This is a guide combining all the information about how to manage your recipients and the ways of sending documents to them. It describes actions you can take in the old Pagero Online interface.
Table of Contents
1. Managing your customer directory
2. Open and closed customer directory
3. Open and closed supplier directory
4. Checking recipient's e-address and service provider
5. Suggest new customer / supplier
1. Managing your customer directory
Managing your customer directory within Pagero Online is easy. Utilizing Customer Directory enables greater control over where your invoices are routed. Linking a customer number to a certain E-address that exists within Pagero Network removes the need of using E-addresses or other electronical identifiers in your invoices.
Adding new customers
1. Either click Customer directory - Search & add customers in the menu to the left, or click the shortcut Add customer on the start page.
2. In the search field, you can look for the recipient by writing the company name, the corporate identification number, the VAT registration number and or the EAN code. We strongly suggest that you search for a recipient with the help of the id search bar, this to ensure the correct customer is added.
3. If you are uncertain whether the company or organization in the search result is the recipient that you want to add, click the name in the list to get detailed information.
4. When you have found the recipient you are looking for, click Add to add the recipient to your customer directory.
5. When adding the recipient to your directory, you can also add a customer number to the recipient if desired, this will be used for identifying your recipient. When you have filled the customer number, please press Next and then confirm it. You can also add the customer number later or not at all.
6. If the customer needs to accept your request you will receive a message in Pagero Online when the recipient is ready to receive e-invoices. You can see the status of your added recipients at any time from Pagero Online, go to Customer directory - View requests - Sent requests. This is when the recipient is also using Pagero.
Some e-invoice recipients with another service providers require a routing setup to be done at their end before you can start sending e-invoices to them. If this is the case you need to send a request for them and after receiving an answer, manually activate the routing.
Usually, it is up to the receiving service provider whether your recipient needs a set up. If this is the case, please see how to activate routing Here.
Editing and and deleting customers
1. Go to Customer Directory - My Customers
2. Search for the customer you wish to edit by typing a search word in the Search box. You can search by company name, organization number, VAT number, GLN number, OVT number, IBAN number, electronic id or service provider. If you're searching by company name, you can place a portion or the whole name between asterisks (*) to improve you results. The search box is case sensitive.
3. Once you have the results you wished for, you can reveal more information about your customer by clicking their name. The results also shows immediately which service provider they're currently set up within Pagero Network and the customer number you're using for them. If your customer has a red text next to their name stating Non existing, the customer has been deactivated from the Network. In these cases you should contact your customer and inquire about their current E-address information.
4. To edit the customer, click the Settings. This will open a new window with following tabs: Basic settings and Advanced. To edit or add customer numbers, you can press the button Edit customer number or simply type the new number in to the box and press Save. You can also have more than one customer number for your customers. You can separate them simply with a comma (,). In case of multiple customer numbers, it's advised to edit these via the Edit customer number button.
In certain cases, a recipient within Pagero Network can have more than one service provider. If this applies to your customer, you can see an additional box in your recipient settings labeled Select service provider. Here you can change where your invoice will be routed to.
You can find more settings behind the Advanced tab. It's here where you can also delete, activate or deactivate the customer from your directory. Deactivating the customer unlike deleting the customer, keeps the customer if you would like to activate the customer in the future. Most likely, there won't be a reason to touch the advanced settings, but if you're unsure about these, you can contact Pagero's support.
If you need to move existing customer number to another recipient, you must first remove the old customer from your directory. This will free the customer number so you can use it for another of your customers.
Problem Situations
Your invoice has been stopped with a following error, and you can find your recipient in Pagero's public directory: "Recipient of document X did not match any recipient in Pagero public customer registry or in your customer directory. Verify that the recipient is added to your customer directory"
If that happens, check if the customer number used on your invoice matches the customer number in your customer directory. After this you can resend your invoice.
2. Open and closed customer directory
In Pagero Online you can choose whether you want to have an open or closed customer directory. When your customer directory is closed, you will have to add every e-invoice recipient you want to send invoices to in to your customer directory.
If you don’t want to add every e-invoice recipient to your customer directory, you can choose to have an open customer directory and the system will look for the recipient directly in our public directory. Please keep in mind that the below changes can be made only by an account administrator. If you are not an account administrator, please ask an administrator to perform these changes for you.
You can switch between open or closed customer directory by changing the setting Use provided routing information.
Activate open/closed customer directory
1. Go to Settings - Settings - Company level settings and click on the Outbound tab.
2. Scroll down to Routing and the section Use provided routing information.
3. When this section is Off, the customer directory is closed, when this section is On, the customer directory is open:
If you have any questions you can always find contact information to our Support team in Pagero Online by sending a request through the menu above.
3. Open and closed supplier directory
In Pagero Online you can choose whether you want to have an open or closed supplier directory. If your supplier directory is closed, you will have to manually approve new suppliers by adding them to your supplier directory. You can choose to have an open supplier directory by changing the setting Authorize suppliers manually to Off. When this setting is off all suppliers that want to send you an e-invoice are able to do that without you having to accept them.
Please keep in mind that the above changes can be made only by an account administrator. If you are not an account administrator, please ask an administrator to perform those changes for you.
You can switch between open or closed supplier directory by changing the setting Authorize suppliers manually.
Activate open/closed supplier directory
1. Go to Settings - Settings - Company level settings and click on the tab General:
2. Scroll down to Document issuer authorization and the section Authorize issuers manually.
3. When this setting is On, your supplier directory is closed, when this setting is Off, your supplier directory is open.
If you have any questions you can always find contact information to our Support team in Pagero Online by sending a request through the menu above.
4. Checking recipient's e-address and service provider
If you're unsure about your customer's E-address and service provider, or whether they exists in the network Pagero offers, you can check them with these easy steps.
Checking recipient's information
1. Log in to Pagero Online
2. Go to Customer Directory - Search and Add customers
3. You can search all the possible recipients connected to Pagero's network with three methods. You can search with your customer's name, electronic identifier (eg. organization or VAT-number) or their service provider. Using an electronic identifier is the preferable method. If you wish to search your customer by name, you can place your search word between asterisks (*) to improve your chances of netting a result. This is because Company Name field is case sensitive.
4. Search-button will offer a list of all the companies that exist within Pagero's network based on your search-terms. By clicking the name of your customer, you can open a window with more information about them such as their Organization number, VAT-ID and e-invoice and their service provider. Pagero uses all these fields in order to route your invoices to correct place. You can add your customer to your customer directory with the Add button.
5. If you can't find the customer with your search, it's possible that they've yet to be added in the network. You can suggest new recipient by following the instructions below.
5. Suggest new customer / supplier
If you can't find your customer or supplier within Pagero Network, you can suggest these directly in Pagero Online.
Suggest a new customer
Not all of your customers might exist in Pagero's public customer directory, and this article will explain how to suggest these customers as new recipients so you may add them to your own directory.
1. First go to Customer directory - Suggest New Customers, then you may enter all the information that you have on your customer, and when submitted Pagero will confirm these details.
2. Once confirmed, the customer will be activated and you will receive a message.
3. After the customer is activated you can then add the customer to your own directory and start sending documents to them. Instructions on how to add a customer you will find.
* Please note that if you cannot find a customer when searching for them in our public directory, they might exist but have chosen to be hidden to other users in Pagero Online. In that case, please contact the Pagero Support team for help with adding your customer.
Suggest a new supplier
Not all of your suppliers might exist in Pagero's public supplier directory, and this article will explain how to suggest these suppliers as new recipients so you may add them to your own directory.
1. First go to Supplier directory - New Supplier, then you may enter all the information that you have on your supplier, and when submitted Pagero will confirm these details.
2. Once confirmed, the supplier will be activated and you will receive a message.
3. After the supplier is activated you can then add them to your own directory and they will be able to send documents to you. Instructions on how to add a supplier you will find here.
If the supplier is also a Pagero user you may send a message to them when adding them to your supplier directory, telling them you are ready to receive their documents. It is strongly advised that you, the recipient, contact the supplier confirming that you want to receive documents electronically even if this is the case. If the supplier is not a Pagero user, you must contact them directly.
* Please note that if you cannot find a supplier when searching for them in our public directory, they might exist but have chosen to be hidden to other users in Pagero Online. In that case, please contact the Pagero Support team for help with adding your supplier.