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. Data transfer is user controlled. When data is ready for transfer, user clicks transfer button to transfer a data.
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 supported in Finland!
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.
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. NOTE! Make sure that in Severa you don't have same name or code for products, work types and travels.
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.
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 open projects are transferred, closed projects are not transferred.
Invoices
Invoices are created in Visma Severa and then transferred as draft invoices into Visma eAccounting. Invoice date is not transfferred from Severa to eAccounting. Invoices are using transferring date (date when invoices are transferred to 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. Invoice numbers are transferred from eAccounting to Severa when sent status is updated. The Reimbursed invoices are not transferred, so reimbursements must be done in Visma eAccounting.
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.
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 and activate API.
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 wheel menu in Visma Severa. Before anything can be transferred, some settings must be defined. Please follow the steps below.
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, click wheel-icon > Settings > Invoice statuses.
- Add four invoice statuses for example like below:
- Click wheel icon > Data transfer and choose "Settings" tab.
- Click the Connect button next to "Cost center for projects".
- 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!
Transferring data
To transfer data between Visma Severa and Visma eAccounting, click wheel-icon > Data transfer. 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.
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.
Detailed field mapping
Customers / Accounts
| Field in eAccounting | Field in Severa | Mandatory | Comments |
| Customer no | Account number | yes | |
| Customer name | Account name | yes | |
| Customer type | yes | Is always "Company" | |
| Corporate identity no | Vat number | ||
| Address | Address | yes | From 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. |
| Postcode | Postal code | yes | |
| City | City | yes | |
| Country | Country | yes | |
| Vat number | Vat number | ||
| Phone no. | Phone | From the address | |
| Website | Website | ||
| Notes | Notes | ||
| Contact name | First 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 email | Contact email | ||
| Contact phone no. | Contact telephone | ||
| Contact mobile | Contact mobile | ||
| Terms of payment | Payment terms | yes | If payment terms haven't been set for an account in Severa, then organization's payment terms are used. |
| Currency | Currency code | yes |
Articles / Products, Work types, Travel expenses
| Field in eAccounting | Field in Severa | Mandatory | Comments |
| Active | Active status | yes | |
| Article no | Code | yes | |
| Article name | Name | yes | |
| Sales category | yes | All products added into eAccounting, as default get Services as category. VAT rate will be checked from the product. | |
| Unit | Unit | yes | Integration 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. VAT | Unit price | yes | |
| Sales price incl. VAT | Unit price with VAT | yes | Integration calculates the amount based on unit price and VAT rate |
Cost center / Projects
| Field in eAccounting | Field in Severa | Mandatory | Comments |
| Active | Open/Closed | yes | |
| Short name | Case number | yes | |
| Name | Case name | yes |
Invoice drafts / Invoices
| Field in eAccounting | Field in Severa | Mandatory | Comments |
| Customer | Account name | yes | |
| Address | Address | yes | |
| Postcode | Postal code | yes | |
| City | City | yes | |
| Country | Country | yes | |
| Terms of payment | Payment terms | yes | |
| Your reference | Your reference | ||
| Our reference | Our reference | ||
| Order number | NOT TRANSFERRED | ||
| Text row | Notes | ||
| Text row | Invoice free text before invoice rows | ||
| Invoice rows | yes | See more detailed mapping of invoice row from below | |
| Text row | Invoice free text after invoice rows | ||
| Invoice row in more detail | |||
| Article | Product code | Article defines the VAT of the row/invoice. Vat rate is not transferred from Severa | |
| Article name | Description | ||
| Quantity | Quantity | ||
| Unit | Unit | ||
| Price | Unit price | ||
| Cost center (for projects) | Case number |
Supplier invoices / Products on cases
| Field in eAccounting | Field in Severa | Mandatory | Comments |
| Description | yes | Supplier invoice date + Voucher number + Supplier name | |
| Invoice date | Date | yes | |
| Quantity | yes | Always set to "1" | |
| Debit amount | Unit cost | yes | |
| Debit amount | Unit price | yes | |
| Tax | yes | Organization default VAT rate in Severa |
Typical errors
| Where | Error | Solution |
| Customer | Could 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). |
| Customer | Could 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. |
| Customer | Could 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. |
| Invoice | Could 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. |
| Invoice | ErrorCode: 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). |
| Invoice | ErrorCode: 2000, DeveloperErrorMessage: ValidateModelAttributeException - The field InvoiceAddress1 must be a string with a maximum length of 50. , ErrorId: 25e314fc-32c6-4dbc-88ec-472b66ac541f | Check that customer's street address (Addressline 1) does not exceed 50 characters. |
| Invoice | ErrorCode: 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. |
| Product | Could 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. |
| Product | Could 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. |
| Product | Could 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. |
| Product | Could 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. |
| Project | Could 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. |
| Project | Could 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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