Content

Description

Integrate Visma eAccounting and Visma Severa to transfer your customers, projects, invoices and costs between the two systems. Manage your projects in Visma Severa and create invoice drafts, which will then be sent to Visma eAccounting to be delivered to customers and stored in bookkeeping. Get your supplier invoices into Visma eAccounting and transfer those to Visma Severa as project costs.

There are master settings for customers and products that define, in which system the data is updated. It means that new information is added to both systems, but updates will only transfer from "master". Usually for example Visma Severa is master for customers where as Visma eAccounting is master for products.

Note that this integration is not currently supported in Norway!

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What is transferred

Customers

Accounts in Visma Severa are connected as customers in Visma eAccounting. With customers, also address and contact are transferred. In Visma eAccounting there can be only one address and one contact per customer where as Visma Severa can have many. This means that when transferring a customer from Visma Severa to Visma eAccounting the integration will choose the first billing address and it's contact from Visma Severa. In Visma eAccounting, address is also a mandatory field for customer and therefore integration will give an error if trying to transfer a customer from Visma Severa that does not have an address.

Integration will transfer all active customers from Visma Severa to Visma eAccounting and vice versa. If both systems already have customer data, it is important to verify the existing data. Customers are connected with their name and number, so before integration is started, it is important to verify that if same customer exists in both systems, they have the same customer number.

The integration has a master setting for customers. This means that updated customer data will only be transferred from master system. Integration cannot handle a situation where you update customer's name or number in master only, because it connects customers by checking their name and number and if one is changed, it does not recognize the customer as the same. In this situation you have to manually change the name or the number into both systems.

A multi-currency add-on is needed for Visma Severa if in eAccounting there are customers with different currencies.

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Product register

Products, travels and work types in Visma Severa are connected as articles in Visma eAccounting. When adding products into eAccounting, the integration sets "Services" as the article accounting type. After the transfer is done, it is important to log in to Visma eAccounting and verify that the articles have correct account types, because the account type affects on your invoicing.

Integration will transfer all products from Visma Severa to Visma eAccounting and vice versa. If both systems already have products, it is important to verify the existing data. Products/work types/travels are connected with their name and number, so before integration is started, it is important to verify that if same product exists in both systems, the code in Visma Severa matches the article number in Visma eAccounting.

The integration has a master setting for products. This means that updated products will only be transferred from master system. Integration cannot handle a situation where you update product's name or number in master only, because it connects products by checking their name and number and if one is changed, it does not recognize the product as the same. In this situation you have to manually change the name or the number into both systems.

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Projects

Projects (cases) in Visma Severa can be transferred into one of the cost centers in Visma eAccounting as cost units. Projects are used for two purposes. First, when invoice is transferred, each invoice row has information on which project it belongs to. Secondly, projects are used with supplier invoice transfer to get costs into Visma Severa. All projects are transferred, both open and closed.

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Invoices

Invoices are created in Visma Severa and then transferred as draft invoices into Visma eAccounting. Draft invoices are sent to customers from Visma eAccounting and at the same time they go to bookkeeping. You can also get the status of Sent and Paid invoices from Visma eAccounting to Visma Severa. The Reimbursed invoices are not transferred, so reimbursements must be done in Visma eAccounting.

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Supplier invoices

Supplier invoices can be transferred to Visma Severa as billable items and costs or only as costs for projects. Project where costs are transferred is defined for the supplier invoice row in eAccounting. Supplier invoice will be a product on a project. Billable item and cost mean that the product will have a unit price and unit cost, which are the same amount as supplier invoice's amount.

A multi-currency add-on is needed for Visma Severa if in eAccounting there are supplier invoices with different currencies.

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How to use

Requirements

API access rights in Visma eAccounting are needed, to authenticate the integration. Note that your credentials to Visma Severa and Visma eAccounting must be the same as the integration uses the same authentication method.

Api access is also needed activate from the Visma eAccounting. Login to eAccounting > Apps and extension and activate Visma Integration.

In Visma Severa, an add-on called "Visma eAccounting" must be enabled. Follow the purchase process instructions to enable the add-on.

Once the add-on is enabled, a Data transfer menu appears under Tools menu in Visma Severa. Before anything can be transferred, some settings must be defined. Please follow the steps below.

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Initial settings

  • If you already have customer and product data in both Visma Severa and in Visma eAccounting, go through the data. Verify that if same customer or product exists in both systems, that they have the same name and number.
  • Verify that all products, work types and travel expenses have a code set in Visma Severa. The integration will fail if code is missing, since it is a mandatory field in Visma eAccounting.
  • Verify that customers in Visma Severa have one address. The integration will fail if address is missing, since post code and city are required fields in Visma eAccounting.
  • In Visma eAccounting, go to Accounting > Cost centers and add one group where the projects will be stored.
  • In Visma Severa, go to Tools > Settings > Invoice statuses.
  • Add two invoice statuses for example "Transfer to Visma eAccounting" and "In Visma eAccounting". The statuses do not have to create invoice number, since Visma eAccounting defines the number.
  • Go to Tools > Data transfer and choose "Settings" tab.
  • Click the Connect button next to "Cost center for projects"eaccounting.png
  • Enter your Visma eAccounting API user's username and password to the Sign in pop up.

  • Click Allow to give permission for the integration.

  • Select master for customer to be either Visma Severa or Visma eAccounting. Master means a system where you maintain your data, for example update contacts or addresses of customers.
  • Select master for products to be either Visma Severa or Visma eAccounting. Master means a system where you maintain your data, for example do pricing changes for your products.
  • Select the cost center (created in the beginning), where projects are transferred in to.
  • Add a default product number. In Visma eAccounting, there must be an article with this number. It is used on invoice transfer, for those invoice rows which are not connected to any product, work type or travel type.
  • Choose if supplier invoices should be transferred in to Visma Severa as billable items and costs or only costs.
  • Choose the invoice statuses (created in the beginning).
    • Status of invoices to transfer: The status you set for invoices in Visma Severa
    • Status of transferred invoices: The status invoices get once transfer has been succefully made
    • Status of sent invoices: The status of invoices sent to customers from Visma eAccounting
    • Status of paid invoices: The status of invoices paid by customers in Visma eAccounting
  • Save settings and the integration is ready to be used!

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Transferring data

To transfer data between Visma Severa and Visma eAccounting, go to Tools > Data transfer (Transfer tab). There is a transfer button for each topic. After transfer button has been clicked, a time stamp appears to tell when was the last transfer made. Customers, products and projects are transferred so that the integration looks the latest time stamp and transfers all newly added and all updated ones since the previous transfer. The first transfer will move all existing data. For invoices, the integration will transfer all invoices with the selected status. Supplier invoice transfer is controlled by the supplier invoice date. The integration will not transfer the same supplier invoice twice, so it is safe to transfer for example with time frame "This week" many times during the week.

The Visma eAccounting authentication is valid for only some time. This means that most likely when you come to do your next transfers and you click one of the Transfer buttons, you will get the authentication window, where you need to sign in and allow integration to run.

After transfer has been made, either a green or red message will appear at the top. The message will tell you the count of successfully transferred items and the amount of errors, if there were any. Read more about the errors from below.

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Error log

If there were any issues with the transfer, you will see a red bar at the top of the screen which tells how many failed items there was. To see which items caused the error, and what the error was, click on the "Error log" tab in Data transfer. New errors will appear at the top of list. Error will explain what couldn't be transferred, to which system it couldn't transfer it and what was the reason. For example: "Could not add product [ProductName] to Visma eAccounting, because product's code is missing from Visma Severa's settings." Based on the error, you must go and fix the issue, then run the transfer again.

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Detailed field mapping

Customers / Accounts

Field in eAccountingField in SeveraMandatoryComments
Customer noAccount numberyes 
Customer nameAccount nameyes 
Customer type yesIs always "Company"
Corporate identity noVat number  
AddressAddressyesFrom Severa, transfers the first billing address. If there's no billing addresses, transfer the headquarters address. If there are more than two address rows in Severa, those will be shown on the second address line in eAccounting.
PostcodePostal codeyes 
CityCityyes 
CountryCountryyes 
Vat numberVat number  
Phone no.Phone From the address
EmailEmail  
WebsiteWebsite  
NotesNotes  
Contact nameFirst name + Last name When transferring to Severa, name is split into first and last name. The last space in ContactPersonName separates the FirstName and LastName. If there is no space in ContactPersonName, question mark is used for FirstName. When transferring to eAccounting, FirstName and LastName are combined to ContactPersonName separated by space. Transfers the first contact person connected to billing address.
Contact emailContact email  
Contact phone no.Contact telephone  
Contact mobileContact mobile  
Terms of paymentPayment termsyesIf payment terms haven't been set for an account in Severa, then organization's payment terms are used.
CurrencyCurrency codeyes 

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Articles / Products, Work types, Travel expenses

Field in eAccountingField in SeveraMandatoryComments
ActiveActive statusyes 
Article noCodeyes 
Article nameNameyes 
Sales category yesAll products added into eAccounting, as default get Services as category. VAT rate will be checked from the product.
UnitUnityesIntegration sets hours for work types,  kilometer for mileages, pieces for per diems and other expenses and so are products, unless it's possible to map the correct unit.
Sales price excl. VATUnit priceyes 
Sales price incl. VATUnit price with VATyesIntegration calculates the amount based on unit price and VAT rate

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Cost center / Projects

Field in eAccountingField in SeveraMandatoryComments
ActiveOpen/Closedyes 
Short nameCase numberyes 
NameCase nameyes 

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Invoice drafts / Invoices

Field in eAccountingField in SeveraMandatoryComments
CustomerAccount nameyes 
AddressAddressyes 
PostcodePostal codeyes 
CityCityyes 
CountryCountryyes 
Terms of paymentPayment termsyes 
Your referenceYour reference  
Our referenceOur reference  
Text rowNotes  
Text rowInvoice free text before invoice rows  
Invoice rows yesSee more detailed mapping of invoice row from below
Text rowInvoice free text after invoice rows  
Invoice row in more detail   
ArticleProduct code Article defines the VAT of the row/invoice. Vat rate is not transferred from Severa
Article nameDescription  
QuantityQuantity  
UnitUnit  
PriceUnit price  
Cost center (for projects)Case number  

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Supplier invoices / Products on cases

Field in eAccountingField in SeveraMandatoryComments
 DescriptionyesSupplier invoice date + Voucher number + Supplier name
Invoice dateDateyes 
 QuantityyesAlways set to "1"
Debit amountUnit costyes 
Debit amountUnit priceyes 
 TaxyesOrganization default VAT rate in Severa

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Typical errors

WhereErrorSolution
CustomerCould not add customer XXXX, because customer doesn't have an address.Customer does not have addresses. Add at least one address and that address has Postal code and City (mandatory).
CustomerCould not add customer XXXX to Visma eAccounting. ErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - The field Name must be a string with a maximum length of 50.Customer name is over 50 characters long. Name should be modified not to exceed 50 characters.
CustomerCould not add customer XXXX to Visma eAccounting. ErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - The field InvoiceAddress1 must be a string with a maximum length of 50.Check customer's addresses. Addressline 1 (the first row) should not exceed 50 characters.
InvoiceCould not add invoice for customer XXXX and project XXXX to Visma eAccounting, because invoice address is missing.

Check the invoice and verify that it has a valid address (Address, Postal code and City entered to correct fields).

 

Check that the customer is transferred succesfully to Visma eAccounting. If customer is not transferred check that Name and Addressline 1 do not exceed 50 characters.

InvoiceErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - The field Name must be a string with a maximum length of 50.Invoice is containing hours, travel expenses or products where the name in registry exceeds 50 characters. Check invoice rows and make appropriate changes to registrys in Settings (Work types, Travel expenses and/or Products).
InvoiceErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - The field InvoiceAddress1 must be a string with a maximum length of 50. , ErrorId: 25e314fc-32c6-4dbc-88ec-472b66ac541fCheck that customer's street address (Addressline 1) does not exceed 50 characters.
InvoiceErrorCode: 4000, DeveloperErrorMessage: CostCenterItemAlreadyExistsException - A cost center item with the provided id or name already exists.Check that project name and number correspond to the cost center name and number.
ProductCould not add product XXXX to Visma eAccounting. ErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - Error converting value {null} to type 'System.Guid'. Path 'CodingId', line 8, position 18. The field Name must be a string with a maximum length of 50.Product name is over 50 characters long. Modify product name in Settings > Products and verify that it does not exceed 50 characters.
ProductCould not add travel expense XXXX to Visma eAccounting. ErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - The field Name must be a string with a maximum length of 50.Travel expense name is over 50 characters long. Modify travel expense name in Settings > Travel expenses and verify that is does not exceed 50 characters.
ProductCould not add product XXXX to Visma eAccounting. ErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - Error converting value {null} to type 'System.Guid'. Path 'CodingId', line 8, position 18.Product does not have VAT. Modify product in Settings > Products and select appropriate VAT.
ProductCould not add work type XXXX to Visma eAccounting. ErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - The field Name must be a string with a maximum length of 50.Work type name is over 50 characters long. Modify work type name in Settings > Work types and verify that is does not exceed 50 characters.
ProjectCould not add Case XXXX to Visma eAccounting. ErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - The field Name must be a string with a maximum length of 50.Project name is over 50 characters long. Name should be modified not to exceed 50 characters.
ProjectCould not add Case XXXX to Visma eAccounting. ErrorCode: 4000, DeveloperErrorMessage: CostCenterItemAlreadyExistsException - A cost center item with the provided id or name already exists.Check if a cost center already exists in Visma eAccounting with the same number. Project name and cost center name must match in both systems.

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