Import supplier invoice

If the option EIM Workflow is installed in the system, an import of supplier invoices to different inboxes is automatically performed. In that case, the import function with the Import invoice button is deactivated.

The Import supplier invoice window opens when the you click the button Import invoice . This procedure will then automatically look for the supplier by using the VAT number in the invoice file. If the VAT number exists on a supplier in the supplier register, this supplier is selected automatically. If the supplier cannot be found, you can enter it manually. The supplier can also be found using the EIA number.

All invoice rows are shown in the upper box. If the order and order rows are found in the system, they are linked in the next step when the invoice is created.

The import is completed when you click Create. The information from the file is imported and to the right you see a window including the invoice image. Certain information in the invoice file is matched with the supplier information in the supplier register. A warning appears if the information differs.

Under the Order link tab, the received quantity is matched with the invoiced quantity, price per price, and discount. If the values in the file differ from the values on the order row, warnings are displayed. When the invoice is saved, the XML file and PDF file will be removed from the inbox.

In the lower box you see warnings, if any. Some of these warnings – and suggested actions – appear below.

Warning	When does this warning appear?	Action
Failed to find the supplier.	The system cannot find the supplier in the Supplier register.	Enter the supplier manually. To facilitate the import, make sure you enter the supplier’s VAT registration number and/or E-invoice ID in the Supplier register.
Failed to match supplier. There are multiple suppliers with the VAT number entered.	The system can find multiple suppliers with the same VAT number in the Supplier register.	Enter the supplier manually.
Failed to find the order.	The invoice contains a purchase order which is not in the system.	Check whether the purchase order can be found in the system via the Register purchase order procedure. If the order exists but cannot be matched automatically, you can create an invoice and then link the order manually under the Order link tab.
Cannot find any arrivals for the order.	The purchase order exists, but there is no invoice basis to match with the invoice. This may happen if the order is not yet reported for arrival, for example.	Create the invoice anyway and set as pending, then match the order manually when arrival is reported. Alternatively, create the invoice after arrival is reported.
Failed to match ISO code for the unit.	The invoice contains rows in which the unit differs from the unit reported for arrival in the purchase order.	Check that the correct ISO code has been specified for the unit in the Basic data With "basic data" we refer to the static records in a database, for example parts, customers, users, work centers, etc. – Part procedure. If the unit is correct, it can, for example, be that your supplier issued the invoice in a unit other than the unit the order was delivered in. In that case, you can bypass the warning and enter a total price for the row instead. This way the price each will automatically be converted to the correct unit.
Failed to match ISO code for the VAT code.	The invoice contains rows with VAT codes where the ISO code for the VAT code is missing in your system.	Check that ISO codes are specified for VAT codes under VAT settings, in the VAT codes tab.
The VAT code in the import does not match the order row.	The invoice contains rows in which the VAT code on the invoice does not match the VAT code on the order rows. Matches are carried out using the ISO code specified for the VAT code in the VAT settings procedure.	Check that the correct ISO code has been specified in the VAT settings procedure under the VAT codes tab. You should also check that the correct VAT code appears on the purchase order. If the wrong VAT code appears on the order row, you can change this code under the Order link tab after the invoice has been created.
The VAT rate in the import does not match the VAT rate on the order row.	The invoice contains rows in which the VAT rate differs from the VAT rate on the order row.	Verify that the supplier has used the correct VAT rate on the invoice. If the code is incorrect on your purchase order, you can change the code under the Order link tab after the invoice has been created.
Bankgiro and PlusGiro number are missing for the supplier.	This warning is shown for electronic payment methods if warning or block has been configured for when a giro number is missing for the invoice. Such warning/block is configured to be used for the payment method in the Bank settings procedure.	Enter at least one of the missing numbers for the supplier in the Supplier register.
Bank account number is missing.	This warning is shown for electronic payment methods if warning or block has been configured for when bank account number is missing for the invoice. Such warning/block is configured to be used for the payment method in the Bank settings procedure.	Enter the bank account number for the supplier in the Supplier register procedure.