Procountor

With Severa-Procountor integration, sales invoices, travel reimbursements, and purchase invoices can be transferred automatically and on schedule from one system to another. The integration fetches invoices to be transferred every 10 minutes. The integration fetches invoices to be transferred from a defined invoice status. Additionally, projects, cost centers, and business units are transferred automatically as dimension data. Purchase invoices can be imported from Procountor into Severa as project expenses.

Integration is supported in Finland and Sweden.

• Company must have an agreement with Procountor for using Procountor and the integration.
• If the company has used the old Procountor integration, when switching to the new integration, the company must terminate the old integration interface by contacting Procountor's customer service.
• Travel reimbursements can be created and transferred if the Travel reimbursements add-on is enabled in Severa (included in Severa’s Business, Platinum, and Enterprise versions).
• Severa’s invoice numbering cannot be used in Procountor. The invoice numbering is always determined by Procountor. Severa’s invoice number can be found in Procountor’s Initial invoice number field. This information is not visible on the customer’s invoice.
• The invoice sender's information comes from Procountor's organization information.

Integration is available in Severa’s Business, Platinum, and Enterprise versions.

Customer registry is transferred along with sales invoices from Severa to Procountor. Customer data is transferred to Procountor's customer registry when the first sales invoice is created and transferred to Procountor.

Customers must have a business ID (VAT number) and customer number, as these details are used to match the data to business partners in Procountor’s register. The business ID and customer number must match between the systems to ensure invoices are attributed to the correct customer in Procountor, avoiding duplicate customer entries.

Below are the basic principles of matching invoice data in the business partner register:

1. If the same business ID and customer number are found in Severa’s invoice data as in Procountor’s business partner register, the match is made to this partner.
2. If the same business ID is found, but with a different customer number, no match is made, and a new business partner is created in Procountor if needed.
3. If the same customer number is found, but with a different business ID, no match is made, and an error message will be shown in logs.

Product registry is transferred along with the sales invoices from Severa to Procountor. Products are transferred to Procountor's product registry when the first sales invoice is created and transferred to Procountor.

The codes of Severa’s work types and products must match the product registry in Procountor. Travel expenses must also have the same codes in both systems. Travel expense codes change annually, and the new codes can be checked in Procountor.

Products without a code will be transferred with the default code specified in the settings. The default code should also exist in the Procountor's product registry.

Projects, cost centers, and business units are transferred from Severa to Procountor automatically to dimensions specified in integration settings. If a dimension item is closed or inactivated, its status will also be updated in Procountor.

Project name in Severa must not contain special characters to ensure correct transfer to Procountor.

Invoices and travel reimbursements are transferred from Severa to Procountor from a defined invoice status automatically. The invoice status from which invoices are transferred is defined in Severa's integration settings.

Purchase invoices are imported into Severa after being dimensioned to projects in Procountor, and when the status is Approved, Payment queued, Payment sent to bank, Partially paid, Paid, or Marked paid.

Attachments of travel invoices (the travel invoice + all attachments as one file) are transferred in the integration.

For sales invoices, you can choose to:

• transfer the PDF file, which includes attachments,
• transfer the invoice breakdown which transfers attachments without the PDF of Severa's invoice,
• or leave the attachments out.

If you do not select to transfer the attachments, the attachment will be transferred only if the invoice has attachments and uses line item grouping. Attachments are transferred with both e-invoices and paper invoices.

Sales and travel invoice attachments must be in GIF, JPEG, or PDF form. The name of the file must not contain any special characters. The maximum file size for attachments is 10 MB.

First, you need to allow API usage:

1. Log in to Procountor
2. Navigate to Management > Company details > Usage settings > Allow the usage of invoiceable API clients
3. Add a new technical API user from Management > Users and permissions > Add new user.
   1. Name the user, for example, as follows: first name is your company name, last name is the software name (Severa).
   2. Email address is mandatory. Use your own email, for example, but we recommend limiting email notifications in Procountor settings.
4. Modify the API user's user rights from Management > Users and permissions. Go through each permission section and set to All rights.
5. To ensure proper access control, activate Allow only M2M login to API. This ensures the integration interface has restricted rights, separate from the user interface.

Then you need to create the API key:

1. Navigate to the API keys page via the Basic information menu located in the top right corner.
2. Click New API key and create a new API key.
3. Insert Client ID text: VismaSeveraClient
4. Select Create. After saving the details, a new integration-specific key is created and displayed.
5. Copy the displayed API key to your clipboard.
6. Paste the copied API key to Severa under the gear icon in integration settings > Settings > Integrations > Procountor > General > API key.
7. Click Save.

An admin user can create an API key for another user in the selected organization if the user's permissions are sufficient. This allows the creation of a technical API user with access to the interface but not the UI.

1. Navigate to settings from the gear icon > Settings > Organization > Chart of accounts.

   • Add sales accounts used in Procountor to Severa.
   • Define all sales accounts in use.
   • You can define separate sales accounts for work hours, travel expenses, and products.
   • Enter the sales account name and number. The sales account number must match Procountor's information.

2. Add products in use and ensure they exist in both systems. The same code can be used for all products if desired. If using the same code, skip the following steps and proceed to step 3 of Severa settings. Products will then transfer to Procountor with the default code.

   • Navigate to settings from the gear icon > Settings > Work time, travel expense & product registries > Regular products.
   • Add a new product or edit existing ones.
   • Enter a code for the product and select a sales account to be used (you can also define other details for the product if desired). The code must match the product code in Procountor.
   • Define all products in use.

3. Edit/add work types and work type codes used in Severa to match products in Procountor. Work types ensure the hours on the invoice are allocated to Procountor’s product register.

   • Navigate to settings from the gear icon > Settings > Work time, travel expense & product registries > Work types.
   • Add codes for all work types used in Severa, targeting them as products in Procountor.

4. Edit/add travel expenses used in Severa to match Procountor’s travel expense registry. Severa's travel expense codes must be the same as in Procountor. Codes change annually in Procountor, and the admin user must update the data in Severa.

   • Navigate to settings from the gear icon > Settings > Work time, travel expense & product registries > Travel expense types.
   • Add codes for all travel expenses used in Severa, targeting them as travel expenses in Procountor.

5. Navigate to settings from the gear icon > Settings > Organization > Bank accounts. Click the pencil icon and edit the bank account number to IBAN format.

6. Create invoice statuses in Severa from which sales invoices are fetched to Procountor.

   • Navigate to settings from the gear icon > Settings > Billing > Invoice statuses.
   • Add a new invoice status, e.g., Waiting for transfer to Procountor. Select the following settings for the status: Not editable, Invoice number, Sent. You can also set this status as the default for credit invoices if necessary.
   • When invoices are transferred to Procountor, they automatically change status. You can add a status such as Transferred to Procountor or use the Sent status for this purpose.
   • Drag and drop the invoice statuses in order so that the status with Paid setup remains below the new statuses as the last status in the process.

7. If Travel reimbursements-add-on is enabled in Severa, fill in the social security number/code and bank account information for every user. Without personal information, travel reimbursements cannot be transferred to Procountor. Ensure the same social security number is also defined in Procountor.

   • Navigate to user management from the gear icon > Settings > User management.
   • Open the user's profile by clicking the user's name.
   • Add the user's social security number/code and bank account number.

8. Create travel reimbursement statuses in Severa from which travel reimbursements are fetched to Procountor.

   • Navigate to settings from the gear icon > Settings > Hours and expenses > Travel reimbursements > Travel reimbursement statuses.
   • Add a new travel reimbursement status, for example, Waiting for transfer to Procountor. Select the following settings for the status: Locked and Approved. You can also use the existing Approved status.
   • When travel reimbursements are transferred to Procountor, they automatically change status. Add a status Transferred to Procountor, with the settings Locked and Approved.

1. Navigate to settings from the gear icon > Settings > Integrations > Procountor > Settings.

2. Select Add settings and choose the desired Company and click Save.

3. Define the needed transfer settings. Make sure that the API key received from Procountor is in place. Integration will not activate without it. If the API key is correct, you will be able to view all existing Procountor dimensions and select accordingly in the Dimension names section.

4. Continue with general transfer settings and ensure all required fields are filled in:

   • Choose whether customers are created in Procountor's customer registry.
   • Choose whether products are added to Procountor's product registry.
   • Define the default code for products. The default code must also be found in Procountor's product registry.
   • Define the default code for work types. The default code must also be found in Procountor's product registry.
   • Define the default code for travel expenses. The default code must also be found in Procountor's travel expense registry.
   • Choose dimension names for business units, projects, and cost centers.
   • If you want to receive email notifications of errors in integration, check the box Send email when integration reports on errors.

1. Select the travel reimbursement statuses in Severa before and after transfer.
2. Select travel reimbursement status in Procountor after transfer. Initially, it is recommended to select the status Not finished, allowing you to edit and check the travel expense in Procountor.
3. Choose whether the business unit is transferred as dimension information for the travel expense line to Procountor.
4. Choose whether the cost center is transferred as dimension information for the travel expense line to Procountor.
5. Choose whether the project is transferred as dimension information for the travel expense line to Procountor.
6. Select whether Severa's users are updated in Procountor's personal register.

1. Select the invoice status from which the invoices are transferred to Procountor. It can be, for example, Waiting for transfer to Procountor.
2. Select the Status to which invoices are transferred after transfer, for example, Transferred to Procountor or Sent.
3. Select the Status to which invoices are transferred in Procountor. Initially, it is recommended to select Not finished, allowing you to edit and check invoices in Procountor.
4. Choose whether the business unit is transferred as dimension information for the invoice line to Procountor.
5. Choose whether the cost center is transferred as dimension information for the invoice line to Procountor.
6. Choose whether the project is transferred as dimension information for the invoice line to Procountor.
7. Select whether attachments are transferred with the invoice or not (an invoice attachment is an invoice PDF = invoice pages, breakdown + attachments). If you want to transfer only the invoice breakdown page, do not change the setting and leave the selection as Not selected.
8. Optionally, enable email sending of invoices. When the checkbox is marked, the following logic is used for choosing the sending channel:
   • If the customer has e-invoice information filled in their customer information, the invoice is sent as an e-invoice.
   • If the customer does not have e-invoice information filled but a contact person with an email address has been selected for the invoice, the invoice is sent by email.
   • If the customer does not have e-invoice information filled and no contact person has been selected for the invoice or the contact person has no email address added, the invoice is sent by mail.

If Maventa is used for sending invoices, but you want to transfer invoices from Severa to Procountor for accounting after sending, select Status in procountor > Not sent in the Transfer statuses section of the sales invoice transfer settings. This way, the invoice will not be attempted to be sent again from Procountor to the customer.

Purchase invoice transfer settings

Purchase invoice transfer does not require any specific settings and it can be activated and deactivated separately. Create a purchase invoice in Procountor and dimension it to a project. Update the invoice’s status to one of the following: Approved, Payment queued, Payment sent to bank, Partially paid, Paid, or Marked paid. Costs will be transferred within 10 minutes.

When all required information is filled, you can activate the integration from the main toggle found in the top right corner of the General section.

When the main toggle is enabled, you can separately enable or disable Travel reimbursement and Purchase invoice transfer later in the relevant settings section.

Follow the same instructions as above, but first select the correct company from the Company menu settings you are configuring. Settings need to be defined for all business units that are companies and have their own VAT number.

Leave all other business units undefined, as the integration can transfer data only based on the business unit hierarchy.

Invoice material	Severa	Procountor	Character limit / other information
counterParty / contactPersonName	Billing contact	Contact person	28. The company's own contact person in the detailed information section of the invoice. The invoicing contact person and the Customer contact person are separated with a / sign.
counterParty / identifier	Customer business ID (from the invoice)	Business ID or national identification number
counterParty / customerNumber	Customer number (from customer card)	Customer number
counterParty / counterPartyAddress / name	Customer name (from the invoice)	Customer address / Name and details	80
counterParty / counterPartyAddress / street	Customer address (from the invoice)	Customer address / Street address	80. Note that the address information is mandatory when the invoicing channel is mail.
counterParty / counterPartyAddress / city	Customer city (from the invoice)	Customer address / City	40
counterParty / counterPartyAddress / zip	Customer postal code (from the invoice)	Customer address / Postal code	20
counterParty / counterPartyAddress / country	Customer country code (based on address country)	Customer address / Country code
type		Invoice type	SALES_INVOICE
originalInvoiceNumber	Invoice number	Biller's invoice number	Procountor's own invoice number is always used for Procountor's invoice. If needed, you can get Severa's invoice number in Biller's invoice number field. Note that for sales invoices and travel invoices the use of the Other system invoice number field must be agreed separately with Procountor.
date	Invoice date	Invoice date
orderReference	Order number	Order number	70
additionalInformation	Our reference / Your reference / Notes / Free text above the invoice rows / Free text below the invoice rows	Additional information	10 000
paymentInfo / dueDate	Due date	Due date	The payment term can be between 0-999 days.
penaltyPercent	Overdue interest	Overdue interest	Scale: 2.
invoiceChannel		Invoice channel	ELECTRONIC_INVOICE: Selected if both eInvoice address and eInvoice operator code are provided.EMAIL: Selected if SendByEmail is enabled and either receiverContactEmail or billingCustomerEmail is provided.MAIL: Selected if none of the above conditions are met.
status		Invoice status	Always NOT FINISHED
language	Severa's invoice language	Invoice language	Options: English, Finnish, Swedish, Estonian, Norwegian, and Danish.

Invoice material	Severa	Procountor	Character limit / other information
productCode	Product code / work type / travel expense from the invoice row	Product code
product	Description	Product name
quantity	Quantity	Quantity
unit	Unit	Unit
unitPrice	Unit price	Unit price
accountingValue	Dimension	Dimensioning instructions	Used as a basis for the dimension of the accounting row.
vatPercent	Tax rate of the invoice row	VAT-%

Common error situations

If data remains in error in the integration (e.g., in the transfer of sales invoices), a record of this will remain in Severa's transfer log. The transfer log can be found under the gear icon Integrations > Procountor > Transfer log.

As a general guideline for error situations, we always recommend first checking the error message and its content. If the error requires corrections to the invoice, move the invoice to draft status in Severa and make the necessary corrections. After this, you can try the transfer again.

If necessary, please contact our customer service to resolve error situations. You can also find descriptions of the most common error codes on Procountor's website.

Subject	Error message	Solution proposal
Transfer of travel reimbursements/sales invoices	CLOSED_FISCAL_PERIOD	The invoice is attempted to be transferred to a closed fiscal period. Check the invoice date in Severa and the fiscal period in Procountor and try the invoice transfer again.
Transfer of sales invoices	ERROR_BRN_CODE	The customer's business ID on the invoice is in an incorrect format. Correct the business ID on Severa's customer card and try the invoice transfer again.
Transfer of sales invoices	SIZE_MUST_BE_BETWEEN_0_AND_100	The invoice contains rows where the maximum character count has been exceeded. Check the field-specific restrictions in the table above and correct the information on the invoice.
Customer registry	Could not add X to Procountor, because another partner X with the same number and different VAT number already exists there.	The customer cannot be transferred if a customer with the same name and customer number but a different business ID is found in Procountor. Check the formatting of the business ID and correct the information to match between the systems.

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