Description
Integrate Visma Business and Severa to transfer your employees, customers, projects, work hours, invoices and costs between the two systems. Manage your projects in Severa and create invoice drafts, which will then be sent to Visma Business to be delivered to customers and stored in accounting. Supplier invoices can also be imported from Visma Business to Severa as project costs.
There are master settings that define, in which system the data is updated. It means that new information can be added to both systems, but updates will only transfer from "master". Usually for example Severa is master for projects whereas Visma Business is master for regular products.
What is integrated and how
Business units
Business units/departments are used for reporting purposes. Every user, project and invoice is connected to a business unit, which means that company reporting can be done from various angles.
Business units in Severa are connected with an organizational unit selected for departments in Visma Business. Business units are integrated both ways, from Severa to Visma Business and vice versa. In Visma Business, there is a possibility to prevent certain business units from transferring. Existing business units are connected based on their name and number/code.
Employees
Users in Severa are connected as employees in Visma Business. All users from Severa will be transferred to Visma Business, and from Visma Business, those employees who have an email address, will be transferred to Severa. Existing users are connected based on their name and number/code.
Product registry
Regular products, travel expenses and work types in Severa are connected with the product registry in Visma Business. Regular products are integrated both ways, from Severa to Visma Business and vice versa, however there is a master-setting in the integration that will define in which system updates are done. In Visma Business, there is a possibility to prevent certain regular products from transferring. Existing regular products are connected based on their name and number/code.
Customers
Invoices and projects are created for customers, and integration helps you also keep the contacts & addresses up-to-date. Customers in Severa are connected as customers in Visma Business. Only customers with projects in Won status are transferred from Severa to Visma Business, whereas all customers from Visma Business are transferred to Severa. With customers, also addresses and contacts are transferred.
In Visma Business, customer can have only one billing address, so if customer has many addresses in Severa, other addresses will become delivery addresses in Visma Business. Important to know is that Visma Business always rules the customer numbering, so before starting the integration, if there are customers in both systems, those should be checked, so that same customers have same numbers in both systems. In Visma Business, there is a possibility to prevent certain customers from transferring. Existing customers are connected based on their name and number.
Projects
Projects are managed in Severa and used for reporting purposes in Visma Business. Each invoice and cost is connected to a project and employees report hours and travels to projects.
Projects in Severa are connected with an organizational unit selected for projects in Visma Business. From Severa, only those projects that have Won sales status are transferred to Visma Business. Projects are integrated both ways, from Severa to Visma Business and vice versa, however there is a master-setting in the integration that will define in which system updates are done. In Visma Business, there is a possibility to prevent certain projects from transferring. Existing projects are connected based on their name and number. Case status is not synced (Open/Closed).
Work hours
Work hour entries are used for reporting purposes in Visma Business. With the detailed information about each entry you can for example recognize revenue in Visma Business.
Work hours from Severa are transferred into one of the Free information tables in the "Variables". Only approved work hours are transferred. When hours will be billed, the hours in Visma Business are updated with the order number.
Invoices
Invoice drafts are created in Severa. Integration transfers invoices from selected status into Visma Business as orders. Once orders are made as invoices in Visma Business and sent to customers, the sent status is updated back to Severa. Also when customer pays the invoice, the paid status is updated back to Severa. Integration doesn't transfer attachments.
Purchase orders
When purchase invoice is connected to a project in Visma Business, it is transferred into Severa as project costs. You can define, if the purchase orders are also billable from Severa, or if they are only costs. These costs are displayed in the "Fees & other expenses" section of a case. You can limit only certain types of costs to transfer.
How to start using
- Go through existing data in both systems with the help of checklist.
- Enable Visma Business add-on from the wheel icon under Subscription >Integrations > Visma Business.
- Download the integration software from support portal (you need to select a version that matches your Visma Business edition).
- Install the integration software to the server where Visma Business is running.
- Set up integration. Check out video from Youtube for how integration is set up. The video is 50 minutes long.
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