Unit matrix

Below, the columns of the unit matrix are explained in detail.

• Legal unit name
  The name of the unit within the customer organization. This should be the registered name of the unit/company. This information will be used to establish any required services for each receiving company, and the company name will be inserted into invoices from the data capture service. A dummy company may need to be created to receive unmatched invoices.
• E-invoice address
  This is a unique identifier assigned to each receiving unit to route e-invoices through the Basware Network. In other words, it is a unique identifier for Basware Network. If the customer is already an e-invoice receiver, these may already be assigned and recorded. If not, it is recommended to select existing unique codes, such as a business ID (VAT or similar). If these do not exist, they must be created and/or ordered from the appropriate authority. The e-invoice entered in the unit matrix must be present in the extracts provided.
• Unique company code
  The number or code assigned to the unit in the accounts payable system (typically an ERP). This is used for identification and routing purposes when more than one legal entity shares a PO Box/email address. This is not the same as the e-invoice address. The company code entered in the unit matrix must be present in the extracts provided.
• VAT registration number (tax ID)
  If the VAT registration number is an extracted field, then the values populated in this column will be excluded from the results.
• Scan method
  The source of the business document is selected from the dropdown list.
  
  • Email only: The data capture project can be created with email only. This can be used in the case of Scan & Capture, which has only an email receiving solution (no paper). For SmartPDF, this method must be selected.
  • Paper and email: If paper processing is required, select "paper and email". If this is selected, then the Paper Processing Guide must be created.
  • CloudScan: For in-house scanning and/or email receiving, Basware offers a CloudScan solution.
  • Custom delivery: Special arrangements to send invoices to Basware must be agreed upon with the Basware sales team.
• Production email address
  The e-mail receiver solution is a component of the Scan & Capture or SmartPDF service that customers receive as part of their agreement with Basware. It allows invoices in PDF format to be emailed to a specified email address, which will then be downloaded and processed through the implemented data capture process set up for that customer.
  One e-mail address is required for each legal entity defined in the project, to enable the separation and sorting of invoices in the same manner as a PO Box.
  The e-mail addresses are chosen by the customer with the following format in the production environment:
  
  • Scan & Capture: <customer choice>@bscs.basware.com
  • SmartPDF: <customer choice>@pdf.basware.com
    • When switching from Scan & Capture to SmartPDF, the original bscs ending domain can be used in SmartPDF to ensure a smooth transfer between the two different services.
• Test email address
  The e-mail addresses in the test environment should be the same as those in production, but note the ending:
  
  • Scan & Capture: <customer choice>@bscstest.basware.com
  • SmartPDF: <customer choice>@testpdf.basware.com
    • When switching from Scan & Capture to SmartPDF, the original bscs ending domain can be used in SmartPDF to ensure a smooth transfer between the two different services.
• Languages (in order of % received)
  For each legal unit name, please indicate which languages invoices can be expected to be received in. It should be in the order of languages in which invoices arrive. For example, if 70% of invoices are received in English, 20% in French, and 10% in German, the values should be English, French, and German (in that order). The scanning service project in the background will be applied to the languages under consideration.
• Yearly volume
  The expected volume of invoices per year for this unit.
• Go-live date
  The date by which the first production invoices are expected to be processed and released via production systems.
• Delivery SLA time zone
  This is used to calculate throughput SLAs. Please provide the full-time zone information, for example, (UTC) Dublin, Edinburgh, Lisbon, and London. Typically, the time zone of the country where the contract was signed. Meaning, if the customer's headquarters are located in Germany, then the time zone is marked as "(UTC+2) Berlin".
  
  • Best practice: If the data capture project is a large, multi-region setup, specify regions as EMEA, North America, and APAC, and select a city within each region. If multiple regions are used, create a separate Data Capture Guide for each region, as this is best practice for region-specific capture rules. Additionally, due to office hours, it's important to have invoices arriving at optional times within the region.

Paper Processing Guide

Basware offers paper scanning as part of the Scan & Capture. If paper scanning is required, then a separate Paper Processing Guide must be created. For more information about paper scanning and the guide, please visit the Paper Processing Guide.