Purchase Invoice Reception

This article covers the receipt of purchase invoices in EHF and PDF formats, as well as the classification of purchase invoices and the automatic assignment of purchase order numbers in SEMINE.

Overview

1. EHF Receipt
2. PDF Receipt

EHF Receipt

SEMINE follows standard PEPPOL specifications and retrieves purchase order numbers from the relevant field in EHF invoices.

According to PEPPOL standards, EHF invoices must contain either buyer's reference or purchase order reference. This applies to both invoices and credit notes.

In SEMINE, invoices and credit notes received in EHF format will automatically be assigned a purchase order number and classified as a purchase invoice/purchase credit note if all the conditions below are met:

• The received invoice matches a supplier in the supplier register and is automatically assigned, and the purchase order concerns the same supplier
• The currency on the invoice and the purchase order is the same, for example, NOK
• The invoice does not stop in the duplicate control

After the three conditions above are met, SEMINE will search for the purchase order number from the EHF invoice in the fields below, in priority order:

  <cac:OrderReference>
    <cbc:ID>XXXXXXXXXX</cbc:ID>

  <cbc:BuyerReference>XXXXXXXXXX</cbc:BuyerReference>

In EHF, it also searches for PO line numbers in the field below. This will be considered a secure match between the purchase line on the invoice and the line from the order.

    <cac:OrderLineReference>
      <cbc:LineID>XX</cbc:LineID>

See also how purchase order matching works in SEMINE.

It only searches for purchase order numbers that have been synchronized from ERP at the time the invoice is received.

If there is a match between the purchase order on the invoice and in the database, the document type will automatically be set to purchase invoice, and the purchase order number will be applied to the invoice header and copied down to all invoice lines.

The same applies to purchase orders or goods returns related to credit notes.

To check the content of an EHF invoice received from a supplier, you can easily click on the attachment to download the XML file that shows the invoice specification.

If the supplier has used other fields in the EHF invoice than specified above, we recommend that you contact the supplier and refer to the standard PEPPOL format for sending order numbers.

The XML file will not be under attachments if the invoice is received as a PDF, as this only applies to EHF invoices.

PDF Receipt

In SEMINE, invoices and credit notes received in PDF format can automatically be assigned a purchase order number and classified as a purchase invoice/purchase credit note if all the conditions below are met:

• The received invoice matches a supplier in the supplier register and is automatically assigned, and the purchase order concerns the same supplier
• The currency on the invoice and the purchase order is the same, for example, NOK
• The invoice does not stop in the duplicate control

After the three conditions above are met, SEMINE will search for the purchase order number from the PDF invoice in the fields below, as well as in similar fields that are logically assumed to be related to orders:

• Order number
• Their reference
• Your reference
• Purchase order
• PO

It only searches for purchase order numbers that have been synchronized from ERP at the time the invoice is received.

If there is a match between the purchase order on the invoice and in the database, the document type will automatically be set to purchase invoice, and the purchase order number will be applied to the invoice header and copied down to all invoice lines.

The same applies to purchase orders or goods returns related to credit notes.

For OCR capture of the purchase order number to function optimally, the quality of the invoice is very important, and the order number should be specified in a separate field without additional information.