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Visma eAccounting

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Description

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

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

Note that this integration is not currently supported in Norway!

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What is transferred

Customers

Accounts in Visma Severa are connected as customers in Visma eAccounting. With customers, also address and contact are transferred. In Visma eAccounting there can be only one address and one contact per customer where as Visma Severa can have many. This means that when transferring a customer from Visma Severa to Visma eAccounting the integration will choose the first billing address and it's contact from Visma Severa. In Visma eAccounting, address is also a mandatory field for customer and therefore integration will give an error if trying to transfer a customer from Visma Severa that does not have an address.

Integration will transfer all active customers from Visma Severa to Visma eAccounting and vice versa. If both systems already have customer data, it is important to verify the existing data. Customers are connected with their name and number, so before integration is started, it is important to verify that if same customer exists in both systems, they have the same customer number.

The integration has a master setting for customers. This means that updated customer data will only be transferred from master system. Integration cannot handle a situation where you update customer's name or number in master only, because it connects customers by checking their name and number and if one is changed, it does not recognize the customer as the same. In this situation you have to manually change the name or the number into both systems.

A multi-currency add-on is needed for Visma Severa if in eAccounting there are customers with different currencies.

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Product register

Products, travels and work types in Visma Severa are connected as articles in Visma eAccounting. When adding products into eAccounting, the integration sets "Services" as the article accounting type. After the transfer is done, it is important to log in to Visma eAccounting and verify that the articles have correct account types, because the account type affects on your invoicing.

Integration will transfer all products from Visma Severa to Visma eAccounting and vice versa. If both systems already have products, it is important to verify the existing data. Products/work types/travels are connected with their name and number, so before integration is started, it is important to verify that if same product exists in both systems, the code in Visma Severa matches the article number in Visma eAccounting.

The integration has a master setting for products. This means that updated products will only be transferred from master system. Integration cannot handle a situation where you update product's name or number in master only, because it connects products by checking their name and number and if one is changed, it does not recognize the product as the same. In this situation you have to manually change the name or the number into both systems.

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Projects

Projects (cases) in Visma Severa can be transferred into one of the cost centers in Visma eAccounting as cost units. Projects are used for two purposes. First, when invoice is transferred, each invoice row has information on which project it belongs to. Secondly, projects are used with supplier invoice transfer to get costs into Visma Severa. All projects are transferred, both open and closed.

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Invoices

Invoices are created in Visma Severa and then transferred as draft invoices into Visma eAccounting. Draft invoices are sent to customers from Visma eAccounting and at the same time they go to book keeping. Reimbursed invoices are not transferred, so reimbursements must be done in Visma eAccounting.

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Supplier invoices

Supplier invoices can be transferred to Visma Severa as billable items and costs or only as costs for projects. Project where costs are transferred is defined for the supplier invoice row in eAccounting. Supplier invoice will be a product on a project. Billable item and cost mean that the product will have a unit price and unit cost, which are the same amount as supplier invoice's amount.

A multi-currency add-on is needed for Visma Severa if in eAccounting there are supplier invoices with different currencies.

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How to use

Requirements

API access rights in Visma eAccounting are needed, to authenticate the integration. In Visma Severa, an add-on called "Visma eAccounting" must be enabled. Follow the purchase process instructions to enable the add-on.

Once the add-on is enabled, a Data transfer menu appears under Tools menu in Visma Severa. Before anything can be transferred, some settings must be defined. Please follow the steps below.

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Initial settings

  • If you already have customer and product data in both Visma Severa and in Visma eAccounting, go through the data. Verify that if same customer or product exists in both systems, that they have the same name and number.
  • Verify that all products, work types and travel expenses have a code set in Visma Severa. The integration will fail if code is missing, since it is a mandatory field in Visma eAccounting.
  • Verify that customers in Visma Severa have one address. The integration will fail if address is missing, since post code and city are required fields in Visma eAccounting.
  • In Visma eAccounting, go to Accounting > Cost centers and add one group where the projects will be stored.

group_for_projects.PNG

  • In Visma Severa, go to Tools > Settings > Invoice statuses.
  • Add two invoice statuses for example "Transfer to Visma eAccounting" and "In Visma eAccounting". The statuses do not have to create invoice number, since Visma eAccounting defines the number.

invoice_statuses.png

  • Go to Tools > Data transfer and choose "Settings" tab.
  • Click the Connect button next to "Cost center for projects"eaccounting.png
  • Enter your Visma eAccounting API user's username and password to the Sign in pop up.

    signin.PNG

  • Click Allow to give permission for the integration.

    allowbutton.PNG

  • Select master for customer to be either Visma Severa or Visma eAccounting. Master means a system where you maintain your data, for example update contacts or addresses of customers.
  • Select master for products to be either Visma Severa or Visma eAccounting. Master means a system where you maintain your data, for example do pricing changes for your products.
  • Select the cost center (created in the beginning), where projects are transferred in to.
  • Add a default product number. In Visma eAccounting, there must be an article with this number. It is used on invoice transfer, for those invoice rows which are not connected to any product, work type or travel type.
  • Choose if supplier invoices should be transferred in to Visma Severa as billable items and costs or only costs.
  • Choose the invoice statuses (created in the beginning). The first invoice status is set for invoices in Visma Severa and once transfer has been made, integration changes the statuses to the second one. This makes it easier to follow which invoices have been sent in to Visma eAccounting.
  • Save settings. Integration is now ready to be used!eaccounting_settings.png

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Transferring data

To transfer data between Visma Severa and Visma eAccounting, go to Tools > Data transfer (Transfer tab). There is a transfer button for each topic. After transfer button has been clicked, a time stamp appears to tell when was the last transfer made. Customers, products and projects are transferred so that the integration looks the latest time stamp and transfers all newly added and all updated ones since the previous transfer. The first transfer will move all existing data. For invoices, the integration will transfer all invoices with the selected status.  Supplier invoice transfer is controlled by the supplier invoice date. The integration will not transfer the same supplier invoice twice, so it is safe to transfer for example with time frame "This week" many times during the week.

The Visma eAccounting authentication is valid for only some time. This means that most likely when you come to do your next transfers and you click one of the Transfer buttons, you will get the authentication window, where you need to sign in and allow integration to run.

After transfer has been made, either a green or red message will appear at the top. The message will tell you the count of successfully transferred items and the amount of errors, if there were any. Read more about the errors from below.

 datatransfer1.PNG

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Error log

If there were any issues with the transfer, you will see a red bar at the top of the screen which tells how many failed items there was. To see which items caused the error, and what the error was, click on the "Error log" tab in Data transfer. New errors will appear at the top of list. Error will explain what couldn't be transferred, to which system it couldn't transfer it and what was the reason. For example: "Could not add product [ProductName] to Visma eAccounting, because product's code is missing from Visma Severa's settings." Based on the error, you must go and fix the issue, then run the transfer again.

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Detailed field mapping

Customers / Accounts

Field in eAccounting Field in Severa Mandatory Comments
Customer no Account number yes  
Customer name Account name yes  
Customer type   yes Is always "Company"
Corporate identity no Vat number    
Address Address yes From Severa, transfers the first billing address. If there's no billing addresses, transfer the headquarters address. If there are more than two address rows in Severa, those will be shown on the second address line in eAccounting.
Postcode Postal code yes  
City City yes  
Country Country yes  
Vat number Vat number    
Phone no. Phone   From the address
Email Email    
Website Website    
Notes Notes    
Contact name First name + Last name   When transferring to Severa, name is split into first and last name. The last space in ContactPersonName separates the FirstName and LastName. If there is no space in ContactPersonName, question mark is used for FirstName. When transferring to eAccounting, FirstName and LastName are combined to ContactPersonName separated by space. Transfers the first contact person connected to billing address.
Contact email Contact email    
Contact phone no. Contact telephone    
Contact mobile Contact mobile    
Terms of payment Payment terms yes If payment terms haven't been set for an account in Severa, then organization's payment terms are used.
Currency Currency code yes  

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Articles / Products, Work types, Travel expenses

Field in eAccounting Field in Severa Mandatory Comments
Active Active status yes  
Article no Code yes  
Article name Name yes  
Sales category   yes All products added into eAccounting, as default get Services as category. VAT rate will be checked from the product.
Unit Unit yes Integration sets hours for work types,  kilometer for mileages, pieces for per diems and other expenses and so are products, unless it's possible to map the correct unit.
Sales price excl. VAT Unit price yes  
Sales price incl. VAT Unit price with VAT yes Integration calculates the amount based on unit price and VAT rate

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Cost center / Projects

Field in eAccounting Field in Severa Mandatory Comments
Active Open/Closed yes  
Short name Case number yes  
Name Case name yes  

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Invoice drafts / Invoices

Field in eAccounting Field in Severa Mandatory Comments
Customer Account name yes  
Address Address yes  
Postcode Postal code yes  
City City yes  
Country Country yes  
Terms of payment Payment terms yes  
Your reference Your reference    
Our reference Our reference    
Text row Notes    
Text row Invoice free text before invoice rows    
Invoice rows   yes See more detailed mapping of invoice row from below
Text row Invoice free text after invoice rows    
Invoice row in more detail      
Article Product code   Article defines the VAT of the row/invoice. Vat rate is not transferred from Severa
Article name Description    
Quantity Quantity    
Unit Unit    
Price Unit price    
Cost center (for projects) Case number    

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Supplier invoices / Products on cases

Field in eAccounting Field in Severa Mandatory Comments
  Description yes Supplier invoice date + Voucher number + Supplier name
Invoice date Date yes  
  Quantity yes Always set to "1"
Debit amount Unit cost yes  
Debit amount Unit price yes  
  Tax yes Organization default VAT rate in Severa

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Typical errors

Error message Solution
Error occurred. Notification has been sent to maintenance service team. Please try again later. At least one customer is missing address in Severa. Check that all customers have at least one address on customer card.
Could not add invoice for customer XXXX Customer and project XXXX to Visma eAccounting, because invoice address is missing. Check that all invoices have physical address.

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