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
  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.

What to consider when sending invoices to scanning?

Please make sure the invoicing address is correct.

For Swedish customers
For Norwegian customers
Instructions for sending to Scancloud addresses

For Swedish customers

PDF invoices

*XXXX is the organisation number of your company (only digits, no hyphen)

Paper invoices

AISEXXXX Scancloud
SE-831 90

*XXXX is a customer number assigned to your company

For Norwegian customers

PDF invoices

*XXXX is the organisation number of your company

Paper invoices

Company name
PL 100
80020 Kollektor Scan

*XXXX is the organisation number of your company

Please note! Starting from 1.8.2023 paper scan addresses will no longer be activated by default when a company opens a scan account.

Instructions for sending to Scancloud addresses

  • Invoice addresses should appear on the invoice for both paper and PDF invoices
  • Send only invoices and related attachments to scanning
  • Use only black/white print
  • Don’t use staples

PDF-format invoices can be sent via email with following requirements

  • The invoice has to be sent as an attachment in the email
  • One invoice per file including all pages and attachments
  • Multiple invoice files can be sent in one email. All files must have separate names
  • Total size of the email cannot exceed 10Mb
  • The 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 size of the document 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
  • Scanned documents (to pdf) must at least have a resolution of 300 DPI, be black colour print, and be scanned as Text/Lineart

What invoice data will be transferred to the electronic invoice?

Interpretation of fields means that Scancloud's interpretation software attempts to extract the agreed data from the image files for the scanned invoices. The default fields included in the service are:

  • Invoice number (If value cannot be identified, OCR is set. Missing OCR -leave blank)
  • Account number 1. IBAN 2. Bankgiro 3. Plusgiro 4. Bank account
  • Total amount (incl. VAT)
  • VAT amount (deductible VAT, multiple VAT rates are summed up if total VAT is missing)
  • The seller's company registration number
  • The seller's VAT number
  • Seller name (from the second time passed through)
  • Invoice type (debit/credit)
  • Currency code
  • Due date/Credit time (If value cannot be detected - set scan date + 30 days)
  • Invoice date (If value cannot be detected - set scan date)
  • OCR number
  • Reference name/number(Buyer's reference)
  • Payment reference (BG,PG, OCR, IBAN and Bank account no)

Handling of faulty documents sent to scan service

Documents that are not invoices i.e. order confirmations, reminders or collections letters will be relayed to the recipient by email.

Packages etc.

The material that doesn't fit into the scanner will be relayed to the recipient by mail. Advertisements and catalogs that are sent to scan service will be destroyed.

How to close the service?

  1. Log on to your Maventa account
  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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