Visma Nova

Description

The interface allows the transfer of sales invoices and sales ledger from Severa to Visma Nova. The invoice transfer works by setting an invoice status in Severa from which invoices are transferred to Visma Nova. In Severa, click the Download invoices button, and the sales invoices in the Status of invoices to be downloaded? status defined in the settings are directly transferred to Visma Nova. After transferring the invoices, the status of the invoice in Severa is changed to the Status of invoices in Severa after downloading?  by clicking Change status. The customer and product register, as well as the sales ledger, are transferred along with the invoice from Severa to Visma Nova.

Things to consider before starting

• Licenses WLA and WSR are required in Visma Nova
• The customer must have Visma Nova version 8.0
• Activation of the Visma Nova interface in Severa can be done by the main user through the gear icon: Order > Integrations > Visma Nova
• If you open a .CSV file with Excel, ensure that the content of the file does not change. In some situations, Excel changes, for example, the value 11.5 on the invoice line to a date (November 5th).

Implementation

1. Edit/add the sales accounts you use in Visma Nova to Severa
   1. Go to Gear icon > Settings > Organization > Chart of accounts
   2. Enter the name and number of the sales account. The sales account number must match the sales account number defined in Visma Nova.
   3. Define all sales accounts in use in Visma Nova
   4. You can select the default sales account for work hours, travel expenses, and products by selecting Use as default
      
      
2. Edit/Add the cost centers you use in Visma Nova to Severa
   • Go to Gear icon > Settings > Cost centers
   • Enter the name and number of the cost center. The cost center number must match the cost center number defined in Visma Nova.
   • Define all cost centers in use in Visma Nova
   • Set the default cost center by selecting Use as default
     
     
3. Edit/Add the products you use in Visma Nova to Severa. If you wish, you can use the default code for all products, leave the products undefined and move to the next section. In this case, the products will be transferred to Visma Nova with the default code
   • Go to Gear icon > Settings > Work time, travel expense & product registers > Products
   • Enter the name, code, and other details for the product and select the sales account to be used (you can also define other details for the product if you wish). The code must match the product code in Visma Nova.
   • Define all products in use in Visma Nova
     
     
4. Edit/Add the work types and work type codes you use in Severa to Visma Nova as a product
   • Go to Gear icon > Settings > Work time, travel expense & product registers > Work types
   • Add all work types and codes in use in Severa to Visma Nova as a product
     
     
5. Edit/Add the travel expenses and travel expense codes you use in Severa to Visma Nova as a product
   • Go to Gear icon > Settings > Work time, travel expense & product registers > Travel expense types
   • Add all travel expenses and codes in use in Severa to Visma Nova as a product
     
     
6. Set default sales accounts for products, work types, and travel expenses. By default, the default sales account is used.
7. Change the bank account number to IBAN format. Click the gear icon > Settings > Organization > Bank accounts. Edit the bank account number to IBAN format if necessary.
8. Create invoice statuses in Severa from which invoice data is downloaded.
   • Go to Gear icon > Settings > Billing > Invoice statuses
   • Add invoice statuses from which invoices are sent to Visma Nova and the invoice status to which invoices are changed after the transfer
     
     
9. Finalize the integration settings on Severa's Data Transfer page. Click the gear icon > Tools > Data Transfer > Visma Nova and select the Settings tab
   • Define the invoice status code that determines how invoices are classified in Nova (1 = normal, 2 = Cash, 3 = Collection, 4 = Interest invoice)
   • Set the default code for the product. The default code must also be added to Visma Nova's product register.
   • Select the status from which invoices are transferred to Visma Nova in the Status of invoices to be downloaded? dropdown menu
   • Select the status that invoices receive after the transfer in the Status of invoices in Severa after downloading? dropdown menu
     
     
10. Finally, Save the settings

Creating invoice data

1. Create an invoice in Severa

2. Change the invoice status to Waiting for transfer to Visma Nova

3. Go to Gear icon > Tools > Data Transfer > Visma Nova and select Download invoices

4. Save the CSV file to your computer

5. Upload the invoice data to Visma Nova

6. Change the status of the invoices you uploaded by clicking Change status

Which fields are transferred from Severa's invoice to the invoice data?

Information transferred from the invoice:

Severa	Visma Nova	Character count
Invoice number	number
Invoice date	Date	8
Customer number	customer number
Customer name	name1	50
Customer contact person	name2	50
Address	address	40
Your reference	your reference	40
Our reference	our reference	40
Order number	your order number	20
Payment terms	payment terms
Billing contact person	DOES NOT TRANSFER
Notes	DOES NOT TRANSFER
Free text field above invoice lines	note	40
Free text field below invoice lines	message	2000
Due date	net date

Information transferred from invoice lines in the background:

Severa	Visma Nova	Character count
Invoice number	number
Product code	code	30
Item	item	50
Quantity	pcs
Unit	unit	5
Total sum of invoice lines	amount
Sales account code	account	8
Cost center code	cost center	20
Net price in currency	net price
Invoice currency	currency	5
VAT %	VAT

Typical error situations

• Information not found: Check that the invoice is in the status Waiting for transfer to Visma Nova. If the invoice has been directly transferred to the Sent status after creation, the integration cannot find the invoice for transfer.
  

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