Consumer invoicing

• General Information About Consumer Invoicing
• Consumer E-Invoicing Process
• Step-by-Step Start of Consumer Invoicing
• Instructions for Sending Invoicer Notifications
• Messages Types
• Fields of the Invoicer Notification (SI message)
• Instructions for Creating Invoicer Notifications When the Property Manager/Accounting Firm Changes
• Error Messages for Consumer Invoices
• Error Messages for Invoicer Notifications and Follow-Up Actions
• Terminating or Transferring Consumer Invoicing
• Useful Links

 

General Information About Consumer Invoicing

Through Maventa, it is possible to send invoices to consumers as e-invoices or direct payments to online banks, to the Kivra digital mail service, via email, or through the print service. Consumer invoices sent via Maventa are automatically directed to Kivra for those consumer customers who have opted for Kivra and would otherwise receive their invoices as paper or email invoices.

The invoicing company must activate consumer e-invoicing separately by sending SI messages to banks, informing consumers that they have the option to receive e-invoices from that invoicer. After this, consumers have the opportunity to indicate than they want to receive e-invoices from the invoicer through an RI message.

The invoicer can send invoicer notifications, or SI messages, in three different types: Addition of the Invoicer Notification (ADD message), Change of the Invoicer Notification (CHANGE message), and Deletion of the Invoicer Notification (DELETE message). Additionally, the invoicer can send a receiver proposal (RP message) to the consumer when they wish to suggest consumer e-invoicing to the consumer.

 

Consumer E-Invoicing Process

This guide describes the consumer e-invoicing process, enabling a Finnish company to send consumer e-invoices to personal online banking and direct payments to consumers who do not use online banking services. The use of the service requires a Finnish business ID and a domestic bank account.

1. SI messages are created and sent from the invoicer's ERP to Maventa. SI messages can also be sent directly from the user interface. The invoicer must send a separate SI message to each bank. If you send the messages from the Maventa interface using the material generated by the FKL tool, you do not need to separate messages per bank, as Maventa will distribute the messages to the banks. (List of banks)

2. Maventa forwards the SI messages to the operator bank (DABAFIHH).

3. The operator bank sends the SI messages forward to each bank.

4. Banks receive the SI messages and record that the invoicer is ready to send consumer e-invoices via Maventa. After this, the invoicer can be found in the invoicer registry in online banking.

If a bank does not accept an SI message, it returns an error message for that specific SI message. The error message is sent to Maventa and can be downloaded into the software or directly from the user interface.

5. The agreement for consumer e-invoicing is established between the invoicer and the consumer when the consumer informs the bank of their desire to receive consumer e-invoices from that invoicer and provides the reference identifier requested in the SI message (e.g., reference number).

6. The bank sends the operator bank an RI message, which is a notification that the consumer wants to receive e-invoices.

7. The operator bank forwards the RI message to Maventa.

8. The invoicer's ERP downloads the RI messages received by Maventa and stores consumer information in the customer registry. RI messages are also available in the user interface.

9. The invoicer is now ready to send consumer e-invoices to the consumer. See the requirements for consumer e-invoices.

Step-by-Step Start of Consumer Invoicing

With consumer invoicing, or B2C invoicing, you can enable invoicing for consumer customers as well. Through Maventa, you can send SI messages (ADD/CHANGE/DELETE), and receive RI messages, from consumers. Once the necessary invoicer notifications and response messages have been handled, you can send an invoice directly to the consumer's online banking via Maventa.

Below, you can see the step-by-step process for starting invoicing:

1. The company must be registered with Maventa.
2. The bank network connection must be activated.
3. Create ADD messages.
4. Send invoicer messages from Maventa.

 

Message Types

An invoicer notification informs the consumer customer that your company offers e-invoices. The most important parts of consumer invoicing are the biller notification and the reception notification.

Invoicer notifications are sent to all banks offering the e-invoice service. The payer sees this information in their online bank and can place an e-invoice order from your company through it. From this order, the bank generates a reception notification, which the invoicer retrieves in file format.

The company must have an agreement with its bank for sending e-invoices and direct payments.

The invoicer notification is generated programmatically. If your company does not have a program to create it, you can use the tool provided by the Federation of Finnish Financial Services (FKL). You can find the tool and instructions in the section Useful Links.

The company is also able to send an RP message, or Receiver Proposal, to the consumer. The RP message is used when the company asks for the consumer's e-invoice address before sending e-invoices. When the consumer accepts the proposal, an RI message is sent to the company. The RP message is a way to encourage more consumers to adopt e-invoicing. The RP message is visible in the consumer's online bank for 30 days, after which it is removed from view.

 

Fields of the Invoicer Notification (SI message) 

On the FKL website, you can create a new invoicer notification, modify an existing invoicer notification, or delete a invoicer notification: https://laskuttajailmoitus.finanssiala.fi/. Below are the instructions found in the Financial Sector's tool regarding this field. Please note that the Financial Sector's tool is not a service provided by Maventa.

Specifications of Fields in the Financial Sector's Tool

• Select Banks
• Notification Identifier
• Biller Information
• Services Offered by the Biller
• Invoice Information Section
• Payer Identifier 1
• Payer Identifier 2
• Biller's Bank Contact Information

 

 

• E-invoice Address (If reporting a change, enter the previous/current e-invoice address here)

• Intermediary Identifier (If reporting a change, enter the previous/current intermediary identifier here)

• Invoicer's Business ID

• Invoicer's Name (In Finnish / Swedish / English) Biller's name (2-70 characters) in at least one language.

• Street Address

• Postal Address

• Country Code and Name (The ISO code of the biller's country (Finland is FI) and name)

• Organizational Unit (The biller's complete OVT identifier (0037...))

• Website Description (Text used for displaying the biller's website address (e.g., Federation of Finnish Financial Services FK))

• Web Page URL (The biller's website address (e.g., www.finanssiala.fi))

 

Services Offered by the Biller

• E-invoice
• E-invoice and direct payment
• E-invoice and direct payment, no new direct payment authorizations *

*(The invoicer offers only the e-invoice option to new customers, and no new direct payment authorizations can be created for the invoicer. However, the invoicer can still use direct payment for those consumers who have previously made a direct payment authorization or if the authorization came into effect before the direct debit migration.)

 

Invoice Information Section

Billing Subject Code: A unique identifier code defined by the invoicer for the billing subject. This code is also conveyed in the payment section (ePI) of the Finvoice e-invoice element EpiPaymentInstructionId.

The billing subject code enables automatic payment of the invoice for the consumer and must be the same as the corresponding information provided in the invoice message. Check in the e-invoicing software that you can provide this identifier in the invoice message!

Billing Subject Name: The text corresponding to the billing subject code defined by the invoicer, such as "Energy Bill" or "Phone Bill."

The billing subject name is clear and descriptive information that helps the consumer select the correct billing subject when making an e-invoice reception notification in online banking. Note: The billing subject name must be provided in all three languages so that information can be displayed to the consumer in their preferred service language in online banking.

Instructions for the Recipient: The invoicer can provide additional information to payers about transitioning to e-invoicing in three languages. For example:

"After receiving the notification, we will not send invoices in paper format / Efter att vi har mottagit meddelandet kommer vi inte att skicka pappersfakturor / No paper invoices will be sent after the e-invoice notification."

 

Payer Identifier 1

Identification Information (4-70 characters) that the invoicer asks the recipient to fill in so that the invoicer can correctly allocate the incoming address notification to the right customer and the right invoice.

Examples: Reference Number, Customer Number, Contract Number, Order Number, and Telephone Number.

Identification information must be provided in all three languages so that the information can be displayed to the consumer in their preferred service language in online banking.

Type of Information: The online bank may support formal verification of the identification information based on the selected type.

For some types of information, you can additionally set length (1-35) and the allowance of spaces and hyphens as validation rules. Both length rules must be provided or neither.

Payer Identifier 2

Identification Information (4-70 characters) that the invoicer asks the recipient to fill in so that the invoicer can correctly allocate the incoming address notification to the right customer and the right invoice.

Examples: Reference Number, Customer Number, Contract Number, Order Number, and Telephone Number. Identification information must be provided in all three languages to be displayed to the consumer in their preferred service language in online banking.

Type of Information: The online bank may support formal verification of the identification information based on the selected type. For some types of information, you can also provide validation rules such as length (1-35) and the allowance of spaces and hyphens. Both length rules must be provided or neither.

Payer May Suggest a Due Date: Select if you want to allow this.

Payer May Suggest a Billing Period: Select if you want to allow this.

Biller's Bank Contact Information

IBAN Account Number: The invoicer's account number in IBAN format, with or without spaces.

All account numbers appearing on paper invoices must be included in the invoicer notification. The consumer receives an e-invoice subscription request if the used account number is provided in this invoicer notification. The "Add Account" button provides space for a new account.

When account information changes, the change notification must always include all account numbers (both changed and unchanged). If an old change notification is used as a basis for adding or deleting accounts, the new account details from the change notification are used.

Space for new account details can be created with the "Account has changed" selection. This is pre-selected if the notification used as the basis for the change notification has an account change. The "Transfer Account" button is also available, allowing previously reported change information to be transferred in place of removed account details.

Bank BIC: The bank's BIC code.

 

Instructions for Creating Invoicer Notifications When the Property Manager/Accounting Firm Changes

This guide describes the operating model when the property manager changes, but the residents' e-invoice addresses and direct debit authorizations remain unchanged. If the housing association also changes banks and/or e-invoice operators at the same time, it is important to remember that change messages must be sent through the old bank.

1. The housing association's details do not change when the property manager/accounting office changes.

The old property manager provides the new property manager with the original invoicer notification details:

• E-invoice address
• E-invoice operator
• Billing subject code
• Used maintenance fee account(s)

The old property manager should request the bank to remove the housing association's e-invoice services from the property manager firm's agreement only after the new property manager has made its own agreement with the bank and received all necessary biller notification details and the residents' e-invoice addresses to avoid interruptions in collecting maintenance fees.

2. The housing association's details change.

2.1 Invoicer Notification Change Requirements

If the following information changes, a change notification (Change message) must be sent to the banks from the invoicer notification:

• Change in the housing association’s e-invoice address and/or intermediary bank
• Change in the housing association’s name
• Change in the housing association’s account number
• Change in the housing association’s address details
• Desire to change the billing subject name (e.g., Maintenance fee, rent, usage fee, or housing charges)
• Desire to terminate the e-invoice/direct payment service

 

2.2 Tasks of the old property manager/accounting office before handover

Changes to the invoicer notification must always be sent from the same e-invoice address and through the same e-invoice intermediary from which the active invoicer notification was sent. Therefore, the old property management firm should send a biller notification change message (Change message) to transfer the active biller notification to the new property manager.

When the housing association's e-invoice address and/or intermediary bank change, the old property manager must send a invoicer notification change to the bank. The message will include the new property manager's intermediary bank and, if necessary, the new e-invoice address.

The housing association's e-invoice service must not be terminated until the new property manager has received the invoicer notification details and the ability to manage the invoicer notification. Additionally, the new property manager must be provided with residents' e-invoice addresses, intermediary details, and the billing method (e-invoice/direct payment) to ensure uninterrupted collection of maintenance fees.

 

2.3 The new property manager/accounting office can make additional changes to the invoicer notification.

After the change, the new property management office can make any other necessary changes (such as account numbers) by sending an invoicer notification change. The change is updated using the information of the active invoicer notification. The housing association’s account number must be provided as both old and new (even if unchanged) when sending an invoice notification change (Change message).

 

Error Messages for Consumer Invoices

• Delivery failed: "EpiDateOptionDate ei ole sallitussa aikavälissä"
• Delivery failed: "Osoitetiedot SOAP -kehyksellä ja MessageTransmissionDetails -elementissä eivät täsmää"
• Delivery failed: "Vastaanottajalla ei ole voimassaolevaa vastaanottoilmoitusta (e-lasku tai suoramaksu)"
• Delivery failed: "No senderinfo match EpiPaymentInstructionId and creditor acc"

 

Delivery failed: "EpiDateOptionDate ei ole sallitussa aikavälissä" 

The error message means that the due date on the invoice has either passed or is too close. Generally, it's advisable to leave at least four banking days between sending the invoice and the due date.

 

Delivery failed: "Osoitetiedot SOAP -kehyksellä ja MessageTransmissionDetails -elementissä eivät täsmää"

The reception notification (RI message) is missing for the respective consumer customer, or they have canceled the agreement, meaning there is no consumer agreement.

 

Delivery failed: "No senderinfo match EpiPaymentInstructionId and creditor acc"

The error is usually due to a mismatch in the sender's account information between the invoicer notification (SI message) and the consumer invoice. These two sets of information must match, or at least one of the account numbers specified in the invoicer notification must be present on the invoice.

In the invoicer notification, the account information is specified in the following section:

FI1112223330002345
OKOYFIHH

The same account number(s) must be found on the consumer invoice. If you wish to change the bank account, you must send a new SI message of type CHANGE, in which you update the account number. The invoice may include other account numbers, but the account number in the Epi section of the invoice must be one that is specified in the invoicer notification.

 

Error Messages for Invoicer Notifications and Follow-Up Actions

• Laskuttajailmoitus on jo olemassa
• Laskuttajailmoitusta ei voida kohdistaa
• Muutettavaa laskuttajailmoitusta ei löydy
• Poistettavaa laskuttajailmoitusta ei löydy
• Creditor not found
• SAMOILLA TUNNISTETIEDOILLA LÖYTYY JO LASKUTTAJAILMOITUS
• ERROR: DUPLICATE MESSAGEID
• Mitättömiä merkkejä SellerInstructionFreeText tiedossa
• ERROR: MESSAGE PARTYID DOES NOT MATCH COMPANY OVT
• Muu virhe: Tarkista ja korjaa SellerInstructionFreeText elementti
• Palvelusopimus puuttuu

 

Laskuttajailmoitus on jo olemassa

This error message means that a invoicer notification with the same details already exists at the bank.

Action:

You do not need to send the invoicer notification to this bank as it already exists.

 

Laskuttajailmoitusta ei voida kohdistaa

This error message indicates that the sent CHANGE or DELETE message cannot be located at the bank because the invoicer notification to be modified does not exist, or the message at the bank contains different details (e.g., billing subject code).

Action:

• If the invoicer notification to be modified cannot be found, a new invoicer notification or ADD message should be sent to this bank.
• If you sent a change notification with incorrect details (e.g., billing subject code), correct the message in this respect and resend it.

 

Muutettavaa laskuttajailmoitusta ei löydy

This error message means that the sent CHANGE message cannot be located at the bank because the invoicer notification to be modified does not exist.

Action:

Instead of a CHANGE message, you should send an ADD message to this bank.

Poistettavaa laskuttajailmoitusta ei löydy

According to the error message, the invoicer notification cannot be found at the bank, or the message at the bank has different details (e.g., billing subject code).

Action:

• You do not need to send a DELETE message to this bank.
• If you sent a DELETE message with incorrect details (e.g., billing subject code), correct the message in this respect and resend it.

Creditor not found

Action:
In this case, simply resending the invoicer notification usually resolves the issue. However, if resending does not help, please contact customer service.

SAMOILLA TUNNISTETIEDOILLA LÖYTYY JO LASKUTTAJAILMOITUS

This error message indicates that a invoicer notification with the same details already exists at the bank. The same biller can send multiple invoicer notifications, but each must have a unique billing subject code.

Action:

• A invoicer notification already exists with these details, so you do not need to resend it.
• If you want to send another invoicer notification to be billed for a different service, you must send it with a different billing subject code.

ERROR: DUPLICATE MESSAGEID

This means that a notification has already been sent once with the same "message ID." In this case, the MessageID of the message should be changed as the same cannot be reused in any situation.

The MessageID in the notification appears as follows:

eb:MessageId</eb:MessageId>

This should be different for every new sending attempt, whether it is an ADD, CHANGE, or DELETE message.

Action:

Correct the MessageID element, i.e., the "Notification Identifier," and resend the biller notification.

Mitättömiä merkkejä SellerInstructionFreeText tiedossa

This problem usually arises when there is a character set issue in the invoicer notification, causing, for example, the letter ä to turn into a special character. The character set problem can occur if the text in the invoicer notification is copied from another source that uses different character encoding.

At the very least, those banks whose invoicer notifications returned an error should receive a resend. Enter the information manually into the invoicer notification to avoid this issue in future notifications.

If you want to correct the text for other banks where it also appears abnormal, you need to send a CHANGE notification where this information is also manually entered.

ERROR: MESSAGE PARTYID DOES NOT MATCH COMPANY OVT

The OVT code in the invoicer notification does not match the e-invoice address in Maventa.

Action:
Ensure that the invoicer notification is given the sending company's e-invoice address in the format 0037 + business ID and operator code DABAFIHH. An IBAN format e-invoice address cannot be used in the invoicer notification.

The e-invoice address should be given as follows:

eb:Fromeb:PartyId003712345678</eb:PartyId>eb:RoleSender</eb:Role></eb:From>eb:Fromeb:PartyIdDABAFIHH</eb:PartyId>eb:RoleIntermediator</eb:Role></eb:From>

Muu virhe: Tarkista ja korjaa SellerInstructionFreeText elementti

This error usually occurs with invoicer notifications (SI messages) sent to Nordea, as Nordea requires the messages to have a SellerInstructionFreeText element. If this is absent, the message will result in an error.

The element details can be, for example:
Enter the reference number of the latest invoice. Ge den senaste fakturans referensnummer. Enter the reference number.

Palvelusopimus puuttuu

The error can occur if the invoice is intended as a B2C invoice, but based on invoice data, it is interpreted as a B2B invoice. As a result, the invoice is sent through a different channel.

The error can also occur if the billing subject code on the invoicer notification does not match. Please check the invoicing subject element. This is a mandatory element for all B2C consumer invoices. Once the data is corrected, the invoice can be resent from your invoicing software. If needed, please contact customer service.

 

Terminating or Transferring Consumer Invoicing

 

Useful Links

General Guidelines and Links to Finvoice Messages

https://www.finanssiala.fi/aiheet/verkkolaskutus-finvoice/#/

 

Comprehensive Document on All Message Types

https://file.finanssiala.fi/finvoice/Ilmoittamispalvelun_soveltamisohje_201.pdf

 

Biller Notification Creation 2.0 (TOOL)

https://laskuttajailmoitus.finanssiala.fi/

 

Biller Notification Creation Program, Instructions

https://file.finanssiala.fi/finvoice/Laskuttajailmoituksen_teko-ohjelma_ohje.pdf

 

https://file.finanssiala.fi/finvoice/ohje_e-laskutuksen_sailymisesta.pdf