Trade documents will be digitalised

The aim is that when you place orders, invoice customers or produce receipts, all documents are in machine-readable (structured) format. Digital orders are called procurement messages, digital invoices e-invoices and receipts digital receipts. Digital vouchers are transmitted between companies and systems via interfaces. Read more about procurement messagese-invoices and digital receipts.

An example of how digital vouchers would function in the future:

  • When concluding a contract, trading partners prepare a catalogue of the products and services covered by the contract and the prices agreed for them.
  • When a company places an order, a machine-readable (structured) procurement message is generated on the basis of the agreed catalogue. Because the order data is in machine-readable format, the data is immediately transmitted to the trading partner’s systems (such as accounts receivable, inventory system or the enterprise resource planning system), automatically and in a secure manner.
    • The machine-readable order confirmation is transmitted from the supplier to the customer in the same manner.
  • When the product or the service has been delivered, the invoice is generated on the basis of the structured information contained in the order and the order confirmation.
  • When the customer receives the invoice, it will be automatically entered in the accounts payable.
  • In principle, invoice details can be checked on the basis of the structured product and service catalogue prepared in connection with the tender, purchase decision and the contract; for example, do the hourly or daily rates and the unit or batch prices of the products correspond to the prices agreed in the catalogue.
    • The company can determine how the factual checks and approval of invoices should be carried out.
  • When all vouchers are in digital format, their accounting details are automatically entered in the bookkeeping of both partners and in a variety of different reports.
  • Receiving invoices from government agencies

    If you receive invoices from government agencies and would like to switch to e-invoicing first contact the agencies in question.

    You can also request e-invoices with attachments from the agencies in question. If you are using a bank as an invoicing operator and your company has concluded an agreement with the bank on transmitting attachments, you should notify the government agency sending the invoices that you also accept attachments. Otherwise, you will receive all invoices with attachments as paper mail.

, Updated 27.4.2023 at 16:02