Visma.net Financials

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Integrate Severa with Visma.Net Financials to automate your invoicing and project cost transfers. The interface is designed to support the following process:

• Work hours and expenses are added into Severa
• Sales cases are handled in Severa
• Project management is done in Severa
• Customers and product registries are transferred and can be updated in both systems
• Visma.net Financials controls the invoice numbering and customer numbering
• Severa controls the project numbering
• Invoices are sent out to customers from Severa and into bookkeeping in Visma.net Financials
• Invoice reminders are sent out from Visma.net Financials
• Severa fetches invoice payment information from Visma.net ERP (both partial payment and paid)
• Supplier invoices and other transactions are fetched into Severa as project costs and/or billable items from Visma.net Financials.

Invoices are sent out to customers from Severa, and we recommend using AutoInvoice integration to automate the invoice sending. The guided setup below will help you take the interface into use. Please read the sections below carefully before starting.

If the integration has not been used by your company before, the company must contact severa.support@visma.com via email before connecting the integration to receive the invitation code needed for granting permissions. Once the invitation code has been sent by customer service, proceed to Visma App Store to grant permissions:

1. Log in to Visma App Store using the same Connect ID as when logging into Severa
   • To log into Visma App Store and enable the integration, you must have Integration administrator level permissions granted in Visma.net user management
2. Go to the My applications section, and enter the invitation code you received by clicking Use invitation code
   • The code can only be used once
   • The code is valid for 5 days
3. Enter the code, and click Search
4. Ensure all application permissions are enabled
5. Complete the settings by clicking Integrate
6. After this, you can proceed to take the integration into use according to the instructions below

Things to check before connecting the integration

Before starting the synchronization of data, it's important to check that customer numbering, project numbering and item numbering lengths are set correctly in Financials. For example, if your projects in Severa have 4 digit numbering, you must set the project numbering length in Financials to be the same. Otherwise synchronization of data will give an error message. Check  Segmented keys (CS203000) and Numbering sequences (CS201010) in Financials.

Once the systems are connected and all data is synchronized, the numbering of existing customers, projects or items should not be changed. The user interface allows this, but it will cause an error message in data transfer and the data will not transfer between the systems. This is because the customer, project and item number (products, work type & travel expense codes) are used to link the data.

When integration is taken into use, it will first ask the user to enter Visma.net credentials. The user must have Visma.net Financials Administrator rights and Visma.net Financials User role defined in Visma.net Admin in order to connect successfully. The authentication token is stored for a hidden system user who will be used in all future transactions.

Severa organization and Visma.net company can be connected only if they have the same organization number. Additionally, the organization must be under the same company (license) in Visma.net Admin. If the organizations belong to two different companies (licenses), you must contact your local business unit to combine the data.

Once the setup is complete, the integration runs automatically every 5 minutes.

This section applies only to those companies that use branches in Visma.net Financials and/or Organizational hierarchy addon in Severa and where some of Severa's units are defined to operate as their own companies by entering a VAT number for them. 

When branches are connected with their corresponding companies in Severa, invoices can be transferred under the correct units in Visma.net Financials.

Product registries are synchronized. New products can be added and information can be updated in both systems. Severa's product registry is divided into three different registries: work types, products, and travel expenses.

The integration brings Visma.net Financials inventory classes into Severa. Visma.net Financials inventory class defines VAT handling and accounting accounts for each product. Inventory class can be selected for each product, work type, and travel expense in Severa. Inventory classes do not have any other logic in Severa and therefore it is important to remember to select the correct invoicing VAT percentage in Severa.

When a new product is added to Visma.net Financials, its inventory class type determines which section of Severa's product registry the product is added to:

• Products: Non-stock item, service items
• Work types: labor items
• Travel expenses: expense items

Products are linked between systems using product codes, which is why the code is mandatory to fill. Since Severa has three different product registry sections combined into one Visma.net Financials registry, codes must be unique across all three registries. The code setting in Severa settings Settings > Work time, travel expense & product registries is locked if the integration is in use.

Customer registries are synchronized. New customers, addresses, and contacts can be added and information can be updated in both systems. Severa's internal customer is not transferred to Visma.net Financials. When integration is taken into use, inactive customers from Visma.net Financials are not transferred to Severa.

Visma.net Financials is the master for customer numbering. This means that when integration is taken into use, customers in Severa will receive a new customer number from Visma.net Financials.

The integration brings Visma.net Financials customer classes into Severa. Visma.net Financials customer class defines VAT handling and accounting accounts for each customer. Customer class can be selected for each customer in Severa to be immediately correct when transferred to Visma.net Financials. Customer classes do not have any other logic in Severa, and therefore it is important to always remember to select the correct invoicing VAT percentage in Severa.

Customers are linked between systems using customer number and name. Customer names are unique in Severa. Therefore, if the same customer name exists multiple times in Visma.net Financials, only one of these can be left active.

Sales cases and projects are transferred only from Severa to Visma.net Financials. Data is linked to Financials so that invoices are directed to the correct jobs and so that supplier invoices and other expenses can be transferred to Severa's jobs.

When a project is closed or a sales case is lost in Severa, the project in Visma.net Financials is inactivated. Internal projects are not transferred to Visma.net Financials.

Project numbers are managed in Severa, but Visma.net Financials has a project number series length that must be set to match the numbering used in Severa. The project number series length can be set in the Segmented keys settings in Financials. If Severa's numbering series is four digits long, ensure that Financials is also set to four digits.

The integration transfers invoices and credit notes to Visma.net Financials for bookkeeping. Invoices and credit notes are sent to customers from Severa. Due to possible errors in invoice numbering, Financials always determines the invoice numbering, as it is possible to send separate invoices through Financials that are not related to Severa's projects. Payment reminders should be sent from Financials. Severa fetches invoice payment information from Financials.

When sending invoices to customers, we recommend using AutoInvoice integration to automate the sending. Through AutoInvoice, invoices can be sent as e-invoices, via email, or by mail.

The invoicing process is as follows:

1. Invoice or credit note is created in Severa, without invoice number.
2. Invoice is used in the approval process if needed.
3. Invoice is sent to bookkeeping in Financials.
4. Invoice number and reference number are updated to Severa from Financials.
5. Invoice is sent to the customer from Severa or from Severa to AutoInvoice, and from there to the customer.
6. Payment reminders are sent to the customer from Financials.
7. Severa fetches invoice payment information from Financials.

Invoice attachments can be transferred with the invoice to Financials.

When the invoice is transferred to Visma.net Financials, Severa's invoice total, including VAT, is compared to the same figure in Visma.net Financials. If the difference is over 0.05, the invoice is not created in Visma.net Financials, and the invoice does not transfer from Severa. This issue occurs if the VAT on the invoice is set incorrectly. The solution is to check the invoice rows, correct the incorrect VAT percentage, and set the invoice again to "Transfer invoice into Financials" status. We recommend creating an invoice report filtered to show only invoices that have failed, so you stay up to date on invoices that have not transferred.

In Severa, invoice statuses define the invoicing process. The integration relies on the order and settings of the statuses, so ensure that the invoice status process is set correctly. Invoice statuses may differ depending on whether invoice approval is in use or if AutoInvoice integration is in use. See below for examples of how to set invoice statuses.

See below for examples of how to set the order and settings of invoice statuses. There are no restrictions on invoice status names.

The first status should be for invoices that failed to transfer from Severa to Financials. This status should not be the default status. The default status is the status to which the invoice created in Severa is automatically set.

The invoice number selection should be set to the status when the invoice has been transferred to Visma.net Financials, and to other statuses from that point forward.

In Severa settings Settings > Invoicing > Invoice numbering, turn off the setting Generate invoice number for credit note to ensure the invoice number is determined by Financials.

In settings Invoicing > Invoice statuses, set the default status for credit notes to the status from which invoices are automatically transferred to Financials. Thus, when a credit note is created, it is immediately transferred to Visma.net Financials.

First example: Company has an invoice review/approval process in place, invoices are sent to customers via AutoInvoice

Invoice status name	Not editable	Invoice number	Sent	Paid
Failed invoices
Draft
Waiting for approval
Approved, ready for Financials	x
Transferred to Financials, sent to customer	x	x	x
Sent	x	x	x
Partially paid	x	x	x
Paid	x	x	x	x

Default status for credit note is selected as Approved, ready for Financials

Second example: Company does not have an invoice review/approval process in place, invoices are sent directly from Severa

Invoice status name	Not editable	Invoice number	Sent	Paid
Failed invoices
Draft
Sent to Financials	x
Transferred to Financials, sent to customer	x	x	x
Sent	x	x	x
Partially paid	x	x	x
Paid	x	x	x	x

Default status for credit note is selected as Sent to Financials

Supplier invoices and other transactions can be transferred from Financials to Severa as project costs. The transfer specifies the project name and the document of the transfer.

Attachments are transferred along with this information. If the attachment is on the transaction row, it is added to the project's files in Severa for that row. If the attachment is not specifically assigned to an individual row, and the rows being transferred belong to different projects, the attachment is added to all mentioned projects.

The description of project costs and attachments in Severa is formed from the transaction row description, reference number, supplier number, and supplier name.

Project costs can be added to Severa only as costs, or as costs and billable items. When transactions are brought only as costs, the unit price of all items is always 0.00. When rows are brought as costs and billable items, the billable price can be affected by a separate multiplier. When the multiplier is 100%, unit price and cost are the same. If the multiplier is, for example, 150%, then unit price = unit cost x 1.5.

First, go to Visma.net Financials to enable the integration from the settings (Menu > More items > System > Licensing > Enable/Disable features).

Then enable the integration in Severa from the gear icon via the Subscription page: Subscription > Integrations > Visma.net Financials.

Then go to settings from the gear icon Settings > Integrations > Visma.net Financials. A guided wizard is launched, and the system helps in checking and confirming the data. In the guided process, you will also see tips for solving the most common issues.

To fully automate your invoicing process, we recommend using AutoInvoice for sending invoices.

Go to settings Settings > Visma.net ERP > Invoicing and enable the setting Send invoices via AutoInvoice. The setting prevents resending invoices from Visma.net ERP and thus avoids duplicate invoices.

We recommend first enabling the AutoInvoice integration, and then Visma.net Financials, as both integrations need to consider the order of invoice statuses.

Invoice status order when using both AutoInvoice and Visma.net Financials:

Invoice status name	Not editable	Invoice number	Sent	Paid
Failed invoices
Draft
Sent to Financials	x
Transferred to Financials, sent to customer	x	x	x
Sent	x	x	x
Partially paid	x	x	x
Paid	x	x	x	x

Invoice statuses in AutoInvoice integration:

• Invoice status to be transferred: Transferred to Financials, sent to customer
• Invoice status after transfer: Sent
• Invoice status after error: Failed invoices

The invoicing process when using both Maventa and Visma.net Financials works as follows:

1. Invoice and credit note are created in Severa without an invoice number in the default status.
2. If an invoice approval process is in use, it should be done next using invoice statuses.
3. Move the invoice to Sent to Financials status to send the invoice to bookkeeping in Financials. The invoice does not yet have an invoice number at this stage.
4. The integration transfers the invoice to Financials and sets it in Severa to the status Transferred to Financials, sent to customer. At this stage, the invoice receives a number.
5. After this, the AutoInvoice integration sends the invoice to the customer.
6. The invoice is sent to the customer from AutoInvoice and the invoice moves to the Sent status in Severa.
7. Visma.net Financials integration will automatically update invoices into partially paid and paid statuses.

Invoices can be sent to customers from Severa via email, attaching the invoice PDF to the email message.

When the invoice is transferred to Visma.net Financials, it receives an invoice number, and the invoice can be sent to the customer. When the invoice is sent to the customer via email or mail, the invoice status must be manually updated in Severa to Sent. After this, Financials updates the invoice status in Severa when it registers a partial or full payment.

Things to consider regarding invoice totals and rounding differences:

• Since invoices are transferred to Financials for bookkeeping, it is very important to ensure that the invoiced amounts match the received payments.
• Some rounding differences may occur, especially when invoicing in different currencies, but the differences are normally less than 0.05 of the invoice total.
• When the invoice is sent from Severa to Financials, the integration checks that the invoice totals match between the systems. If the difference is greater than 0.05, the invoice is removed from Financials and it is moved to the Failed invoices status in Severa.
• We recommend creating an invoice report that tracks invoices that have ended up in error status, so you stay up to date on invoices and can easily and quickly react to transfer errors.
• Invoice totals do not match due to VAT handling. When Visma.net Financials rejects an invoice, the tax information on the invoice in Severa is incorrect. Visma.net Financials is an ERP system, and its tax handling is slightly more precise than in Severa, so the information obtained from there regarding invoice tax handling is primary.
• To correct the VAT information on the invoice, move the invoice to Draft status and correct the tax percentages on the invoice rows. After the correction, move the invoice again to the status from which the integration fetches the invoice to be transferred to Financials. To avoid a similar error in the future, check that the customer's default tax percentage is correct and that the tax percentages of the products in the product registry are set correctly.

Basic data synchronization is performed with the help of the wizard. Errors detected here are immediately displayed to the user, and errors must be corrected for the integration to work correctly.

Once the integration is enabled and running automatically, you can view the error log in Severa from the gear icon > Integrations > Visma.net Financials > Transfer log.

Severa: Product	Severa: Travel Expense	Severa: Work type	Financials: Non-stock item	Comments
Name	Name	Name	Description
Code	Code	Code	Inventory ID
Unit price	Unit cost		Default price
Is active	Is active	Is active	Item status
Financials inventory class	Financials inventory class	Financials inventory class	Item class

Severa: Customer	Financials: Customers	Comments
Name	Name
Number	Customer ID
VAT number	VAT Registration ID
Currency	Currency ID
Payment terms	Terms
Email	Main contact Email
Website	Main contact Web
Notes	Main contact Attention
Headquarters	Address
Is Active	Status
Financials customer class	Financials customer class
Address	Address line 1, Address line 2, Address line 3
Postal code	Postal code
City	City
Country	Country
State	State
Address type: Billing	Bill-to address
Address type: Postal	Shipping address
Address type; Headquarters	Main address
Contact salutation	Title
First name	First name
Last name	Last name
Title	Job title
Mobile	Cell
Phone	Phone 2
Email	Email
Do not email	Do not email
Status	Active/Inactive

Severa: Project	Financials: Project	Comments
Number	Project number
Name	Description
Customer	Customer
Start date	Start date
	Billing period	Mandatory, always "OnDemand"
	Template	Mandatory, always "Z"
	Hold	Mandatory, always "Hold"
Status	Status

Severa: Invoice header	Financials: Invoice header	Comments
Customer number	Customer number
Customer name	Customer name
Address	Location
Account contact	Contact
Invoice number	Reference number
Reference number (KID code)	Reference number
Invoice date	Document date
Due date	Due date
Our reference	Our reference
Your reference	External ref
Order number	Order number
Payment terms	Terms
Billing contact	Invoice text
Notes	Invoice text
Free text above and below invoice rows	Invoice text
Currency	Currency ID
Exchange rate	Exchange rate
Business unit	Branch ID
Project	Project
	Do not send invoice to AutoInvoice	Always set as true
Attachment/Invoice PDF	Attachments	Only if selected to be transferred in settings

Severa: Invoice rows	Financials: Invoice rows	Comments
Product/Work type/Travel expense code	Inventory ID
Description	Transaction description
Quantity	Quantity
Unit price in base currency	Unit price
Unit price in invoicing currency	Unit price in currency
Measurement unit	Uom
Business unit code	Branch ID
	Project task	Mandatory, always set as "10"
Project	Project

Severa: Project fees	Financials: Supplier invoices and other transactions	Comments
Project	Project
Description		Collected from "transactionDescription, referenceNumber, customerSupplier customerSupplierName"
Date	Transaction date
Quantity		Always 1
Unit price	Transaction row: Debit amount
Unit cost	Transaction row: Debit amount
VAT %		Given by Severa's logic
Product type		Given by Severa's logic
Product		Given by Severa's logic
Attachment description		Collected from "transactionDescription, referenceNumber, customerSupplier customerSupplierName"

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