Counterparties

The Counterparties tab is a list of companies you do business with: suppliers from incoming documents and customers from outgoing ones. Nothing is entered here. A counterparty will appear automatically with the first recognized document that contains it, and everything else is compiled from documents.

Who is a counterparty

For an incoming document, the counterparty is the supplier, and for an outgoing one, the customer. A company is identified by its IČO. If it is not present on the document, it is identified by its name without diacritics, spaces, and dots, so "Dodavatel s.r.o." and "DODAVATEL s. r. o." refer to the same company. The duplicate check recognizes it in the same way.

The name, IČO, and DIČ are displayed from the latest document. If the supplier renames itself, the register should show the current name, not the one from the first invoice.

Documents uploaded before the register was created will automatically link to the counterparties in the background. For a large archive, this may take some time, and the default folder or tags will not be added to them.

Overview

For each counterparty, you can see:

• the number of documents for a company with which you have both incoming and outgoing documents, also split by direction,
• the total sum of amounts by currency,
• IČO, DIČ, and the VIES register's response on whether the company is a VAT payer,
• the date of the latest document,
• whether it has a default folder, sender addresses, and known accounts.

You can search by name, IČO, or DIČ, ignoring diacritics: "cez" finds "ČEZ Prodej, a.s." You can sort by the latest document, name, or number of documents.

The document count includes completed documents and those awaiting verification. Only completed documents contribute to the sum, same as in the summaries: a document awaiting verification hasn’t been confirmed by anyone yet. Documents in the trash are not counted.

Counterparty Details

The detail shows the last twenty documents. The All Documents button takes you to the document listing filtered for this counterparty; the filter is visible above the list even when filters are collapsed and can be removed with a cross.

When a company is paired in Fakturoid, the detail indicates this. The pairing maintains the connection with Fakturoid based on IČO, and the register only displays it.

Default Folder and Tags

For a counterparty, you can set the folder for its documents and tags that each of its documents should receive. This applies to documents added to the counterparty from now on:

• Only documents without a folder go to the default folder. A document that you placed in a folder during upload or one sent by the receiving address will remain where it is. Moving is the same as a manual move in the listing, and the document is not reprocessed for this.
• Tags are added to those the document already has, up to a maximum of ten tags per document. Only your tags are offered; automatic ones like Credit Note are managed by the application based on the data.
• Only the first time. If you remove a document from the folder or delete its tag, subsequent verification confirmations will not restore it. The settings will only apply again if the document is reconnected to another counterparty, for example, because you corrected the supplier's IČO during verification.

Older documents are not reorganized by the settings.

Sender Addresses

When a supplier sends invoices via email directly to your receiving address, assign their address to the counterparty. Messages from this address will then go straight to the counterparty's default folder, even before extraction. This is important: the document type and output format are chosen based on the folder, so it would be too late to move it after extraction.

The order in which the folder is determined:

1. folder in the recipient's plus-address (address+foldername@…),
2. the default folder for the counterparty to which the sender's address belongs,
3. the folder set at the receiving address.

The sender of the message determines this, not the original sender of the forwarded invoice. An invoice forwarded to you by the accountant will only be classified by the counterparty after extraction if the document does not have a folder.

The detail offers addresses from which you received documents only from this counterparty via email. You assign them, nothing is automatically assigned: documents from the accountant's address are sent from all suppliers, and an automatically assigned one would send them to that of the first supplier. One address belongs to one counterparty, and a counterparty can hold a maximum of ten addresses.

Sender addresses are not a list of allowed senders in email receiving settings. That defines who you accept mail from; here it is only about where the document will be placed.

What the application remembers about the counterparty

• Known accounts. Accounts to which you have paid suppliers, retained from confirmed verifications. A different account on the document will be reported as a finding during verification, see Findings and Their Resolution.
• Insights from corrections. See Insights on Suppliers; you can delete them individually in settings.
• VIES register's response. The register asks during processing and confirming the document when you have VAT number verification enabled. The response is recorded with the counterparty along with the date. If a document with a different DIČ arrives, the old response is discarded.

Forget

The Forget button at the end of the detail deletes what the application knows about the counterparty: insights from corrections, known accounts, sender addresses, default folder, tags, and the VIES register's response. Documents remain, as does the counterparty in the register because it is referenced.

The next invoice from the supplier will then be treated as the first one: the new account is not reported and is only memorized upon confirmation of verification. This cannot be undone. Forgetting and any changes to the default folder, tags, and addresses go into activity.

Who Can See Counterparties

The register belongs to the document owner. A guest of the shared folder can see the documents they are permitted to access, but they cannot see the owner’s register or its settings.