How to use Fina for supplier issues

Fina helps you detect purchase issues during reconciliation and prepare contact with the supplier when you need to claim something or request documentation.

Before you start

To make the most of this flow, check three things:

• In Fina > Settings > Issues, enable automatic issue creation.
• If you want Fina to be able to send emails, connect an account in Fina > Settings > Email.
• On the supplier, make sure there is at least one contact with an email address. If there are several, it is a good idea to mark the main contact for purchasing.

When does Fina create an issue?

Fina automatically creates or updates an issue when reconciliation detects a problem that needs follow-up with the supplier.

This happens mainly in these cases:

• Missing documents: for example, the invoice refers to delivery notes or receipts that are not available.
• There is a discrepancy against you: for example, you were overcharged, something not delivered was invoiced, or the price is worse than the one that matches the delivery.

Not every difference opens an issue. If the difference is justified or is in your favor, Fina may only leave a notification and not generate a supplier issue.

When does it suggest an email?

Fina generates a draft for review when it detects that it needs to write to the supplier, but it should not or cannot send it on its own.

It usually does this in these situations:

• Automatic email sending is disabled.
• There is no email account connected.
• More than one email account is connected and Fina cannot decide which one to use.
• The supplier has no contact email.
• The supplier has several emails, but none is marked as the main purchasing contact.

In addition, Fina can also suggest follow-up emails:

• If the supplier replies and you need to answer, Fina can suggest a response.
• If more than 3 days pass since the last email sent and there is no reply, Fina can suggest a reminder.

Important: follow-ups and reminders are suggested for review; they are not sent automatically.

When does it send the email automatically?

Fina can only automatically send the first email of the issue if all of these conditions are met:

• You have enabled automatic email sending in Fina > Settings > Issues.
• There is only one email account connected for the group.
• The issue is linked to a supplier.
• That supplier has a valid contact email.
• If the supplier has several contacts with email, one of them is marked as the main purchasing contact.

If any of these requirements are missing, Fina does not send the email and leaves a proposal for you to review and send manually.

What should the user review?

Although Fina automates part of the process, the user still needs to review:

• The supplier contacts: that the email is correct and, if there are several, which one is for purchasing.
• The connected email account: that it is active and the one you want to use.
• The suggested drafts: recipient, subject, and message before sending them.
• The supplier replies: especially if they include new documents or require a new answer.
• The pending issues: both in Fina > Pending tasks and in Issues, especially Pending review and Pending response.

What happens next?

• If the supplier replies with attachments, Fina waits for those documents to be processed before continuing with the issue.
• If a later reconciliation resolves the problem, Fina can automatically close the issue it created.
• If human intervention is still needed, the issue remains pending for the user to review.

Updated on: 23/04/2026