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Visma Business integration

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Description

Integrate Visma Business and Visma Severa to transfer your employees, customers, projects, work hours, invoices and costs between the two systems. Manage your projects in Visma Severa and create invoice drafts, which will then be sent to Visma Business to be delivered to customers and stored in bookkeeping. Get your supplier invoices in Visma Business and transfer those to Visma Severa as project costs.

There are master settings that define, in which system the data is updated. It means that new information can be added to both systems, but updates will only transfer from "master". Usually for example Visma Severa is master for projects where as Visma Business is master for products.

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Description

What is integrated and how

Business units/departments are used for reporting purposes. Every user, project and invoice is connected to a business unit, which means that company reporting can be done from various angles.

Business units in Visma Severa are connected with an Organisational unit selected for departments in Visma Business. Business units are integrated both ways, from Visma Severa to Visma Business and vice versa. In Visma Business, there is a possibility to prevent certain departments from transferring. Existing business units are connected based on their name and number/code.

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Employees

Users in Visma Severa are connected as employees in Visma Business. All users from Visma Severa will be transferred to Visma Business, and from Visma Business, those employees who have an email address, will be transferred to Visma Severa. Existing users are connected based on their name and number/code.

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Product register

Products, travels and work types in Visma Severa are connected with the product register in Visma Business. Products are integrated both ways, from Visma Severa to Visma Business and vice versa, however there is a master-setting in the integration that will define in which system updates are done. In Visma Business, there is a possibility to prevent certain products from transferring. Existing products are connected based on their name and number/code.

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Customers

Invoices and projects are created for customers and integration helps you also keep the contact information up-to-date.

Accounts in Visma Severa are connected as customers in Visma Business. Only customers with projects in "won" status are transferred from Visma Severa to Visma Business, where as all customers from Visma Business are transferred to Visma Severa. With customers, also addresses and contacts are transferred. In Visma Business, customer can have only one billing address, so if account has many addresses in Visma Severa, other addresses will become delivery addresses in Visma Business. Important to know is that Visma Business always rules the customer numbering, so before starting the integration, if there are customers in both systems, those should be checked, so that same customers have same numbers in both systems. In Visma Business, there is a possibility to prevent certain customers from transferring. Existing customers are connected based on their name and number.

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Projects

Projects are managed in Visma Severa and used for reporting purposes in Visma Business. Each invoice and cost is conneceted to a project and employees report hours and travels to projects.

Projects in Visma Severa are connected with an Organisational unit selected for projects in Visma Business. From Visma Severa, only those projects that have "Won" sales status are transferred to Visma Business. Projects are integrated both ways, from Visma Severa to Visma Business and vice versa, however there is a master-setting in the integration that will define in which system updates are done. In Visma Business, there is a possibility to prevent certain projects from transferring. Existing projects are connected based on their name and number.

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Work hours

Work hour entries are used for reporting purposes in Visma Business. With the detailed information about each entry you can for example recognize revenue in Visma Business.

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Work hours from Visma Severa are transferred into one of the Free information tables in the "Variables". Only approved work hours are transferred. When hours are invoiced, the hours in Visma Business are updated with the order number.

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Invoices

Invoice drafts are created in Visma Severa. Integration transfers invoices from selected status into Visma Business as orders. Once orders are made as invoices in Visma Business and sent to customers, the "sent" status is updated back to Visma Severa. Also when customer pays the invoice, the "paid" status is updated back to Visma Severa. Integration doesn't transfer attachments.

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Supplier invoices

When supplier invoice is connected to a project in Visma Business, it is transferred into Visma Severa as project costs. You can define, if the supplier invoices are also billable from Visma Severa, or if they are only costs. These costs are displayed in the "Products" section of a case. You can limit only certain types of vouchers to transfer.

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How to start using

  1. Go through existing data in both systems with the help of checklist.
  2. Enable Visma Business add-on from Upgrades > Adjust features > Interfaces.
  3. Download the integration software from support portal (you need to select a version that matches your Visma Business version).
  4. Install the integration software to the server where Visma Business is running.
  5. Set up integration. Check out video from Youtube for how integration is set up. The video is 50 minute long.
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