Sending invoices from another system

Minimum content of the message
Importing Finvoice sales invoices into Heeros Link and sending
Removing materials from the shipment
Notes on invoice sending
Information provided by the seller for payment order (ePI)

Through Heeros Link, it is also possible to send sales invoices created in other systems. The sending company must have Heeros' electronic archive at its disposal.

Message Minimum Content

The transferred material must comply with the Finvoice specifications defined by the Finnish Financial Services Federation.

• The invoice format is Finvoice xml
• The material includes a SOAP framework
• The message contains at least the mandatory information:
  • Seller's information
  • Buyer's information
  • Invoice details
  • Invoice line details
  • Seller's provided information for payment order (ePI).

Finvoice Sales Invoices Import to Heeros Link and Sending

Sales invoices retrieved from another system can be retrieved and sent in all views of the Sales Invoices section in Heeros Link.

• Navigate to your selected view
• Click the Send Invoices button
• Select the character encoding to use (ISO-8859-15 or UTF-8)
• Retrieve the sales invoices to be sent by clicking the 1. Select Files button in the pop-up window
  • The user can search for a maximum of 30 XML files at once.
  • One file may contain multiple invoices.
  • The maximum size for a single file is 25 MB (if the maximum size is exceeded, an error message will be displayed to the user).
  • Attachments related to these files must be included in the same shipment at the same time.

Invoices retrieved to Heeros Link will be listed in the import and export view; in the Type/Size/filename section.

Once all files along with their attachments have been retrieved, they can be sent to the recipients as follows:

• Click the 2. Send files button

A report will be generated on the screen from the invoice submission, showing both successful and errored invoices. The report can also be reviewed later in the Reports view (Reports – Transfer Reports).

The invoices to be sent will move to the In Progress view, from where they will be sent to the recipients within an hour.

Removal of Materials from the Sending

Before sending the files, it is possible to remove incorrectly retrieved materials from the Type/Size/Filename section. Remove the desired invoice by clicking the trash can icon at the end of the row, and the invoice will be removed from the shipment (A confirmation question will be prompted during removal: do you want to delete?).

Notes on Sending Invoices

Before sending invoices, the user may also receive possible additional inquiries related to the sending of the selected invoices. The program checks the following things in order from the invoices;

1. Identical attachments on invoices
2. Missing attachments on invoices
3. Selection of archive for invoice copies
4. Content of the report (successful/failed)

Identical attachments

If the invoice to be retrieved has attachments with the same name, the program will request confirmation for sending the invoices with the attachments of the same name. The user can choose to send the invoices with identical attachments (Continue) or cancel the sending of attachments with the same name (Cancel). A report will be generated for the cancellation of the attachment (Reports – Deleted).

Missing attachments

If any attached files are missing from the invoices to be sent, the user will receive a report on the screen indicating the missing attachments. The user can choose to send invoices without attachments (Accept…) or completely remove invoices without attachments from the sending (Remove). Before performing the action, the invoices that should be removed/accepted must be selected. If no invoices are selected, all invoices without attachments will be removed/accepted, depending on the user's choice (Remove / Accept, even if the invoices are missing attachments).

Archive Selection

When the new invoicer's material is sent for the first time, the user is asked to choose to which Archive the archive copies of this invoicer's sales invoices will be saved. If the Archive selection is not made, the invoice will not be sent to the recipient.

Report

Once the sales invoices have been sent, a transfer report will be generated in the Reports – Transfer Reports view. If the file to be sent cannot be read, a notification of an incorrect file will appear on the report. If the xml file encounters an error, the file may be incorrect or information may be missing (for example, the seller's name, the buyer's name, or the business ID is missing).

Reports can also be viewed retroactively. By double-clicking the report to be viewed (Reports – Transfer Reports), you can see which files were sent on that day and which may have encountered an error.

Information provided by the seller for the payment instruction (ePI)

• includes the necessary information required to create a payment instruction to be sent to the bank, which
the payer has provided.
• is intended for both domestic and international payment instruction transmission.
• enables automatic processing from the payer to the payee through service providers.
• The EpiRemittanceInfoIdentifier element must always include a bank-standard reference number in Finland
without spaces and filled with leading zeros.
• The EpiAccountID element must contain the payee's account number in IBAN format.
• The EpiNameAddressDetails element is mandatory, as the payee's name is
essential for the formation of the payment.