📍 Where can you find this module?
Main menu > Sales
Introduction #
This guide is intended for Kafinea users who create or edit Customer and Supplier records. You will find all the information you need to:
- Search for a French company from official registers
- Automatically pre-fill a Customer or Supplier record with official data
- Understand the checks performed by the system (duplicates, VAT, inactive company)
Good to know: Manual entry is always possible. If the search service is unavailable or if the company is not found, you can fill in the record normally.
1. Accessing Company Search #
Prerequisites #
The feature must be enabled by an administrator:
- Go to Main menu > Configuration > Module management > Features
- Enable the Company search option
Entry Point #
The Search for a company button is available in the edit screen (creation or modification) of a Customer or Supplier.
- Open a Customer or Supplier record in edit mode
- Click the Search for a company button
- A wizard opens as a modal window
2. Using the Search Wizard #
The wizard consists of two main steps: Search then Data preview.
Step 1: Search #
The search screen includes:
- A main input field: Name, SIREN or SIRET…
- An optional field: Postal code (to refine results)
- A Search button
Launching a Search #
- Enter a search term:
- The company name (or part of the name)
- A SIREN number (9 digits)
- A SIRET number (14 digits)
- Optional: enter a postal code to filter results geographically
- Click Search or press Enter
Understanding the Results #
Results are displayed as a list. For each company, you see:
| Information | Description |
|---|---|
| Name | The official company name |
| SIREN / SIRET | Legal identifiers |
| Address | The establishment address |
| APE Code | The main activity code |
| Status | A badge indicating whether the company is Active (green) or Closed (red) |
Note: If the number of results exceeds the display limit, a message prompts you to refine your search.
Selecting a Company #
Click on the desired company in the results list.
Case of a Company with Multiple Establishments:
If the company has multiple establishments (sites), an intermediate screen allows you to choose the correct establishment. Each establishment displays:
- Its SIRET number
- Its address
- Its status (Active / Closed)
- A Headquarters badge if it is the head office
Click on the establishment to use to continue.
Tip: A Back button allows you to return to the results list at any time.
Duplicate Detection #
After selecting a company (or establishment), the system automatically checks whether a Customer or Supplier with the same SIRET already exists in Kafinea.
If a duplicate is detected:
- A warning displays with the name and module of the existing record
- A View existing record link allows you to open this record in a new tab
- You can:
- Cancel: return to the search
- Continue anyway: proceed despite the duplicate
Step 2: Data Preview #
After selection, the system retrieves the detailed company data and displays a preview table comparing the current values in the record with the official data.
Understanding the Preview Table #
The table has three columns:
| Column | Description |
|---|---|
| Field | The name of the field concerned |
| Current value | The value already entered in the record (if existing) |
| Official value | The value from official registers |
Row Color Code #
| Color | Meaning |
|---|---|
| Green | New field: the record is empty, the official value will be added |
| Yellow | Modification: the current value differs from the official value — it will be replaced |
| Red | Warning: the official value is empty while the record already contains data |
| No color | Identical: the current value matches the official value |
Proposed Fields #
Official data covers the following fields:
| Field | Description |
|---|---|
| Account name / Supplier name | Official company name |
| Address | Establishment address |
| Postal code | Postal code |
| City | City |
| Country | Country |
| SIRET | SIRET number (14 digits) |
| Intra-community VAT number | Automatically calculated from the SIREN |
| APE / NAF Code | Main activity code |
Protecting Your Existing Data #
If an official value is empty while the field already contains data (red row):
- By default, the existing value is preserved
- A checkbox appears next to the field, with the indication “Check to clear the current value”
- Check the box only if you want to intentionally clear this field
Inactive Company #
If the selected company is no longer active (cessation of activity, liquidation, etc.), a red warning displays at the top of the preview:
⚠ Warning: this company is no longer active.
This warning is informational and non-blocking. You can still apply the data.
Automatic VAT Verification #
During the data preview, the system automatically performs a VAT number verification via the European VIES service.
Possible Verification Results #
| Result | Display |
|---|---|
| Valid VAT | Green banner: “VAT number validated by VIES” |
| VAT not recognized | Orange banner: “This VAT number is not recognized by the VIES service” |
| Service unavailable | Red banner with a Retry button |
Good to know: VIES verification is informational. An unrecognized number or unavailable service does not prevent applying the data. The VAT number is automatically calculated from the SIREN according to the official French formula.
Confirm and Apply #
- Review the data in the preview table
- If necessary, check/uncheck the boxes on red rows
- Click Confirm and apply
- A success message displays: “Official data applied successfully!”
- The wizard closes automatically after a few seconds
Important: The data is injected into the form but is not yet saved. Do not forget to save the record after the wizard closes.
3. Pre-filled Fields #
Field Mapping #
| Official data | Customer field | Supplier field |
|---|---|---|
| Company name | Account name | Supplier name |
| Address | Address (invoice) | Address |
| Postal code | Postal code (invoice) | Postal code |
| City | City (invoice) | City |
| Country | Country (invoice) | Country |
| SIRET | SIRET | SIRET |
| Intra-community VAT number | VAT No. | VAT No. |
| APE / NAF Code | APE Code | APE Code |
Legal Identifiers #
- The SIRET (14 digits) is stored in a unique field. The SIREN (9 digits) corresponds to the first 9 characters of the SIRET.
- The intra-community VAT number is automatically calculated from the SIREN, then verified via the VIES service.
Modification After Pre-filling #
All fields remain editable after pre-filling. You can manually adjust the values if necessary before saving the record.
4. Error Handling #
No Results Found #
If the search returns no results:
- A message displays: “No results found. You can enter the information manually.”
- Close the wizard and fill in the record manually
Tips to improve the search:
- Check the spelling of the company name
- Try with the SIREN or SIRET number if you know it
- Use the postal code filter to reduce results
- Simplify the search name (for example, “Dupont” instead of “Établissements Dupont et Fils SAS”)
External Service Unavailable #
If the search service is temporarily unavailable:
- An error message displays
- Close the wizard and enter the information manually
- Try again later if you wish to use the search
Too Many Requests #
If you perform too many searches in a short time:
- A message prompts you to wait a few moments
- Wait a moment then try again
5. Frequently Asked Questions #
The feature is not available, I do not see the button #
Verify that the Company search feature is enabled:
- Go to Main menu > Configuration > Module management > Features
- Verify that the Company search option is enabled
If the option does not appear, contact your administrator.
Can I use this feature for foreign companies? #
No, V1 of this feature is limited to French companies. The registers consulted are the official French registers (Company Search API). Multi-country support may be added in a future version.
Is the displayed VAT number reliable? #
The intra-community VAT number is automatically calculated from the SIREN according to the official French formula. It is then verified via the European VIES service. If VIES confirms validity, the number is reliable. If VIES is unavailable or invalidates the number, manual verification may be necessary.
What happens if I select a closed company? #
A warning informs you that the company is no longer active, but the selection is not blocked. This can be useful for creating a historical record or for a supplier with whom you have pending invoices.
Is data overwritten automatically? #
No. The system never silently replaces data:
- You always preview changes before applying them
- Fields where the official value is empty are not cleared (unless you explicitly check the box)
- You must click Confirm and apply to validate
Can I cancel after applying the data? #
The data is injected into the form but not yet saved. If you wish to cancel:
- Before saving: reload the page without saving
- After saving: manually modify the relevant fields
A SIRET duplicate was detected, what should I do? #
If the system detects that a Customer or Supplier with the same SIRET already exists:
- Click View existing record to verify if it is indeed a duplicate
- If it is a real duplicate, click Cancel and use the existing record
- If it is not a duplicate (for example, a different establishment of the same company), click Continue anyway
Can the AI assistant also search for a company? #
Yes. The AI assistant integrated into Kafinea has a Company search tool that allows it to search for a company by name, SIREN or SIRET and return official information. You can ask it, for example: “Search for the company Dupont SAS” or “Find SIRET 12345678901234”.
6. Glossary #
| Term | Definition |
|---|---|
| SIREN | Unique identification number of a company in France (9 digits) |
| SIRET | Identification number of an establishment, composed of SIREN + NIC (14 digits) |
| NIC | Internal Classification Number, identifying an establishment within a company (5 digits) |
| APE / NAF Code | Main Activity Code, assigned by INSEE |
| Intra-community VAT | Tax identification number for exchanges within the European Union |
| VIES | VAT Information Exchange System — European service for verifying VAT numbers |
| Head office | Main establishment of a company |
| Establishment | Geographic site of a company (a company may have multiple establishments) |
| Active company | Company in operation (not deregistered, not liquidated) |
| Closed company | Company that has ceased its activity |
Need Help? #
For any questions about the company search feature, contact your Kafinea administrator or the support team.