You can send invoices from Procountor via various electronic channels. This page describes how these channels work.
The invoice channel refers to the method by which an invoice is sent to the business partner from Procountor.There are four invoice channels in Procountor: Mail, E-mail, E-invoice and No sending (previously Paper invoice). The invoice channel can be defined on the invoice or in the business partner register.
When you click on the Send button in the program, the invoice will be transferred to the Invoices waiting to be sent list, from which it will eventually be removed automatically.If the invoice date is the current date, the invoice will be sent immediately and its sending cannot be cancelled. Invoices with dates in the future, on the other hand, will be sent from Procountor three days before the invoice date.
Invoice channel descriptions
The invoice is sent electronically from Procountor to a printing service (Strålfors Information Logistics Ltd), which then prints the invoice out, encloses it in an envelope and mails it to the customer.Invoices and letters sent by 10 a.m. will normally make it into Itella’s distribution on the same day.The service uses C5 envelopes (22.9 x 16.2 cm) with 9 x 6 cm windows 1.8 cm from the left-hand edge and 1.5 cm from the top. Mailed invoices are equipped with a barcode that enables automatic insertion into envelopes.
Attachments in GIF, JPEG, PDF and TXT format can be enclosed with mailed sales invoices.You can also choose whether to send the invoice in full colour or monochrome, and in economy or priority mail.When using economy mail, you should bear in mind that the Finnish Post usually delivers such letters on the third day after they have been sent.The invoicing address is retrieved from customer information, or can be entered in the Sales invoice view. The invoice status will be Sent until it has been marked as paid.
Electronic sales invoices are sent directly from Procountor to the recipient’s system.The electronic invoice format (eInvoice or Finvoice) will be selected automatically according to the recipient.
Attachments in GIF, JPEG, PDF and TXT format can be sent with e-invoices.The Finvoice electronic invoice standard does not support the transfer of file attachments or invoice images with the invoice data.When an e-invoice is sent from Procountor in Finvoice format, a link will be added to the invoice, through which the recipient will be able to view the invoice and its attachments in PDF format.
If the invoice is being sent in eInvoice format and the recipient’s e-invoice operator is a bank, any file attachments will be sent with the invoice. However, if the invoice is converted from eInvoice into Finvoice format between operators, the file attachments or even the fact that attachments were included with the invoice will not be translated to the new format or delivered to the recipient.
The electronic invoice reference is retrieved from the customer’s information, but can also be provided on the Sales invoice page.In Procountor, the recipient’s e-invoicing address consists of the information in three fields (Electronic invoice operator, Electronic invoice reference and EDI).When you enter the Electronic invoice reference or EDI, Procountor will use this to find and import the values of the other fields from the electronic invoice address system maintained by TIEKE.The invoice status will remain Sent until it is marked as paid.
The invoice will be sent as a PDF file attachment to the customer by e-mail.Attachments in GIF, JPEG, PDF and TXT format can be attached to sales invoices sent by e-mail.The e-mail address is retrieved from customer information, or it can be entered on the Sales invoice page. The invoice status will be Sent until it has been marked as paid.
In the emails that are sent through Procountor, the sender's address is always firstname.lastname@example.org, but the email's metadata includes the address that's saved in Management > Company info > Basic info view as the invoicing contact person's email address. The address included in the metadata will be shown for the email's receiver, when they open the message and use the "reply" function. If there's no invoicing contact person's email address determined in Procountor, the address included in the metadata will be the address that's saved in the sender’s Personal information and settings view. If the user has not saved their email in Personal information and settings, the address included in the metadata will be the same as the sending address (email@example.com).
The message body of sales invoices sent by e-mail contains the information needed to pay the invoice (invoice number, due date, sum, bank reference code, account number and barcode), and the header contains the word Invoice, the invoice number and the name of the company sending the invoice.
The invoice will not be sent, such as in the case of cash sales. The invoice status will remain Approved until it has been marked as paid.
Invoice channels by receipt type
Invoices and orders
- Sales invoice Sales invoices (group invoices included) can be sent as E-invoices, or by E-mail or Mail. The invoice channel can also be No sending.
Payment reminders can be sent by E-mail or Mail.
Sales orders (and offers) can be sent by E-mail or Mail. The invoice channel can also be No sending.
Purchase orders can be sent by E-mail or Mail. The invoice channel can also be No sending.
The invoice channel of purchase invoices is irrelevant, aside from indicating whether the invoice was received electronically.The images of purchase invoices received as e-invoices or through the scanning service will be shown as file attachments.The invoice channel of purchase invoices received through the scanning service is Mail, and that of invoices received as e-invoices is E-mail.
Travel and expense invoice
Travel and expense invoices do not have invoice channels.
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- Journal Journals do not have invoice channels.
- Group letter Group letters can be sent by Mail or E-mail.
- Salary slip
Salary slips can be sent by Mail. The delivery channel of salary slips can also be Procountor, in which case the user will view his or her salary slips directly in the program.
Employee’s annual salary summary
Can be sent to employees by Mail or E-mail.
Sales invoice fields
The fields displayed on sales invoices depend on the invoice channel used, as specified below: