Company Identity and Document Direction
The direction of the document — incoming or outgoing — is determined by comparing the identity of your account with the supplier and buyer on the document.
How It Works
- There are two sides to the document, the supplier and the buyer.
- The service tries to find your ICO or Czech VAT number on one of them.
- If it finds it with the buyer, the document is incoming. If with the supplier, outgoing. A match on ICO is definitive and overrides the direction you chose when uploading.
- If the ICO is nowhere to be found, the company name is compared with tolerance for typos. A match on the name will determine the direction only where you allowed it to be recognized. If you chose the direction yourself and the name suggests the opposite, a discrepancy will occur.
- If nothing matches, the document is considered incoming.
In the document detail, you can see how the direction was determined: by ICO, by name, or that your company is not on the document.
Why ICO and Not the Name
Company names are written differently on documents: “Alfa s.r.o.", “ALFA sro", “Alfa, spol. s r. o.". Comparing names is therefore only a fallback option that looks for similarity, not an exact match. ICO is unique, hence no tolerance is applied: two companies can have ICOs differing by a single digit.
Where Identity is Set
In two places, and the order matters:
- At the folder — by pressing the Who Am I button in Folder Management. This takes precedence and this is what an accounting firm wants.
- At the account (Settings → My Company) — it will be used when the folder does not have its own identity.
Without a filled identity, the Recognize Automatically option is not offered during upload and the document is incoming until you say otherwise.
In the folder row, you can see what applies to its documents: either the own name and ICO, or the same value with a note from account settings, or a warning that identity is not set anywhere.
More Own Companies
If you run multiple companies in one account, give each its own folder with its own identity. It is not possible to set both at the account level, and it wouldn't make sense — the service would not know which of them the document belongs to.
Lookup in ARES
Wherever identity is entered — in the welcome window, in account settings, and at the folder — you can fetch the ICO and name from the ARES registry by pressing the Load from ARES button: with a filled ICO, it will fill in the official name, and with part of the name (at least three characters), it will offer a list of companies to choose from. The registry is only used here, it does not inquire about documents.