Approve Supplier Bank Details
Bank details on an incoming invoice are a claim, not a fact. Every account an incoming e-document proposes is filed on the Vendor Bank Approvals page and waits for a person to accept or turn it down. Nothing is written to a vendor until somebody approves it.
This exists because a changed bank account on a supplier invoice is the usual shape of invoice fraud.
Open the list
Choose the 
Search icon, enter Vendor Bank Approvals, and then choose the related link. It is also on the vendor card, as Bank Accounts from E-Invoices.
The column to read first is New Account. When it is cleared, the document is asking you to change bank details you already hold — which is the case that deserves a phone call.
Approve or reject
- Select the row.
- Choose Approve or Reject.
- Read the confirmation carefully and answer it.
For a new account you are asked to confirm the account, the vendor, and the account holder named on the document. For a change to details you already hold, the confirmation lays out both accounts side by side and says what to do:
This document changes where vendor number (name) is paid. You currently hold: account The document asks for: account A changed bank account is the usual form of invoice fraud. Confirm it by calling the supplier on a number you already had, not one from this document, before you approve. Approve the change?
The phrase "on a number you already had" is the whole control. A number printed on the document that is asking for the change is not independent verification.
Rejecting is remembered. A rejected account is never reopened automatically, however often it arrives — later documents carrying it only raise the Times Seen count.
Use Approve Selected or Reject Selected to work through several rows; each one still asks about itself in turn.
What the account holder name tells you
Account Holder (Document) is the name the document gives for the account. Your bank runs the same comparison when you pay, so a name that is not the supplier's own is a reason to stop rather than a formality. Where the document names no holder, you are told that too, so a blank is never mistaken for a match.
What approving actually does
That depends on Approved IBAN Action on E-Invoice Platform Setup:
| Option | What happens |
|---|---|
| Record Only | The decision is filed. Nothing changes on the vendor. |
| Create Bank Account | The account is added to the vendor, but is not nominated — nothing is redirected until someone chooses it. |
| Create and Set Preferred | The account is added and made the one payment suggestions use. |
Create and Set Preferred is exactly what invoice fraud is aiming for. Pick it only where you trust the approval step completely.
New accounts get the code from Vendor Bank Account Code on setup, with a numeric suffix if that code is already taken for the vendor.
An account that fails its check cannot be approved
Every proposed account is checked against ISO 13616. One that fails cannot be approved:
This account cannot be approved: reason
A malformed account number on a supplier invoice is worth a phone call in itself — it is either their typo, or a sign the document was altered.
Rows with no vendor
A row where no vendor could be identified cannot be approved, because approving it would record a decision about nobody. Choose Assign Vendor first; that also fills in the vendor's Peppol endpoint if it was blank, so later documents from the same sender match on their own.
Compare with what the vendor has today
Choose Vendor Bank Accounts to see the accounts the vendor carries now, next to the one this document proposes. On a change row this is the comparison the decision rests on. Vendor Card opens the vendor itself.
Reopen a decided row
Choose Reopen to put an approved or rejected row back to Open so it can be reviewed again. Nothing reopens by itself: a rejected account stays rejected however often it arrives.
Catch up on the inbox
Scan Inbox Now reads the platform inbox for the current look-back window and files any bank details it finds. Documents received from now on are read automatically, so this is for catching up, or for seeing the list without waiting for the next scheduled import. Running it again does not create duplicates.