Invoices and credit notes are created in Severa and set into a specific invoice status from which they are automatically transferred to Maventa/AutoInvoice and sent to customers either as electronic invoices, email or through printing service.
Integration offers the possibility to send the invoice PDF along with the invoice data. This means that you can use the invoice breakdown and add other attachments, and these are then delivered to your customer
There is no automatic follow up on payments made. Invoices will stay in the status set by the integration, but can be manually changed to paid when customer makes the payment.
Integration uses currencies based on Finvoice 3.0. standard which is ISO-4217. That means that currency symbol could be different in the systems.
There is a certain logic and order how the sending channel is chosen:
- The first priority is always electronic invoice.
- If no electronic invoice addresses are found for the customer, then Maventa/AutoInvoice checks, if email address is provided to send the invoice as PDF to customer's email address.
- If there is also no email address, then the very last option is to send the invoice through printing service as regular paper invoice.
Each country has it's own official register that holds the information which companies are able to send and receive eInvoices. In Severa it is possible to enter the customer's electronic invoice address and operator code directly to the customer information, and then those are used to deliver the invoice. If no eInvoice address is given for the customer, then Maventa/AutoInvoice will automatically search from the official register if customer is able to receive eInvoices and sends invoice to the eInvoice address found in the register.
Invoices can also be sent as PDF attachments to given email address, if customer is not able to receive electronic invoices. There is a setting in both systems to control if invoices can be send as emails. When the email sending is enabled, the email address where invoices are sent to, is the customer's email address.
The print service delivers invoices via printing and postal service, to recipients who cannot receive electronic invoices or invoices by email. Invoice is sent to the recipients address given on the invoice.
There are few settings that must be checked before enabling the integration.
When setting up the integration, you are asked to select three invoice statuses:
- Status of invoices to be transferred,
- Status of invoices after transfer and
- Status of invoices after error.
To create these new statuses, go to Settings > Invoicing > Invoice statuses and add the new statuses with the following settings:
|Invoice status name||Not editable||Invoice number||Sent||Paid|
|For example, Transfer to Maventa
(Status of invoices to be transferred)
|For example, Sent to Maventa
(Status of invoices after transfer)
|For example, Integration errors
(Status of invoices after error)
Note that the Status for errors needs to be the first status on the list of statuses.
Company's bank account details are sent along with the invoice and must be given in IBAN format.
In Severa, go to Settings > Organization > Company settings > Bank accounts.
Verify that bank account number is in IBAN format and correct BIC/SWIFT is given. If you are unsure about the correct format, you can check it from your bank.
Companies using Organizational hierarchy add-on: If some of the business units are actually organizations of their own, each company that acts as invoice sender needs to have it's own bank details set. Give the bank account details for the company and select the correct organization from the list of business units.
To be able to send eInvoices, your company's own eInvoice address and operator's code must be entered into Settings.
eInvoice address and operator can also be set for customers but these can also be left empty to make Maventa/AutoInvoice check the addresses from the official register.
If eInvoice address and operator is not set for the customer in Severa, then it's very important to verify that customer has correct VAT number, because that is used to check if the customer has eInvoice address in the register.
- In Maventa/AutoInvoice, go to Settings > Receiving invoices to check your company's eInvoice address and operator's code.
- In Severa, go to Settings > Organization > Company settings.
Copy the eInvoice address and operator's code from Maventa/AutoInvoice into Severa and verify that your company's VAT number and address are correctly set.
Companies using Organizational hierarchy add-on: If some of the business units are actually organizations of their own, each company that acts as invoice sender needs to have it's own eInvoice addresses set. Open Business units and enter the eInvoice address and operator for each company and verify that VAT numbers and addresses are correct for each company.
If you are not sure if a customer is using eInvoicing, you can make a search in your country's official register.
eInvoice address and operator code are set in the Customer settings tab of a customer. When updating the information, verify that your customer's VAT number and address are correctly set. Customer needs to have at least one physical address (Address, Postal code, City and Country are mandatory fields).
After checking the initial settings, you can continue to enabling the integration.
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