Sonet

Description

The interface allows the transfer of Severa's sales ledger to Sonet. Customer, product, and sales ledger registries are transferred with the invoice from Severa to Sonet.

The data transfer works by setting the invoice status in Severa, from which invoices are transferred to Sonet's sales ledger. In Severa, click the Upload invoices button, which creates a transfer file from sales invoices that are in the Status of invoices to be uploaded? invoice status defined in the settings.

When the data has been successfully uploaded to Sonet, the invoice status in Severa is changed to the Status of invoices in Severa after uploading? invoice status by clicking Change status.

Danger before starting

• Activation of the Sonet interface in Severa with admin rights: Gearicon > Subscription > Integrations > Sonet.
• Before implementation, the customer must have an agreement with Sonet.
• The integration is supported only in Finland.

Implementation

1. Edit the sales accounts used in Sonet in Severa
   • Go to Gearicon > Settings > Organization > Chart of accounts
   • Enter the sales account name and number. The sales account number must match the sales account number defined in Sonet
   • Define all sales accounts used in Sonet
   • You can select the default sales account for work hours, travel expenses, and products by selecting Use as default
   • You can manage sales accounts centrally through Linking sales accounts
2. Edit the cost centers you use in Sonet in Severa
   • Go to Gear icon > Settings > Organization > Cost centers
   • Enter the cost center name and number. The cost center number must match the cost center number defined in Sonet
   • Define all cost centers used in Sonet
   • Set the default cost center by selecting Use as default
3. Edit/Add the products used in Sonet in Severa, and add the products in Severa to Sonet. If desired, you can use the same code for all products. In this case, leave the products undefined and move to the next point. This way, products are transferred to Sonet with the default code.
   • Go to Gear icon > Settings > Work time, travel expense & product registries > Regular products
   • Enter the product name and select Add more, or edit an existing product
   • Enter the product code and select the sales account to be used (you can also define other information for the product if desired). The code must match the product code in Sonet.
   • Define all products used in Sonet
4. Edit/Add the work types and work type codes you use in Severa to match the products in Sonet. Work types help allocate hours on the invoice to Sonet's product registry.
   • Go to Gear icon > Settings > Work time, travel expense & product registries > Work types
   • Add codes to all work types used in Severa, targeting them as products in Sonet
5. Edit/Add the travel expenses you use in Severa to match Sonet's travel expense registry. The travel expense codes must be the same in Severa as in Sonet.
   • Go to Gear icon > Settings > Work time, travel expense & product registries > Travel expense types
   • Add codes to all travel expenses used in Severa, targeting them to Sonet's travel expense registry
6. Change the bank account number to IBAN format. Go to Gear icon > Settings > Organization > Bank accounts. Check the bank account(s) used by the company and edit the bank account number to IBAN format if necessary.
7. Add/Edit VAT codes to match Sonet's VAT rate codes
   • Go to Gear icon > Settings > Organization > Tax ratesCheck and edit the tax codes to match Sonet's VAT rate codes if necessaryFor example, 0 = tax-free sales and 1 = sales 24%
8. Create invoice statuses in Severa from which sales invoice data is uploaded to Sonet.
   • Go to Gear icon > Settings > Billing > Invoice statuses
   • Add new or edit existing invoice statuses
9. Set the invoice statuses in the integration settings by going to the data transfer page.
   • Go to Gear icon > Tools > Data transfer > Sonet > Settings tab
   • Invoice status in Sonet: Set the status that invoices receive in Sonet. Options: Not yet approved/Approved/Approved and partially paid/Approved and paid.
   • Default code for product: Set the default code used for products, travel expenses, and work types that for some reason do not receive the code defined in the settings.
   • Default code for business unit: Enter the company credential received from Sonet
   • Invoice status code: Billing type defined in Sonet, max 3 characters.
   • Select the Status of invoices to be uploaded dropdown menu to Pending for transfer to Sonet invoice status.
   • Select the Status to which invoices are transferred dropdown menu to Transferred to Sonet invoice status
10. Finally, Save settings.

Creating invoice data

1. Create an invoice in Severa
2. Change the invoice status to Pending for transfer to Sonet invoice status
3. Go to Gear icon > Tools > Data transfer > Sonet and click Upload invoices
   
4. Save the .dat invoice data to your computer
5. Upload the invoice data to Sonet
6. Finally, by clicking Change status, the invoice status changes to Transferred to Sonet invoice status

Invoice data details

Invoice header level
Field/data in Severa	Field in Sonet	Character count/Additional info
Invoice number	Invoice number	6
Invoice type	Invoice quality	0 = charge invoice 1=credit note
Invoice entry date (invoice settings tab)	Invoice date Date of entry	6
Invoice date	Value date	6
Customer number	Ordering customer Billing customer Delivery customer Customer credential	10
Reference number	Invoice reference	40
Our reference	Reference	40
Notes	Invoice info	40
Invoice total with VAT	Invoice sum	10
Invoice currency	Currency code	3 / e.g. USD=US dollar
Exchange rate (from settings)	Exchange rate	12
Vat number	Business company credential	11
Customer name	Alphabet word Customer name 1	30
Invoice address	Address 1	30
Postal code	Postal code	10
Postal	Postal	30
Country	Country name	30
Invoice language	Language	Invoice language code: 1=finnish, 2=swedish, 3=english, 4=german, 5=french, 6=estonian (define codes in Sonet)
	Direct debit/In-house/eInvoice	If the customer has einvoice information in Severa, the invoice is sent as an einvoice. Otherwise, the invoice is sent as direct debit.
Einvoice address	Einvoice address	20
Einvoice operator code	Operator	20

 

Invoice rows
Field/data in Severa	Field in Sonet	Character count/Additional info
Invoice number	Invoice number	8
Invoice row net sum	Row net sum	13
Invoice row VAT share	Row VAT sum	13
Sales account number	Sales account	10
VAT account number	Vat account	10
Invoice row description	Legend	40
Cost center number	Cost center	15
Case number	Case number	8
Product code	Item credential	25
Quantity	Quantity	10
Business unit	Business unit	3
VAT code	Tax rate credential	1 e.g. 0=tax-free sales and 1=sales 24%

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