Setting up customers and vendors for Continia eDocuments

• 27/08/2025
• 12 minutter at læse

Once you've activated Continia eDocuments and set it up, you must set up your vendors and/or customers to use it. This process is described in the sections below.

Checking eDocument receiving capabilities

Although you can take for granted the fact that a customer or vendor you're doing business with is able to physically receive documents, it's not always clear if they can also receive eDocuments. However, Continia eDocuments allows you to do just that: check if the customer/vendor you need to send an eDocument to is capable of receiving it.

To enable this feature:

1. Search () for and select Continia eDocuments Setup.
2. On the Automations FastTab, enable the Update Documents Receiving Capabilities setting.
3. The status of Update Documents Receiving Capabilities changes to Ready, indicating that the task responsible for updating the eDocuments participation cache is running.

You can now verify if a customer or vendor is part of an eDocuments network. The instructions below use vendors as an example:

1. Search for () and select Vendors.
2. On the Vendors page, click Related > Vendor > Continia eDocuments Vendor Setup.
3. If the eDocuments Receiving Capabilities FactBox is empty, click Recheck eDocuments Receiving Capabilities on the action bar. Once the FactBox is populated, you can go through the types of document the vendor can receive – and via which network.

Additionally, if you attempt to send an eDocument to a customer or vendor who's unable to receive it, an error is shown to indicate why. For example, the receiver might not be registered on the network.

Setting up customers and vendors

There are two ways to set up and connect business partners, be them customers or vendors.

The recommended way is to use the eCandidates feature, which offers automatic discovery and network registration of participants. Identified participants can then be connected individually or in batches, considerably speeding up the process.

However, it’s also possible to manually set up customers and vendors. Both methods are covered here.

To automatically set up customers and vendors

1. Search () for and select eCandidates.
2. If you don’t see any eCandidates in the table, click Refresh List on the action bar.

3. Before selecting a connection method, check the values under the Network Registrations column – as you might have eCandidates registered in different networks.
4. Select the desired eCandidates and, on the action bar, click Connect. Alternatively, click Batch Connect on the action bar to connect all listed eCandidates in one go.

5. In the Connect eCandidates dialog box, under eDocuments, check the value of the From Participation field and select a value for the Electronic Format field. Note that, if using the batch connect method, all eCandidates must be registered in the same network selected in From Participation – and they must be able to receive the format set in Electronic Format.
6. Under Send eDocuments Automatically, customize the values of the Customer and Vendor fields if needed. When you’re done, click OK.
7. A dialog box confirms how many, if any, eCandidates have been connected. If needed, go through the process again using different values for From Participation and/or Electronic Format.

To manually set up customers

1. Search () for and select Customers.

2. On the Customers page, in the list of customers, click the name of the customer you want to set up to use Continia eDocuments. This opens the Customer Card.
3. On the action bar, click Related > Customer > Continia eDocuments Setup to open the Continia eDocuments Customer Setup page.
4. On the General FastTab, using the fields on the left side, specify how you as a vendor would like to exchange documents with the selected customer:
• Send In Electronic Format - select the electronic format you want to use when sending electronic documents to this customer.
• Send From Participation - select the participation you want to use when sending electronic documents to this customer. For more information on participations, see Setting up the Continia Delivery Network.
• Send eDocuments Automatically - select which documents should be sent automatically when posted – if any.

5. On the right side of the FastTab, under Customer Identification, specify how to identify the customer:
1. In Type, select the type of identifier that you want to use to identify the customer.
2. If you selected Other under Type in step 5a above, click the three dots on the right side of the Scheme ID field to open the Continia Delivery Network Identifiers page. From the list of identifiers, select the one that you want to use for this customer, and then click OK to return to the Continia eDocuments Customer Setup page.

3. In Recipient ID, enter the customer's exact ID, unless this has been autofilled.

> [!NOTE] > As in step 5b, if you selected **VAT** or **GLN** in step 5a, the **Recipient ID** field will be autofilled with the correct ID, if this is available for the selected customer.

6. Optional: On the Export Setup FastTab, make any adjustments to the settings, if necessary.
7. Return to the Customer Card.
8. On the General FastTab, go to Document Sending Profile and select CONTINIAEDOCUMENTS.
9. Repeat steps 2-8 for any additional customers you want to set up.

You're now all set up and ready to use Continia eDocuments to send electronic documents to the selected customers. If necessary, you can add additional customers at a later stage.

To manually set up vendors

1. Search () for and select Vendors.

2. On the Vendors page, in the list of vendors, select the name of the vendor you want to set up to use Continia eDocuments. This opens the Vendor Card.
3. On the action bar, click Related > Vendor > Continia eDocuments Setup to open the Continia eDocuments Vendor Setup page.
4. On the General FastTab, using the fields on the left side, specify how you as a customer would like to exchange documents with the selected vendor:
• Send in Electronic Format - select the electronic format you want to use when sending electronic documents to this vendor.
• Send From Participation - select the participation you want to use when sending electronic documents to this vendor. For more information on participations, see Setting up the Continia Delivery Network.
• Send Purchase Orders Automatically - enable it if purchase orders should be sent automatically when released.

5. On the right side of the FastTab, under Vendor Identification, specify how to identify the vendor:
1. In Type, select the type of identifier you want to use to identify the vendor.
2. If you selected Other under Type in step 5a above, click the three dots on the right side of the Scheme ID field to open the Continia Delivery Network Identifiers page. From the list of identifiers, select the one that you want to use for this vendor, and then select OK to return to the Continia eDocuments Vendor Setup page.

3. In Vendor ID Value, enter the vendor's exact ID, unless this has been autofilled.

6. Return to the Vendor Card.
7. On the General FastTab, go to Document Sending Profile and select CONTINIAEDOCUMENTS.
8. Repeat steps 2-7 for any additional vendors you want to set up.

You're now all set up and ready to use Continia eDocuments to send electronic documents to the selected vendors. If necessary, you can add additional vendors at a later stage.