📍 Where can I find this module?
Main Menu > Sales
Introduction #
This guide is intended for Kafinea users who create or editCustomer and Vendor records . Here you will find all the information you need to:
- Search for a French company using official records
- Automatically pre-fill a record or Vendor record with official data
- Understanding the system's checks (duplicates, VAT, inactive companies)
Good to know: Manual entry is always an option. If the search function is unavailable or if the company cannot be found, you can fill out the record .
1. Go to Company Search #
Prerequisite #
This feature must be enabled by an administrator:
- Go to Main Menu > Settings > Module Management > Features
- Enable the " Company Search" option
Entry point #
The "Search for a Company " button is available on the screen for creating or editing a Customer or Supplier.
- Open a Customer or Supplier record in edit mode
- Click the " Search for a business" button
- A dialog box opens
2. Use the Search Assistant #
The wizard consists of two main steps: Search and Data Preview.
Step 1: Search #
The search screen includes:
- A main input field: Name, SIREN, or SIRET…
- An optional field: ZIP code (to refine the results)
- A Search button
Start 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 ZIP code to filter results by location
- Click Search or press Enter
Understanding the results #
The results are displayed in a list. For each company, you will see:
| Information | Description |
|---|---|
| Name | The company's official name |
| SIREN / SIRET | Legal identifiers |
| Address | The address of the establishment |
| APE Code | Primary business code |
| Status | A badge indicating whether the business is Open (green) or Closed (red) |
Note: If the number of results exceeds the display limit, a message will prompt you to refine your search.
Select a company #
Click on the company you want in the list of results.
Case of a company with multiple locations:
If the company has multiple locations, an intermediate screen allows you to select the correct location. Each location displays:
- Its SIRET number
- His address
- Its status (Active / Closed)
- A " Headquarters " badge if it is the corporate headquarters
Click on the institution you want to use to continue.
Tip: A Back button lets you return to the list of results at any time.
Duplicate Detection #
After selecting a company (or establishment), the system automatically checks whether a Customer or Supplier with the same SIRET number already exists in Kafinea.
If a duplicate is detected:
- A warning message appears showing the name and module of the record
- A " View record " link opens that record a new tab
- You can:
- Cancel: Return to search
- Carry on anyway: keep going despite the duplicate
Step 2: Data Overview #
After the selection, the system retrieves the company's detailed data and displays a preview table comparing the current values in the record the official data.
Understanding the preview pane #
The table has three columns:
| Column | Description |
|---|---|
| Field | The name of the relevant field |
| Present value | The value already entered in the record if any) |
| Official value | The figure from official records |
Line color codes #
| Color | Meaning |
|---|---|
| Green | New field: the record empty; the official value will be added |
| Yellow | Update: The current value differs from the official value—it will be replaced |
| Red | Warning: The official value is empty, even though the record already record data. |
| No color | Same: the current value matches the official value |
Suggested fields #
The official data covers the following areas:
| Field | Description |
|---|---|
| Account Name / Vendor Name | Official business name |
| Address | Address of the establishment |
| Zip code | Zip code |
| City | City |
| Country | Country |
| SIRET | SIRET number (14 digits) |
| EU VAT Number | Calculated automatically based on the SIREN number |
| APE/NAF Code | Primary Industry Code |
Protect your existing data #
If an official value is empty even though the field already contains data (red line):
- By default, the existing value is retained
- A checkbox appears next to the field, with the label "Check to clear the current value"
- Check this box only if you want to clear this field
Inactive company #
If the selected company is no longer active (ceased operations, liquidation, etc.), a red warning appears at the top of the overview:
⚠ Warning: This company is no longer in business.
This warning is for informational purposes only and does not prevent you from proceeding. You can still apply the data.
Automatic VAT verification #
During the data preview, the system automatically verifies the VAT number through the European VIES service.
Possible audit results #
| Result | Display |
|---|---|
| Valid VAT | Green banner: "VAT number verified by VIES" |
| VAT not recognized | Orange banner: "This VAT number is not recognized by the VIES system" |
| Service unavailable | Red banner with a " Try Again" button |
Good to know: The VIES check is for informational purposes only. An unrecognized number or an unavailable service does not prevent the data from being applied. The VAT number is automatically calculated based on the SIREN number using the official French formula.
Confirm and apply #
- Check the data in the preview table
- If necessary, check or uncheck the boxes on the red lines
- Click Confirm and Apply
- A success message appears: "Official data successfully applied!"
- The assistant closes automatically after a few seconds
Important: The data has been entered into the form but has not yet been saved. Be sure to save the record after closing the wizard.
3. Pre-filled fields #
Field mapping #
| Official data | Customer Field | Supplier Field |
|---|---|---|
| Company Name | Account name | Supplier Name |
| Address | invoicing Address | Address |
| Zip code | Zip code (invoicing) | Zip code |
| City | City (invoicing) | City |
| Country | Country (invoicing) | Country |
| SIRET | SIRET | SIRET |
| EU VAT Number | VAT ID | VAT ID |
| APE/NAF Code | APE Code | APE Code |
Legal identifiers #
- The SIRET (14 digits) is stored in a single field. The SIREN (9 digits) corresponds to the first 9 characters of the SIRET.
- The intra-Community VAT number is automatically calculated based on the SIREN number and then verified through the VIES service.
Editing after pre-filling #
All fields remain editable after being pre-filled. 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 appears: "No results found. You can enter the information manually."
- Close the wizard and fill in the record
Tips for improving your search:
- Check the spelling of the company name
- Try using the SIREN or SIRET number if you have it
- Use the ZIP code filter to narrow down the results
- Simplify the search term (for example, "Dupont" instead of "Établissements Dupont et Fils SAS")
External service unavailable #
If the search service is temporarily unavailable:
- An error message appears
- Close the wizard and enter the information manually
- Please try again later if you want to use the search function
Too many requests #
If you perform too many searches in a short period of time:
- A message asks you to wait a moment
- Please wait a moment and try again
5. Frequently Asked Questions #
The feature isn't available; I don't see the button #
Make sure the Company Search feature is enabled:
- Go to Main Menu > Settings > Module Management > Features
- Make sure the " Company Search " option is enabled
If the option does not appear, contact your administrator.
Can I use this feature for foreign companies? #
No, Version 1 of this feature is limited to French companies. The registries accessed are official French registries (Business Search API). Support for multiple countries may be added in a future version.
Is the VAT number shown reliable? #
The intra-Community VAT number is automatically calculated based on the SIREN number using the official French formula. It is then verified through the European VIES service. If VIES confirms its validity, the number is reliable. If VIES is unavailable or invalidates the number, a manual verification may be necessary.
What happens if I select a closed business? #
A warning informs you that the company is no longer active, but the selection is not blocked. This can be useful for creating a record or for a supplier with whom you have outstanding invoices.
Is the data automatically overwritten? #
No. The system never silently overwrites data:
- You always preview changes before applying them
- Fields where the official value is empty are not deleted (unless you explicitly check the box)
- You must click " Confirm and Apply " to confirm
Can I cancel after applying the data? #
The data has been entered into the form but has not yet been saved. If you want to cancel:
- Before saving: reload the page without saving
- After saving: manually edit the relevant fields
A duplicate SIRET number has been detected. What should I do? #
If the system detects that a Customer or Supplier with the same SIRET number already exists:
- Click " View record " to check if it is a duplicate
- If this is a true duplicate, click Cancel and use the record
- If this isn't a duplicate (for example, a different location of the same company), click Continue anyway
Can the AI assistant also search for a company? #
Yes. The AI assistant built into Kafinea includes a Company Search tool that allows it to search for a company by name, SIREN, or SIRET and return official information. For example, you can ask it: "Search for the company Dupont SAS" or "Find the SIRET 12345678901234. "
6. Glossary #
| Term | Definition |
|---|---|
| SIREN | A company's unique identification number in France (9 digits) |
| SIRET | An establishment's identification number, consisting of the SIREN and NIC (14 digits) |
| NIC | Internal Classification Number, identifying a facility within a company (5 digits) |
| APE/NAF Code | Main Economic Activity Code, assigned by INSEE |
| Intra-Community VAT | Tax Identification Number for transactions within the European Union |
| LIVES | VAT Information Exchange System — European VAT number verification service |
| Headquarters | A company's principal place of business |
| Establishment | A company's geographic location (a company may have multiple locations) |
| Active company | Active business (not dissolved, not in liquidation) |
| Closed business | Company that has ceased operations |
Need help? #
If you have any questions about the company search feature, please contact your Kafinea administrator or the support team.