Do you work with multiple administrations within your organisation? With administration detection, you don't need to manage a separate email address per administration. The platform recognises, based on invoice data, which administration a document belongs to.

Administration detection is relevant if you:

• manage multiple administrations or organisations in one eConnect environment
• want to use one central submission address instead of a separate address per administration
• receive invoices that are visually addressed to different entities within your group

The feature works for e-invoices (XML) and for PDF invoices processed via the IDR.

The system recognises, based on the name and address on the invoice, which administration the invoice should be routed to. The prerequisite is that the possible administrations are known to eConnect in advance and are fully filled in on the platform.

Multiparty conversion goes a step further: the IDR automatically determines which organisation within your account an incoming PDF invoice is intended for. After conversion to XML, the document is delivered to the correct inbox.

For organisations with complex structures (for example property managers with dozens of properties), you can set up aliases per administration. An alias is an alternative name that may appear on the invoice and that the system links to the correct administration.

An example: a property manager has administrations per building. The supplier addresses the invoice to "Office Building De Toren". Via an alias, the platform knows this belongs to administration number 4523.

The administration blocks (CustomerParty) in the IDR screen are populated from a BuyerGroup. A BuyerGroup is created by eConnect Support at account level. The platform collects the data of all organisations in the account and sends it to the BuyerGroup in the IDR.

If an IDR group is greyed out or not correctly populated, check that all organisation data is complete (street name, postal code, city, country). If data is incomplete, the BuyerGroup can be recreated so that updated information is sent to the IDR.

Multiparty conversion is not part of a standard account and requires a subscription with multiparty in the feature pack.

Enable: activate multiparty via the Email Receiver settings. When activated, an IDR group is automatically created with all organisations in your account. If you later add a new organisation, it is automatically added to the existing IDR group.

The selection takes place in two phases:

Phase 1: IDR recognition

The IDR searches the PDF document in two steps:

1. Identifier matching (highest priority): the IDR searches for identifiers such as VAT numbers and company registration numbers that match an organisation in the group. On an exact match, that organisation is selected directly.
2. Soft matching: if no identifier is found, the IDR looks at organisation name, city and postal code. With exactly one match, automatic selection follows. With multiple matches, the document goes to Quality Control for manual verification.

Phase 2: platform routing

After receiving the XML from the IDR, the platform looks at the field AccountingCustomerParty/Party/PartyLegalEntity/CompanyID. If this value matches an organisation in the platform, the invoice is placed there. If there is no match, the invoice falls back to the organisation that owns the email receiver.

Tip: ensure complete identifier data (VAT number, company registration number) for all organisations. Keep names, addresses and postal codes up to date for the most reliable matching.

If the system cannot determine with certainty which administration an invoice belongs to, the invoice is not automatically routed but forwarded to the Quality Control team. They manually determine the correct administration.

You configure administration detection via the Email Receiver:

1. Open Email Receiver in the platform.
2. Create a new sender or edit an existing one.
3. Enable Conversion for multiple organisations.
4. Activate the sender (status Active).

For multiparty conversion, activate the multiparty setting in the same Email Receiver configuration.

Administration detection is available with the Professional subscription or higher. This feature is not available with the most affordable Scan & Recognise subscription.

Set up the Email Receiver to activate administration detection.