The operator change has been completed
The operator change has been completed and OpusCapita's e-invoicing and scanning addresses are now closed. Invoices can no longer be received to the old addresses.
What happens next?
The old addresses will be removed from Procountor in the December version update. The sender of the invoice receives an error message about the invoices that are sent to the old e-invoice or e-mail address.
What happens to the invoices that are sent to the old addresses?
- Sender sends an email invoice to email address that is no longer active:
- Sender receives an error message from Mail delivery System.
- Sender sends a paper invoice to scanning address that is no longer active:
- Sender doesn't receive any error messages. Paper invoices are opened and scanned by Scanning service and then guided to folders to be stored in image form without data for 6 months. Customers can order an image service (Kuvapalvelu) from the Scanning service, if they want to access to the archived invoices.
- Sender sends an e-invoice to the old e-invoice address:
- Sender receives error message from OpusCapita.
Our operator partner OpusCapita / PostiMessaging changed to a new operator, Apix Messaging Oy. The operator change concerned both Procountor Financials and Procountor Ledger customers and affected both the sending and the receiving of invoices. During this transition, we transferred the purchase invoice receiving addresses and the scanning addresses to Apix. Last step in the transition – invoice receiving – was carried out during the spring of 2022. We will keep both the Apix and the OpusCapita receiving addresses in use until the end of September.
In the future we will be able to offer improvements with the latest technology with Apix. For example, better tools for tracking the sending of e-invoices and verifying the the recipient e-invoice address before sending. The operator change does not affect the pricing.
All new Procountor customers will automatically have new Apix Messaging Oy services and sending and receiving addresses from 21 March 2022 onwards.
Sending invoices with new operator Apix
In the first stage of the transition in November 2021, we changed the new operator partner Apix Messaging Oy for sales invoices sent by mail from Procountor. The change also affected purchase and sales offers, payment reminders, and salary slips sent from Procountor by mail. This was purely a technical change, and did not affect the usability of Procountor or require any actions from the users.
The second phase of the transition took place at the beginning of 2022 and affected sales invoices sent as electronic invoices from Procountor. As the change took place, the e-invoice sending operator changed to Apix Messaging Oy.
This change did not require actions from you.
The change does not affect invoices or other documents sent by email from Procountor.
Can I send electronic invoices abroad when I have Apix sending addresses?
With Apix, electronic invoices can be sent abroad. Through Apix it is possible to send invoices to electronic invoice operators in these countries: Finland, Sweden, Norway, Denmark, and Baltic countries. Apix operates in other countries in a more limited way but for example the whole PEPPOL network is available. You can read more about sending e-invoice abroad here.
I have an e-invoicing contract with my own bank, what should I do?
Your bank's e-invoice addresses will work as before. The operator change does not affect e-invoicing agreements made with your bank. You can use bank’s e-invoicing address alongside the Apix e-invoice address.
Receiving purchase invoices with new operator Apix
The third phase of the operator change affects the receiving of purchase invoices and it took place during the spring of 2022. Receiving addresses and scanning addresses changed to Apix.
The operator change means that all suppliers (who send your company invoices) must be notified of the new e-invoice receiving address. If your company uses the purchase invoice scanning service, the scanning service address changed to a new one.
You can prepare for the change by updating your supplier register.
How do I update the supplier register information in Procountor?
We recommend you update the supplier register information in Procountor well before the operator change, so notifying your suppliers of your new e-invoice and scanning service addresses will go as smoothly as possible. You can easily check your suppliers' contact information with the Business partner report and update them if necessary. Please also ensure that the saving of new suppliers to the register when the first invoice from them is received is enabled in the usage settings.
More detailed step-by-step instructions can be found here.
When and how do I inform my suppliers of the new e-invoice and scanning service addresses?
We informed you with an announcement shown at the Procountor front page (during the spring of 2022) when the new e-invoice and scanning service addresses were activated. After this, you can see these new updated addresses in Procountor in E-Management > Company info > E-Invoice and Scanning addresses view. If you are using the purchase invoice scanning service (OpusCapita or Xerox) this scanning service address will also change.
After new Apix receiving addresses are activated, your suppliers must be notified about your new receiving addresses. You can do this with the supplier announcement (Management > Company info > E-invoice and Scanning provider addresses). We recommend that you send the announcement to your suppliers by email. You can get your suppliers' contact information, such as email addresses, with the Business partner report.
The supplier announcement can be also sent as a Group letter from Procountor (Registers > Group letter > New Group letter). Please note that the group letter is a paid feature (sending fees and receipt fees charged according to Procountor package size). You can find our price list here.
To check which suppliers have recently sent you invoices, you can use Purchase reporting. Purchase reporting is located in Reports > Purchase reporting. More detailed instructions can be found here.
Unfortunately Procountor cannot inform your suppliers of these new e-invoice addresses on your behalf. As a third party, we cannot access your suppliers' contact information or a list of all suppliers who send you e-invoices
Take a look how to create a supplier announcement and how to inform your suppliers about new receiving addresses here.
I don't have Apix's addresses, how can I activate them?
After the version release v67 you have the possibility to activate Apix e-invoice addresses yourself in Procountor. Activation takes just few minutes and it's free of charge. Activation can be made from Management > Company info > E-Invoice and Scanning addresses -view and by clicking the Add Apix as operator –button. Read more here.
Informing operators, tax administration, and pension providers of the new e-invoice addresses
All suppliers do not accept e-invoice address notifications via email. These include Tax Administration, Pension Provides, and phone operators that use their own service portals (e-services, forms) for updating your invoicing information.
We have gathered a list of the most common suppliers who have their own online service for updating e-invoicing information. You can find this list here.
How can accounting offices update their customer addresses in mass in Procountor?
This guide applies to the accounting office’s customer register and invoicing. Updating addresses to the customer register doesn’t affect customer environments’ e-invoice addresses. Read the instructions here.
From what day on will Apix e-invoice addresses be automatically opened for new Procountor customers?
Apix Messaging Oy services and e-invoice sending and receiving addresses will be automatically activated for all new Procountor customers starting March 23rd, 2022.
Do I have to notify Accountor Finago Oy about my new Apix e-invoice address?
You do not have to notify us about your new Apix e-invoice address.
Your new e-invoice address has been updated to our customer information in Accountor Finago invoicing.
How do I know if my supplier has used the old OpusCapita receiving address?
If your supplier has sent an invoice using old addresses, you will get a notification about this on the purchase invoice view, in the the Invoicing information section. The notification tells you that purchase invoice has been received to your old addresses.
Purchase invoices can be searched with Receipt search's receiving operator function, which also includes scanning operators, or the exact receiving address.
Will Procountor inform TIEKE about the new addresses?
Yes, Procountor will automatically inform TIEKE about your new Apix addresses, unless you have agreed otherwise. The Apix and OpusCapita e-invoice addresses will work side-by-side during the transition period, and the OpusCapita address will be hidden in TIEKE. After the address has been hidden, suppliers searching for invoicing information from TIEKE will find the new addresses.
I have an active Apix receiving address in another software
When the company has an active Apix's account in some other software and when Apix's addresses are now also activated in Procountor, invoices are primarily routed to Procountor. Invoices from the same operator can only be routed to one address.
You can terminate previous e-invoicing addresses through the previous software or directly from Apix.
E-invoice address with specifier can also be used when the company wants to use the e-invoicing addresses of the same operator but wants to direct the invoices to two different places. You can order it from our customer service.
Procountor customer service will assist you during the change
With Apix, we will be able to offer better tools for tracking sent e-invoices and error reporting, and verifying the the recipient e-invoice address before sending. Thank you for your patience during this transition.
If you have any questions about the operator change, Procountor customer service will be happy to assist you:
tel. +358 20 787 9840
Fri 08:30-14:00 (email and contact form requests will be handled until 4 PM)