TABLE OF CONTENTS

What is scan service?

The scanning service enables you to receive invoices sent to your company via post and email as e-invoices. With scan service, you can combine paper, email and e-invoice receiving and get rid of paper completely, guaranteeing you a more efficient use of your time. All you have to do is open a scan account for your company and ask those vendors who don't yet send e-invoices to send the invoices to the scan address. Scan service scans incoming invoices and interprets basic information to generate an electronic invoice. Scanned fields are listed in this article.

How to activate the service?

  1. Log on to your Maventa account https://secure.maventa.com/users/login?lang=EN
  2. Click 'Settings' (from the top right corner)
  3. Click 'Scan account' under 'Extra services' from the left menu
  4. Add your postal address and email for delivery of non-invoice material
  5. Choose 'I accept the pricing and agreements and want to open a scan account' and then click 'Order'

After activating your scan account you will see your scan address. Scan address is called a serial number that consist of the company ID without the hyphen. Please check the company's scanning addresses from the settings directly.

Scan address for PDF sending:
[email protected]        (for example [email protected])
Scan address for letter sending:
Company name
Serial number
PL 100
80020 Kollektor Scan

What to consider when sending invoices to scanning?

Requirements for PDF sending via email:

  • The invoice has to be sent as an attachment of the email
  • There can only be one invoice per file, including all pages and attachments
  • Multiple invoice files can be sent in one email. All PDF files must have separate file names
  • Total size of the email cannot exceed 10Mb
  • PDF-files must be authentic PDF-documents, version 1.3 or higher
  • PDF-files cannot be protected with a password or locked in any other way
  • The document size may not be greater than 210 x 297 mm
  • The file name is not allowed to contain other characters than a-z, A-Z, 0-9.
  • PDF files do not have to contain serial number, the recipient is identified with the used email address

Requirements for letter sending via mail:

  • It’s very important that the envelope only contain invoices and attachments. If it's missing, serial number will be added and charged according to the valid price list
  • The serial number must also be on the address field of the invoice, not only on the envelope
  • Invoices with multiple pages should not be separated into different letter cases. One letter can include multiple invoices.
  • The invoices should be printed with a high-quality printer using only black color
  • The invoice pages should not be stapled together
  • The invoice amount should be on display
  • The invoice image should be vertical, not horizontal

What invoice data will be transferred to the electronic invoice?

The following fields are interpreted from the invoice:

  • Invoice number
  • Supplier's VAT
  • Supplier's name
  • Invoice date
  • Invoice due date
  • Currency
  • OCR number (reference number)
  • IBAN number
  • Invoice total amount
  • Total VAT amount
  • Number of pages
  • Invoice type (invoice or credit note)
  • Serial number

Note that these interpreted fields apply when the receiver is from Norway, Sweden, Denmark or the Netherlands and are using Azets Document Solutions as the scan service provider. The Finnish fields can be found here.

Handling of faulty documents sent to scan service

Non-invoice material will be relayed by email or by mail to the address that  has been specified at the opening of the scan account. If either of the  addresses changes, the customer has to update the addresses from their Maventa account (Settings > Scan account)

Documents that are not invoices:
Documents such as order confirmations, reminders or collection letters will be forwarded to the recipient by email. Sending of material will be charged according to the valid price list.

Packages etc.:
Material that doesn't fit into the scanner will be relayed to the recipient by mail. Relaying of material will be charged according to the valid price list. Advertisements and catalogs that are sent to scan service will be destroyed. 

How to close the service?

  1. Log on to your Maventa account https://secure.maventa.com/users/login?lang=EN
  2. Click 'Settings' (from the top right corner)
  3. Click 'Invoice Settings' and then 'Invoice receiving'
  4. Open the scan service settings
  5. Select Deactivate and confirm.

After the scan account has been closed all the material sent to the scan address is either relayed to your return addresses or thrown away (e.g. advertisements and catalogs). Material will be relayed for 60 days after the closing. An additional fee will be charged for deliveries. After 60 days all the material will be destroyed

Please see the current price list for direct Maventa customers here. Note that if you are using Maventa with a partner system, the price list may be different.



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