E-invoice in file transfer Service description

E-invoice in file transfer Service description

Content Receiving invoices through Netbank or file transfer... 3 Who can use the service?... 3 How to adopt the service... 4 File formats... 4 Finvoice... 4 Transmission of e-invoices via file transfer... 4 Sending e-invoices to personal customers... 5 File types in the notification service... 5 E-invoice link... 6 E-invoice processing period, storage and deletion... 6 Banking day... 6 Checking the delivery of invoices... 7 Delivery of e-invoice by mail... 7 Regulations concerning invoice content... 7 Delivery method... 7 E-invoice address... 7 Service fees... 8 Support and help desk services... 8 Cancelling of the service... 8 August 2010 2

General description E-invoice is a service offered by Nordea Bank Finland with which corporate customers can transmit electronic invoices to their own customers. Nordea delivers e-invoices to all those companies, organisations and personal customers who receive e-invoices and have made an agreement on the service with Nordea. If a customer has not informed Nordea of an e-invoice address, invoices are delivered to the invoice receiver by mail, provided that the invoicer has concluded an agreement with Nordea and indicated the invoices to be directed for printing. Nordea e-invoice is offered via two channels: the file transfer service and Netbank. E-invoice files can also be sent and received through the Web Services connection. If the size of the files to be sent via the Web Services connection exceeds 50 megabytes, the files must first be compressed. For detailed instructions, see the Web Services service description on Nordea s website at Nordea.fi under Corporate customers/payments and cards/tools. Customers can also authorise an intermediary to receive and send e-invoices on their behalf through file transfer. E-invoices can be delivered through Netbank to companies and personal customers in Finland. This service description applies to the Finvoice transmission service model. The service model requires that the customer has concluded an agreement with its bank on the transmission of e-invoices. Nordea transmits e-invoices it receives through a banking network to other bank groups and payment institutions participating in the Finvoice transmission service. Receiving invoices through Netbank or file transfer E-invoices can be received either through Netbank or file transfer. Invoice receiver makes an agreement with Nordea on reception of e-invoices and notifies invoice senders of its e-invoice address. E-invoices can be delivered with an account number in the IBAN format in Netbank to an e-invoice address via file transfer. Invoices can be received from a bank that has joined the Finvoice transmission service or from an e- invoice intermediary provided that Nordea has an agreement on intermediation services with the intermediary. In such a case, the invoice receiver notifies the invoicer of the e-invoice address it has received from the intermediary in question. If an invoicer does not notify Nordea of the invoice receiver s account number or e-invoice address, the e-invoice can be printed and delivered to the invoice receiver by mail to the address stated by the invoicer. Who can use the service? The service is intended for customers domiciled in Finland. If the invoice sender s domicile changes, the branch in which the agreement was made must be immediately notified of the change in writing. If Nordea extends the service, it makes a separate announcement on its website or updates this service description. April 2011 3

How to adopt the service Before adopting the service, the customer as a reporting entity must ensure that its ledger program or corresponding financial administration program supports the Finvoice standard. In connection with making the agreement on the service, Nordea provides the customer with an e- invoice address (separate addresses for sending and receiving invoices, if necessary). For the reception of e-invoices, the invoice receiver notifies his or her e-invoice address to the invoicer when making the agreement on the delivery of e-invoices with the invoicer. We recommend that the sender and receiver test the functioning of the e-invoice transmission before adopting the service. Besides making the agreement and notifying the sender of the address, the sending and reception of invoices in Netbank do not require any other action. File formats Finvoice Finvoice is an invoice message in XML format that can be processed automatically in the suitable ledger program. Alternatively, Finvoice can be opened on the browser display and paid in Netbank. Instructions and help files concerning Finvoice messages and transmission are available on the website http:/www.finvoice.fi maintained by the Federation of Finnish Financial Services (Finanssialan Keskusliitto, FK). Transmission of e-invoices via file transfer An invoice sender signs an agreement with Nordea on sending of e-invoices. Invoice receiver signs an agreement with Nordea on reception of e-invoices and notifies the invoice senders of its e-invoice address. For further information on the data connection, delivery and transmission of e-invoice files and transmission feedback, see the technical documentations indicated below. Finland: File transfer and Web Services service descriptions are available on Nordea s website at Nordea.fi under Corporate customers/payments and cards/tools Denmark, Norway and Sweden: GiroLink on the Internet: http://www.postgirot.se click Corporate => GiroLink The invoice sent to Nordea can be wrapped or unwrapped. If it is wrapped it can be with or without indentations. The invoicer s account numbers must be in the IBAN format with the bank s BIC indicated. April 2011 4

Invoices can be delivered to another bank or to another e-invoice intermediary provided that the intermediary and Nordea have made an agreement on intermediation services. In such a case, the invoice receiver notifies the invoice sender of the e-invoice address it has received from the intermediary in question. If an invoicer does not notify Nordea of the invoice receiver s account number or e-invoice address, the e-invoice can be printed and delivered to the invoice receiver by mail to the address stated by the invoicer. Sending e-invoices to personal customers Besides companies, an invoicer can send e-invoices to personal customers through Netbank. The invoicer must inform its personal customers of contact information for possible complaints and arrange proper customer support for dealing with the complaints. The invoicer must send an invoice sender's notification to the banks on the basis of which personal customers are informed about the possibility to receive e-invoices from the invoicer in question. The invoicer sends the notifications via its contractual bank addressed to each bank to the personal customers of which it wants to offer the e-invoice. In other words, if the invoicer wants to offer the e- invoice to customers of four different banks, the invoice sender must send four different invoice sender s notifications to Nordea, separately for each subject for invoicing. In turn, personal customers notify their reception address in Netbank and Nordea transmits the invoice receiver s notifications of the personal customers to the invoicer. The invoicer can retrieve the invoice receiver s notifications via file transfer. When Nordea is the invoicer s contractual bank, other banks deliver the addresses of their personal customers using their online bank to Nordea. In this way the invoicer can retrieve all the personal customers addresses from one place and update the reception addresses in its own invoicing system. File types in the notification service Through the notification service an invoicer can notify customers of its ability to offer e-invoicing and to receive customers e-invoice addresses for the delivery of e-invoices. Nordea transmits the invoice sender's notifications to the personal customers and delivers the invoice receivers e-invoice addresses to invoicers via file transfer. The file types related to the electronic invoicing of personal customers are: FIB2CLASS FIB2CVASL Invoice sender s notification Invoice receiver s notification Rejected invoice sender s notifications are compiled into Acknowledgment messages in the same way as rejected invoices. The customer can retrieve the rejected invoice sender s notifications with the file type HYLLASKUT. In a rejected invoice sender s notification the SOAP frame shows SENDERINFO as the sender and NDEAFIHH as the intermediary. The error situations in the processing of the invoice sender's notifications are described in section 4 of the Intermediation service s Implementation Guidelines published by the Federation of Finnish Financial Services (http:/www.finvoice.fi) You can also find further information on the processing of reception addresses in the Service description of the Federation of Finnish Financial Services at http:/www.finvoice.fi. April 2011 5

Nordea s service description for the notification service is available at Nordea.fi under Corporate customers/payments and cards/tools. E-invoice link By using the E-invoice link additional service an invoicer can offer a personal customer a link in Netbank to an image of the invoice and an appendix or other additional information related to the invoice. If the invoicer uses a register of personal identity numbers, it can also identify customers who view the additional information. The link is formed anew every time for each browsing, which makes it safer than the usual Internet links. The E-invoice link service description is available at Nordea.fi under under Corporate customers/payments and cards/tools. E-invoice processing period, storage and deletion Banking day An e-invoice delivered through the file transfer service is made available for retrieval in Netbank by the third banking day at the latest, provided that the invoice is appropriately confirmed and Nordea has identified the invoice receiver. When an invoice receiver uses an intermediary for the reception of e-invoices, an invoice is considered duly delivered at the moment it is delivered to the file transfer service to be retrieved by the intermediary. The invoicer must make sure that the structure of the outgoing invoice messages complies with the message description. Nordea s system checks the structural correctness of the invoice messages. After an e-invoice has been processed in Nordea s system, it can no longer be deleted. If an invoice requires correction, the invoicer must send the customer a credit note. The invoicer notifies the receiver of an invoice requiring correction by sending the receiver a credit note. If the receiver of the credit note is a company using Nordea s Corporate Netbank, the credit note must be delivered on paper. The storage of received invoice files in Nordea s system is described in the service descriptions. Finland: File transfer and Web Services service descriptions are available on Nordea s website at Nordea.fi under Corporate customers/ Payments and cards/tools Denmark, Norway and Sweden: GiroLink on the Internet: http://www.postgirot.se click företag => produkter och tjänster => GiroLink A banking day refers to weekdays excluding Saturdays, Sundays and holidays, Midsummer s Day, Christmas Day, New Year s Day or any other day that is not considered a banking day. The definition of a banking day may change if the service is extended. The change will be updated in this service description. April 2011 6

Checking the delivery of invoices The invoicer must retrieve feedback to verify that invoices were further delivered to invoice receivers. How and when feedback can be retrieved is described in the technical descriptions. Finland: File transfer and Web Services service descriptions are available on Nordea s website at Nordea.fi under Corporate customers/ Payments and cards/tools Denmark, Norway and Sweden: GiroLink on the Internet: http://www.postgirot.se click företag => produkter och tjänster => GiroLink If Nordea does not identify an e-invoice receiver by the given e-invoice address or account number, it rejectes the e-invoice and returns it to the invoicer. The invoice sender must check the reason for the rejection and correct the invoice before re-delivery or deliver the invoice to the invoice receiver by mail. Delivery of e-invoice by mail If an invoice receiver has not given an e-invoice address, e-invoices are delivered to the invoice receiver by mail, provided that the invoicer has agreed on it with Nordea and indicated in the e-invoice that it is to be printed and mailed. For an invoice to be directed for printing, the To Receiver element of the SOAP frame must include a word beginning with Print, Tulos or Paperi (eg Print ; also Tuloste or Paperituloste ). The words can be written with upper case or lower case writing. Nordea or its subcontractor prints out the e-invoice and delivers it in an envelope to the post office. Finland Post delivers invoices according to its terms of postal operations. Nordea does not limit the geographic area to which the invoice can be delivered except in special circumstances. Regulations concerning invoice content A law, statute or an order of the authorities may require certain information to be included in the invoice. The requirements can vary depending on the invoicer s sector. The invoicer is responsible for ensuring that the invoice contains the information required by a law, statute or an order of the authorities. We recommend the invoicer to study the legislation on VAT and instructions given by the tax administration. Nordea s service does not include legal counselling on tax and formality requirements concerning invoicing. Delivery method The delivery methods are e-invoice and delivery by mail. E-invoice address When delivering invoices via file transfer or to another bank, use the invoice receiver s e-invoice address; when delivering invoices to an online bank, use the invoice receiver s account number. April 2011 7

To other invoice receivers not specified above invoices can only be delivered by mail. The invoicer should note that the address information concerning electronic invoicing of personal customers can only be filed and used for electronic invoicing purposes. The agreement limits the use and disclosure of address information. Service fees Nordea charges for the service according to its currently valid tariff. Support and help desk services E-support for Corporate Customers: in English 0200 67230 0.11 euros per min + local network charge/mobile call charge, service hours on banking days 9.00-18.00, on short banking days 9.00-14.00. in Finnish 0200 67210 0.11 euros per min + local network charge/mobile call charge, service hours on banking days 8.00-18.00, on short banking days 8.00-14.00. in Swedish 0200 67220 (Betalningsrådgivning för företag) 0.11 euros per min + local network charge/mobile call charge, service hours on banking days 9.00-16.30, on short banking days 9.00-14.00. Automatic E-support Help Desk: in Finnish, Swedish and English 0100 6730 No service charge, local network charge/mobile call charge, service hours 24/7. You can find this information in Swedish at: Nordea.fi/ Kontakt You can find this information in Finnish at: Nordea.fi/ Yhteystiedot Cancelling of the service If you want to cancel the service, contact your Nordea branch. April 2011 8