Getting started with Pagero Online

This guide will teach you how to use start using Pagero Online. It will cover the basics from activating your user account and managing your customers, to start sending your first electronic invoices.
Here you'll find more in-depth guides and frequently asked questions.

Table of Contents

  1. Activate your account
  2. Administrating company users
  3. Adding new customers
  4. How to activate routing
  5. Sending invoice from portal

 

1. Activate your account

Before you can start using Pagero Online, you must have active user account.

Activating user account in Pagero Online
  1. When your company registers, an activation email will be sent to the email address used in registration. In the email you will find a link to activate your user account in Pagero Online.
  2. Click on the link, you must read and approve the user agreement then choose a password, continue then to Pagero Online.
  3. Log in to Pagero Online with your username and chosen password. You can access your user info from the home page by clicking Edit Account button next to your username on the left.



  4. Here you can edit your email address and password. Remember to press Save on corresponding fields.

    Additionally, admin users can also edit company users' roles.
  5. Admins can also edit company-wide settings by clicking Edit Account on the home page, next to the company logo.
Activating user account (old web)

  1. When your company registers, an activation email will be sent to the email address used in registration. In the email you will find a link to activate your user account in Pagero Online.
  2. Click on the link, you must read and approve the user agreement then choose a password, continue then to Pagero Online
  3. Log in to Pagero Online with your username and chosen password. You can access your user info in Settings - User information

  4. To edit your company settings go to Settings - Company Information. It is recommended to add as much information as possible. Please note, that you must have administrator rights in order to edit company-wide settings.


 

2. Administrating company users

Managing your company's users in Pagero Online is easy and simple process. Note that you must have administrator rights in order to do so. Here we will go through the different ways you can manage your company's users both in the old and new versions of Pagero Online.

Creating new users in Pagero Online
  1. Click Edit account next to your company's logo. This will take you to your company account page where you can edit settings and manage your userbase.

  2. Navigate to Users tab, then select Add new user.
  3. This will open a new window to the right where you can fill in user's information. Create User button will send activation link to new user's email address.
  4. In order to edit users rights, you can simply click their username and navigate to User Roles.

If you do not have enough user licenses, please contact your Pagero salesperson or purchase an additional user from the Pagero Store by clicking on Store at the top bar.    

Then click on Additional Pagero Network User and then Request Quote.

Editing & deleting users in Pagero Online
  1. Click Edit account next to your company's logo. This will take you to your company account page where you can edit settings and manage your userbase.


  2. Navigate to Users tab and click the user you wish to edit.
  3. This will open a new window to the right where you can edit user's username and email address, as well as manage their rights within Pagero Online. You can even grant admin user rights here.
  4. Remember to press Save.
  5. Here you can also remove users, by pressing Delete button. This will open a confirmation dialog where you must again choose Delete.
Creating new users (old web)
  1. Navigate to Settings - Users. Here you will see a list of all the current users for your company.
  2. From the left panel, click New user. This will open a new window where you can add the user's information. The mandatory fields are marked with a red asterix-symbol (*). Note, that usernames must be unique, but a single email address can have multiple Pagero Online accounts linked to it. E-mail address itself can also be used as username.

* If you do not have enough user licenses, please contact your Pagero salesperson or purchase an additional user from the Pagero Store by clicking on Pagero Store in the left.

Then click on Additional User - Pagero Network and then Request Quote.

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Editing & deleting users (old web)
  1. Navigate to Settings - Users. Here you will see a list of all the current users for your company.
  2. Click an user to open a new window to manage them. You can edit company user's username and email, as well as grant them different privileges (you can even make other users administrators). Remember to Save after any changes.

  3. Here you can also delete users by clicking the Delete button. Note that there will be no confirmation box for this and the deletion will be instantaneous. If this is done accidentally, you can wait a moment, then create a new user with same credentials to restore the lost account.

 

3. Adding a new customers

Before you can start invoicing you customers, you'll need to first check if they exists within Pagero Network. Here, you'll learn how to add new customers

Adding new customers in Pagero Online

1. Go to Network - Search. You can search for your customer with their company name, the corporate identification number, the VAT registration number and/or the EAN code. After this you will get a list of all matches found with your search terms.

2. In order to add a new customer click the entity you wish to add and press Connect.

3. This will lead you to a new page where you'll find recipient's capabilities of which you can pick and choose the connection type you need.

If the recipient has specific requirements or simply does not automatically approve every supplier, a new window will open up below where you can send a connection request to them.

After this, you can find this pending request in Network - Requests. Once your customer has accepted your connection request, you can start invoicing them.

 

Adding new customers (old web)

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/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.

A separate article about maintaining you customer directory can be found here. 

6. 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. 

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.

 

4. How to activate routing

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.

How to activate routing

If you are about to add a recipient to your customer directory that requires a routing to be set up, please start by following the normal routine for adding recipients to your customer directory, you can find them Here.

If the customer then requires a routing to be setup, when adding the customer to your directory you will be guided to the tab Routing. This is where you can send an e-mail that contains information collected from the sender and the recipient in Pagero Online. It is not mandatory to send an e-mail via Pagero Online.

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After you have received a response from your customer that the routing has been set up, you need to manually activate the routing request from Pagero Online. Here is how you can activate routing for the recipient.

1. In Pagero Online go to Customer directory - View requests - Routing requests

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2. You can see all the routing requests with a status Awaiting response on the list or by searching the company by name. By choosing the desired row, you can either cancel or activate the request.

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Note! The status Awaiting response in Pagero Online won’t update itself, It can only be activated by you.

 

5. Sending invoice from portal

From Pagero Online, we make our Invoice Portal available to our clients to facilitate the creation and sending of electronic invoices. Underneath, you'll find complete instruction how to send electronic invoices directly from our portal.

How to send invoice from Pagero Online

1. To be able to access this portal, log in to Pagero Online with your credentials and click Create invoice

2. Choose the recipient and the type of invoice you wish to create:

  • Debit: A debit invoice is a document used by a seller to inform the buyer of current debt obligations. You may consider it as the default type of invoice to use.
  • Credit: A credit invoice is a document used, among others, to cancel or correct an invoice that has been successfully processed and sent.

If you can’t find the recipient in the drop-down menu, you would need to add them to your customer directory. More information on how to add customers can be found here. 

Once you are done, click Create invoice

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After creating an invoice, you have the option to save it as a template. This way, you can select it in this step and adjust only the data that differs from your template. Please note that templates are not shared between different recipients.

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If available, click on the template you wish to use and click on Create invoice from template.More information on how to save a template can be found in step 11. 

3. Information about the recipient will be pre-populated based on the information available in your directory. Some data (customer number, delivery and invoice address) can be updated if required by clicking Edit

4. Fill in the Invoice Details. If needed, additional fields can be added by clicking on Add fields and choose from the options that will appear on the right side of your screen (Invoice Details).

Keep in mind that all mandatory fields you need to fill are marked with a red asterisk (*), if this information is not provided, it will not be possible to process/send the invoice.

5. Articles – Add information about the articles of the invoice.
  a. Add more rows by clicking on Add Row.
  b. If needed, you can add additional fields to all rows, by click Add field to all rows on the bottom left. If you wish to add a field to only one specific row, click the plus sign on that row. Choose the additional fields you wish to add from the list on the right side.
  c. To see all added additional fields, click Expand All, and Collapse All to hide the fields (the additional fields will still be added to the invoice).

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Keep in mind that some customers could have some extra mandatory requirements or strict range of values that do not appear in this guide. If you have received a registration link to Pagero from your customer directly, you can check all the extra invoice requirements on their Project page (the link to this page should be available in the registration email, but you may also request it from our Support team).

 

If your invoice is to be VAT-exempted, please, keep reading. Otherwise, you may skip directly to Step 6.

You would need to add VAT Exemption for your article rows by clicking on Add field to all rows and then you click on VAT Exemption, so it has a checkbox in it.

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Afterwards, you may choose the specific reason for the exemption under VAT Type

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When the VAT Type has been chosen, you can add a text that provides further context by clicking on VAT Exemption

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Keep in mind that even though you have clicked on VAT Exemption, the VAT in the article row still needs to be a zero since this value is a mandatory field.

6. If applicable, add discounts or charges, by clicking Add Discount or Add Charge and fill in the needed information.

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7. If a discount or charge should be tax-exempt, click the + to add this information.

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8. If needed, you could change the currency of the invoice or the VAT by click Add fields, and choose if you’d like to round the invoice total amount:

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9. Add payment method or change payment method, click the drop-down list.
You can add several payment methods, by clicking Add Account and choosing the account type you wish to add from the drop-down list:
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This information can be automatically added to all invoices by navigating to Settings - Accounts - Add Account.

10. You can attach files to your invoice by clicking on Choose file. If you wish to add extra attachments, click Add attachmen" to add the attachment and then choose Type of attachment.

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11. Once the invoice is complete, you can proceed and choose the send mode by clicking on the arrow next to the Send invoice button. Here, you'll find three options:

  • Prod - The most common send mode, this document will be processed normally
  • Test - The document will be processed in test mode, so it will have no impact on the production environment and therefore will not be a legally binding document. Not all recipients are set up to receive test invoices, and it is most often used to make sure that the entire flow works prior to going into production
  • Cert - Certification mode is used to confirm technical setups, test formats, test agreements. Routing connections, troubleshooting and so on. Files sent in certification mode will not be forwarded to recipients but will do all actions in the Pagero Online document flow, which provides flexibility. Essentially, it's a test invoice that can't reach a recipient.


You can also choose to save your invoice as a Template. The template can be used the next time you wish to send an invoice to this recipient. All information saved in the template will be added to the invoice the next time you choose that template. Templates are chosen in the first step, when you choose the recipient. All saved templates will be presented.
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Additionally, you can choose to preview the invoice before sending it. The purpose of this function is to ensure fields have been filled in correctly.

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Have more questions? Submit a request