Maventa Receivables management service

• Receivables Management Service activation
• Consumer Invoicing in the Receivables Management Service
• Sending invoices through the Receivables Management Service
• Management of Assignments
• Customer Grouping
• Change Bank Account Number
• Steps for invoice payment monitoring
• Error Messages
• Closing the Receivables Management Service

 

Receivables Management Service activation

1. Activation takes place from the Maventa interface:

• Log in to Maventa

• Select "Receivables Management Service" from the main menu

• Go to "General Settings"

2. Filling in the Information:

• Fill in your company's information on the form

• Click 'Continue'

3. Implementation in the Netvisor KYC Service:

• Follow the link to the Netvisor KYC service

• Fill in the information request form using personal online banking credentials or mobile verification

• Accept the service's terms of use

The service will be activated within 1-2 days without additional charges.

You can find more detailed description and instructions of the service activation via API in Receivables management service documentation.

Using the Receivables Management Service with Connector

It is recommended to disable the functionality of backing up sent invoices in the settings of the Connector.

This functionality may copy invoice details even before Visma Amili Oy has modified them, so the backed-up invoice and the invoice actually sent to the recipient might differ in this context.

Consumer Invoicing in the Receivables Management Service

Make the necessary changes to SI messages, add Visma Amili Oy's account number, and ensure smooth consumer invoicing through the Receivables Management Service.

Steps for Making Changes to Consumer Invoicing

1. Activate the Service:

• Activate the Receivables Management Service. You have 5 business days to make the necessary changes to the billing notifications (SI messages).

2. Add Visma Amili Oy's Account Number:

• Locate the account number (IBAN) for Visma Amili Oy in the Receivables Management settings.

• Add this account number to your consumer billing agreements (SI messages).

3. Send Modified SI Messages:

• Create and send CHANGE-type SI messages to all banks with which you have active billing notifications.

• Use your financial management software or the FKL tool (billing notification creation tool on the Finanssiala.fi website) to create these messages.

• Note that adding the new account number to the agreements is recommended, and existing information should not be overwritten.

4. Handling SI and RI Messages:

• Verify that invoices are sent through the Receivables Management Service with the correct account details and reference numbers.

• If you are using a reference number in your software system for matching, combine the original and the sent reference number for the recipient.

Keywords: SI message, consumer invoicing, Receivables Management Service, Visma Amili Oy, FKL tool, IBAN, CHANGE message

Sending invoices through the Receivables Management Service

This guide explains how to send invoices through the Receivables Management Service using certain mandatory information, how Visma Amili Oy processes invoices, and what types of invoices cannot be sent through the service.

Preparations

• Ensure that the invoice data includes a complete recipient's postal address and a due date at least 4 banking days in the future.

• Check that the total amount on the invoice matches the sum of the line items and includes a reference number.

• If payment reminders are to be sent in Swedish or English, add a language code to the invoice. Finnish is the default language.

• Use a unique invoice number if possible, unless the following exceptions apply:

  • The new invoice has a different date than an existing assignment.

  • The new invoice has the same date as a closed assignment that does not involve payments or credits.

  • The new invoice has the same date as an open assignment and the original invoice is in an error state.

Limitations

• Only invoices in euros (EUR) are accepted; others are directed straight to the recipients and must be tracked independently.

• The following formats cannot be used: OIOXML, WoodX, BGC, Axflow, Facturae, PX, UBL, Facturae.

• There is a 5-day grace period for consumer e-invoices, during which they are sent directly to customers.

Processing by Visma Amili Oy

• IBAN: Account details are replaced with Visma Amili Oy’s for them to manage receivables.

• Reference number: Replaced with Visma Amili Oy’s own, but accounts are maintained with the original invoice's reference.

• A transfer clause and text with an online service link and login credentials are added.

Assignment and Monitoring Possibilities

• An assignment is created between Visma Amili Oy and your company for all sent invoices. Monitor the invoice status in the assignment interface and make change requests as needed.

Keywords: invoicing, Receivables Management Service, Visma Amili Oy, euro, IBAN, reference number, assignment.

Management of Assignments

This guide addresses the management of assignments for the Receivables Management Auto and Receivables Management Express services, including creating assignments, communicating with Visma Amili Oy, and browsing different views in the service.

Creating Assignments:

• Receivables Management Auto: An assignment is created for each sent invoice.

• Receivables Management Express: An assignment is created for each separately transferred invoice.

Communication with Visma Amili Oy:

• Follow events through the assignment, such as the receipt of payments or the sending of payment reminders.

• Add questions or information to the assignment, e.g., extending the invoice's due date.

User Interface Top Menu:

• Select "Receivables Management Service" to see an overview of assignments.

• The left side of the menu includes the following sections:

  • Assignments: A list of open assignments.

  • Messages: Assignments that include a message or comment; it is recommended to actively monitor these.

  • Closed Assignments: Paid and manually closed assignments.

  • Settings, General Settings: Receivables Management activation information.

  • Settings, Customer Grouping: Manage customer groupings.

Details of a Single Assignment:

• Events and messages related to the assignment are visible in the assignment details.

Editing Assignment Events

Add a Comment or Question:

• With this event you can add a comment or ask a question from Visma Amili Oy related to the assignment in question. Visma Amili Oy will also use this event for sending comments or questions to your company.

Report an External Payment:

• If the customer has paid directly to your company's account, you must notify Visma Amili Oy of this to stop the monitoring of receivables and potential collection actions. An external payment can be either the total invoice amount or just a part of it.

Link a Credit Note:

• Match a credit note to an invoice.

Request Due Date Extension:

• Add more time for payment by extending the invoice's due date.

Request Temporary Collection Hold:

• Add a collection hold, edit a temporary collection hold, or suspend the hold.

End the Assignment:

• The assignment is closed, and collection ends.

Record the Assignment as a Bad debt expense:

• Use this option if you want to record the invoice as a bad debt expense.

Customer Grouping

This guide teaches you how to limit the progression of collections on a per-customer basis using Receivables Management Service customer grouping. The guide includes the use of VIP and PREMIUM customer groups as well as setting up the no-collection monitoring group.

Instructions for setting up Customer Groups

• Add a customer to the VIP or PREMIUM customer group to limit the progression of collections.

• Ensure the customer's information includes the correct business ID.

• Remove the business ID from the customer group if you wish to continue collections.

Default payment monitoring:

1. Sending the invoice

2. Payment reminder

3. Collection letter

4. Legal collection

5. Post collection

Collection Process

PREMIUM Customers:

• Send a payment reminder and a demand for payment for an overdue invoice.

• Collection ends 30 days after the payment demand's due date.

• A charge of €30 + VAT is incurred from the invoice sender upon the assignment's closure if no payment is made.

VIP Customers:

• Send a cost-free payment reminder.

• Collection ends 30 days after the payment reminder's due date.

• A charge of €5 + VAT per payment reminder is incurred from the invoice sender.

No Collection Monitoring Customers:

• Add the customer's business ID to this group if you wish to avoid collection monitoring.

• Manage collections and prevent expiration yourself. No additional costs.

User Interface Customer Grouping

• Add the customer's business ID to the desired customer group through the interface.

• The same business ID cannot be in multiple groups.

• Customer grouping information appears on the assignment list with a delay (1-2 hours). See the example in the lower image.

Keywords: customer grouping, Receivables Management Service, VIP, PREMIUM, collection, business ID, User interface, payment reminder, collection monitoring.

Change Bank Account Number

If bank account details have changed and you are using the Receivables Management Service, the changed account number must be reported to our customer service by the main user of the Maventa account or a person authorized to sign for the company.

Steps for invoice payment monitoring

This guide describes how to handle situations where an invoice is paid on time or is not paid on time.

Paying the invoice on time

• Send the invoice from your invoicing softawre system.

• Maventa receives the invoice and forwards it to Visma Amili Oy for modification.

• Visma Amili Oy modifies the payment information of the invoice and returns it to Maventa.

• Maventa sends the invoice to the recipient, and an assignment is created in the service.

• The recipient pays the invoice using Visma Amili Oy's account details, and the assignment is marked as paid.

• Visma Amili Oy transfers the receivables to the sender's account within a few banking days.

If the invoice is not paid on time

• Visma Amili Oy initiates the reminder and collection processes.

• A reminder is sent to the customer, and the assignment's "Collection Status" shows as "Reminder Sent."

• The assignment list can be adjusted to show only assignments that have advanced to collection.

Error Messages

This guide provides instructions on how to proceed if an invoice encounters an error. It offers guidance on resending the invoice and what to do if the invoice cannot be sent.

SEND ERROR REASON: RECEIVABLES-SERVICE: Invoice already exists

• An invoice with the same number already exists in the service. Use a different invoice number.

SEND ERROR REASON: RECEIVABLES-SERVICE: The due date is within three days or has passed

• The due date is too short or has already passed. Update the due date and resend the invoice.

SEND ERROR REASON: RECEIVABLES-SERVICE: Postal code for CITY_NAME could not be found

• There is an error in the address details. Verify the information and resend the invoice.

When an invoice ends up in error

• Resend the invoice that encountered an error within two weeks.

• If resending is not possible, issue a credit note for the original invoice. Match the credit note to the open assignment to close it.

• If the invoice is not processed, Visma Amili Oy will mark the assignment with a collection hold and contact the sender.

• If you do not intend to resend the invoice, indicate this by commenting on the assignment. Change the invoice number if you create an entirely new invoice.