VAT ID validation (VIES)

For EU supplier invoices, Cortena can check the VAT ID against the European VIES registry. The result appears on invoice detail and can affect review queues, workflow branches, and export eligibility.

1. What VIES validation means

After extraction (and when you save an edited VAT ID), Cortena may call VIES and mark the supplier VAT ID as valid or invalid for that check.

Invalid means the registry rejected the number at check time, not automatically that the invoice is fraudulent. Common causes:

• OCR typo (missing country prefix, transposed digits)
• Supplier gave a local tax number instead of an EU VAT ID
• VIES temporarily unavailable
• Non-EU supplier · VIES does not apply

2. Fix and re-check

1. Compare the VAT ID on the PDF with the field on invoice detail.
2. Edit the VAT ID with spreadsheet-style save (Enter commits).
3. Cortena re-validates when configured. Clear typos often resolve the flag.
4. If the number is correct but VIES is down, follow your accountant’s policy (retry later or proceed with manual approval).

Receivable issuer VAT checks (your legal entity) are separate. See Tenant legal profile.

3. Review queues, workflow, and export

• Needs review lists may include invoices with invalid VAT IDs depending on display rules.
• Workflow Conditions can branch on invalid VAT (for example send to a compliance review step).
• Accounting export (DATEV, Exact, Twinfield) may block when VIES reports invalid unless the tenant allows export with invalid VIES. Manual export can still ask you to confirm.

Related FAQ (short form): Why is the supplier VAT ID invalid? This article is the full guide.

4. Tips and limitations

• VIES applies to EU cross-border VAT ID checks. Domestic-only suppliers may not need VIES for your policy.
• Validation is point-in-time; registry updates can change results on a later re-check.
• Allow-export-with-invalid-VIES is a tenant/accounting preference. Do not assume all workspaces behave the same.
• Invalid VAT does not auto-reject payment. Treasury and AP policies still apply separately.

Quick reference