Invoice tools

• Exporting invoices from a Maventa account
• Testing XML invoice material on a Maventa account
• Sending XML invoice material from a Maventa account
  • Error situations and restrictions
• Deleting invoices from a Maventa account

It is good to note that Maventa operates solely as an invoice intermediary (i.e., as an operator), and it is not possible to create invoices within the service itself. To use Maventa's operator services, you need an accounting software that can generate invoices in an XML format supported by Maventa.

Exporting invoices from a Maventa account

Company account users can download individual or multiple sales and purchase invoices in the format of their choice. Supported file formats include, for example, the XML formats supported by Maventa, CSV, and PDF.

If invoices need to be downloaded manually from the company's Maventa account, follow these instructions to download sales invoices sent from the account or purchase invoices received to the account:

1. Go to the following section in the Maventa account: Settings > Invoice Tools > Export invoices

2. In the view, search criteria can be defined for the invoices to be downloaded. If no criteria are defined, the search result shows all sales and purchase invoices of the company account.
   
   The search can be filtered in the following ways:

   1. Free-form filtering: The search can be filtered by entering the desired keyword (such as the supplier's name) into the Enter your filter criteria text field

   2. Time period: Invoices can be searched from a specific time period under the Choose date range for invoices to showe section. The filtering is done in the following order:

      1. Select from the drop-down menu whether the search concerns the invoice date or the due date of the invoices

      2. Define the desired date range by entering the start and end dates directly into the date fields

   3. Invoice type: The search results can be filtered to concern only sales or purchase invoices by selecting either the Sent invoices or Received invoices checkbox to active

3. When the necessary search criteria have been set, click the Search button

4. Once the search results have formed, the selection of invoices is carried out:

   1. Select the invoices to be downloaded: Select the invoices to be downloaded one by one by clicking the invoice checkbox to active in the Invoice number column. Alternatively, you can use the Select all and Clear select buttons at the bottom of the view

   2. Select the file format: The export format for the downloaded files is selected from the drop-down menu at the bottom of the view

5. Download the selected invoices by clicking the Export invoices button at the bottom of the view

Testing XML invoice material on a Maventa account

Company account users can test the validity of XML format invoice material and ensure its compatibility with Maventa before the actual sending. The function also supports XML batch files containing multiple invoices.

Follow these steps to test the created XML invoice material in the Maventa user interface:

1. Go to the following section in the Maventa account: Settings > Invoice tools > Test XML invoice material
2. Upload the XML invoice material to be tested by clicking the Choose File button
3. Send the XML invoice material to be tested by clicking the Submit button

The validation result and feedback on the structure of the material appear below the upload view as soon as the analysis is completed.

If the XML data is correct in its structure and meets the requirements, the system gives a success notification. At the same time, a summary of the most important invoice details from the material is formed in the view, so that it is easy to verify their correctness visually before the actual sending of the invoices.

If the material is not valid, the system reports the detected errors and deviations. The user can review the error reports and codes rising into the view, based on which the necessary corrections can be made to the invoice data through the accounting software in use.

Sending XML invoice material from a Maventa account

Company account users can send valid XML invoice material created in accounting software and compatible with Maventa directly through the Maventa user interface. The service enables a pre-check of the material before the actual sending to ensure the correctness of the invoices.

Follow these steps to send the created XML invoice material in the Maventa user interface:

1. Go to the following section in the Maventa account: Settings > Invoice tools > Send XML invoice
2. Upload the XML invoice material to be sent by clicking the Choose File button
3. Submit the XML invoice data by clicking the Submit button
4. If the XML material is correct in its structure and meets the requirements, check the correctness of the invoice. After checking:
   1. Confirm the sending by clicking the Send button if the details are correct
   2. Cancel the sending by clicking the Cancel button if there is something to correct in the details

Error situations and restrictions

• Incorrect material: If the uploaded XML material is not valid, the system interrupts the process and reports the detected errors and deviations. In this case, the material cannot be sent until the errors have been corrected in the accounting software.
• Restriction regarding attachment files: It must be noted that invoices that include attachment files cannot be sent through the Maventa user interface. Invoices with attachments must be sent to Maventa directly from the accoutning software via the API interface.

Deleting invoices from a Maventa account

Company account users can request the deletion of sales and purchase invoices from the system through the dedicated view. It must be noted that invoices are not deleted from the system immediately; instead, the reported invoices are permanently deleted 365 days after the request is sent. The notice period for deletion is due to the fact that the invoice data must be available for any ambiguities or investigation needs that may arise later.

Follow these steps to send an invoice deletion request in the Maventa user interface:

1. Go to the following section in the Maventa account: Settings > Invoice tools > Delete invoices
2. Enter the unique identifiers (Invoice ID) of the invoices to be deleted into the dedicated text field. If there are multiple invoices to be deleted, the identifiers are separated from each other with a comma
3. Confirm and send the deletion request by clicking the Delete invoices button

The invoice identification details (Invoice ID) required for deletion can be checked from the following places:

• Accounting software: The identifiers are often available directly in the software in use if the invoices have been sent to Maventa through an integration
• Maventa user interface: The identifiers can be retrieved from the Maventa user interface by navigating to either the Sent Invoices (sales invoices) or Received Invoices tab (purchase invoices) and opening the details of the invoice in question