Select), the previously selected guidelines will remain unchanged despite the interruption.
After selecting the customer, a report will be created from the transfer.
Unknown supplier on the invoice
Error message: "Invoice could not be imported: unknown supplier"
When Heeros Link does not recognize the supplier of the incoming purchase invoice, the status of the invoice will be unknown supplier, and the invoice will require manual actions.
NOTE! If the supplier has already been created, the supplier must be selected from the provided listing (Select Supplier button). The Process Pending Invoices button allows you to directly create the missing supplier (New Supplier button). You can also establish the supplier directly in Heeros Purchase Invoices before processing the invoice if desired.
Select supplier
Select supplier selection allows for the selection of a supplier previously established in the Heeros Purchase Invoices Suppliers register for the invoice.
- Go to the Purchase Invoices – Waiting for users action view.
- Select the invoice to be processed (click in the checkbox).
- Click the Process waiting purchase invoices button.
- First, click the Select Supplier button and ensure that the supplier has not already been created in the Heeros Purchase Invoices supplier register.
- Select the supplier related to the invoice from the list that opens.
To find the correct supplier, you can make use of the search function in the view (magnifying glass field). You can type the desired search term/number or part of the word/number that appears in the supplier's name into the search field. You can also enhance your search with a wildcard character, the asterisk (*). Start the search by clicking the Magnifying Glass button or pressing Enter. You can cancel the search by clearing the field and clicking the Enter button.
- Click the button Select Supplier after selecting the supplier
If there are multiple invoices from the same supplier, all invoices will be processed at once. You will receive a notification Supplier created / selected. An transfer report will also be generated from the invoice processing (Reports – Transfer Reports).
If you create suppliers and interrupt the process at some point (by closing the tab), the suppliers that were already created will remain in the registry.
New Supplier
New supplier selection will establish a new supplier in the Purchase Invoices Suppliers register. Process the invoice in the Waiting for user action view by using the Process waiting purchase invoices button and click on the New supplier selection.
NOTE! Before creating a new supplier, make sure that the supplier has not already been created in the Heeros Purchase Invoices Suppliers register. If the supplier's bank account, Business ID, and supplier name are already in use by a previously created supplier, a new supplier cannot be created with the same details. However, if there is a variation in the name related to the previous combination, it is possible to save the same supplier in the register. For example, City of Helsinki, Department 1, City of Helsinki, Department 2, etc. (same name, but different department, otherwise the bank account and Business ID are the same).
- Define the missing information if necessary:
- Supplier number is mandatory. The suggested supplier number is the next available number according to Heeros Purchase Invoice settings.
- Supplier name is also mandatory information and will be automatically retrieved from the invoice. NOTE! The supplier name must NOT contain the following characters: comma (,), slash (/), backslash (\), apostrophe ('). If the supplier name contains such characters, please remove them.
- If the supplier does not have a bank account in the SEPA area (IBAN account is missing), the supplier must be defined as foreign. The domestic definition checks the validity of the bank account.
- Bank accounts from Finvoice cannot be modified/deleted. However, new bank accounts can be added (a maximum of 10 bank accounts in total).
- Save the information using the Save and close button.
Once the supplier information has been processed, you can select the next supplier. Finally, you will receive a transfer report, which will also be saved in the reports view for later review (Reports – Transfer Reports).
Invoice already brought in this batch
Error message: "The invoice could not be brought in: Invoice already brought in this batch"
The program first checks if there are duplicate invoices in the same payment batch (it does not check invoices that have already been transferred to Heeros Purchase Invoices at this stage). If two identical invoices arrive in the same batch to Heeros Link, one of these invoices will be set to wait for action with the status Invoice already imported in this batch. The other invoice will continue in the normal processing workflow.
In the same batch after the check, the program next checks whether the invoices brought in the batch already exist in Heeros Purchase Invoices under Settings definition Allow import of existing invoice – No, thus it does not apply to duplicate invoices brought in the same batch. If a duplicate invoice is found in Heeros Purchase Invoices and the setting is activated (Yes), the invoice receives the status Invoice already exists in the customer database.
A duplicate invoice brought in the same batch can be processed according to the guidance below Invoice already exists in the customer database, meaning it can be transferred to Heeros Purchase Invoices if necessary or completely removed from Heeros Link.
The invoice is already in the customer database
Error message: "Invoice could not be created: The invoice is already in the customer database"
When purchase invoices arrive in Heeros Link, which correspond to similar invoices previously transferred to Heeros Purchase Invoices (duplicate invoice), a notification is sent to the persons specified in the settings when the Import Invoices setting prohibits the import of the same invoice. The Is Allowed setting only checks whether the imported invoice already exists in Heeros Purchase Invoices. The setting does not prevent duplicate invoices from being imported in the same batch.
During the import of invoices, the following information is compared with the invoices received via the Link:
- Invoice supplier
- Invoice number
- Invoice date
- Invoice total.
If the invoice is already in the customer database, it can be imported into Heeros Purchase Invoices or removed from Heeros Link if desired.
Importing the same invoice into Heeros Purchase Invoices (even if the invoice already exists in the database)
- Allow the import of the same invoice exceptionally (Settings – Invoice Import – Is it allowed…Yes)
- Process the selected invoice in the Pending Actions view (Process Pending Invoices -button)
- The invoice moves to the In Progress view, from which it will be automatically removed once the transfer is completed (within about an hour)
- NOTE! The Allow import of existing invoice setting should be restored to its original state (No), only after the operation has been completed, meaning the invoice has been removed from the In Progress view.
Removal of the same invoice from Heeros Link (the invoice can already be found in Heeros Purchase Invoices)
- Select the invoice to be deleted in the Waiting for users actions view
- Click the Delete button
- Confirm the deletion of the invoice by providing a deletion reason in the pop-up window
- If you delete multiple invoices at the same time, a common deletion reason will be provided for all invoices.
- Click the Continue button
The deleted invoice will move to the Reports – Deleted view, where it can be restored for up to two months from the date of deletion. After 2 months, the deleted invoice will be completely removed from Heeros Link, and it will no longer be possible to restore it to the system.