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AutoInvoice integration

Join the modern world of eInvoicing community by enabling AutoInvoice integration for Visma Severa.

Already over 350 000 companies in the Nordics have chosen Visma's AutoInvoice to be their tool for sending and receiving electronic invoices. Visma Severa's integration to AutoInvoice brings you all the benefits of sending invoices quickly, cost efficiently and reliably. Send out your invoices in the format your customer requires them, be it as eInvoice, as email or through a printing service.

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Notes

  • Integration is available in Finland, Sweden, Norway and Netherlands. In Finland AutoInvoice is also called Maventa.
  • Customer needs to have an AutoInvoice or Maventa account in order to use the integration.
  • AutoInvoice add-on must be activated in Visma Severa, in order to use the integration.
  • If Organizational hierarchy add-on is used in Visma Severa, and some of the business units are actually organizations of their own, each company that acts as invoice sender needs to have it's own AutoInvoice account.
  • Sender's and receiver's VAT numbers should be written in proper VAT number format to ensure correct invoice delivery. Intergation will try to remove added dots and spaces, but the safest option is to write the number correctly in the first place. Integration will automatically convert the VAT number into organization number.
    • Finland: FI12345678
    • Sweden: SE1234567890XX (where XX=identifier provided by tax office, for example 01).
    • Norway: NO123456789MVA
    • Netherlands: NL123456789BXX (where XX=identifier provided by tax office, for example 01).
  • In Finland it is required to activate a bank network connection before company can send or receive invoices through bank network. See instructions provided by Maventa team, how the activation is done. Miten aktivoin pankkiverkkoyhteyden?
  • In Norway a B2CNO vendor agreement must be activated, if company is sending electronic invoices to consumers. This can be done from "Settings > Consumer invoicing to bank" in AutoInvoice.
  • In Finland, Maventa offers also a free integration to Visma Duetto to help with invoice collection. See more information from Maventa's support article: Miten lähetän laskun huomautettavaksi tai perittäväksi?.
  • In Sweden it is possible to hide reference number from invoice but this is mandatory information when sending eInvoices. When using the integration make sure that the reference number is shown on invoices.

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How does it work?

Invoices and credit notes are created in Visma Severa and set into selected invoice status. Once all invoices are created and ready to be sent out to customers, they are transferred to AutoInvoice with one click of a button. AutoInvoice then sends the invoices to customers either as electronic invoices, as email or through printing service.

There is a certain logic and order how the sending channel is chosen. The first priority is always electronic invoice. If no electronic invoice addresses are found for the customer, then AutoInvoice checks, if email address is provided to send the invoice as pdf to customer's email address. If there is also no email address, then the very last option is to send the invoice through printing service as regular paper invoice.

Integration offers the possibility to send the PDF of Severa's invoice along with the invoice data. This means that you can use the invoice breakdown and add other attachments, and these are then delivered to your customer

Notice, that there is no automatic follow up on payments made. Invoices in Visma Severa will stay in the status set by integration, but can be then manually changed to paid when customer makes the payment.

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Electronic invoice

Each country has it's own official register that holds the information which companies are able to send and receive eInvoices. In Visma Severa it is possible to enter the customer's electronic invoice address and operator's code directly to the account information and this is then send to AutoInvoice along with the invoice. AutoInvoice sends the invoice to the given eInvoice address. If no eInvoice address is given for account in Visma Severa, then AutoInvoice will automatically search from the official register if customer is able to receive eInvoices and sends invoice to the eInvoice address found in the register.

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Invoice by email

AutoInvoice can also send invoices as pdf attachments to given email address, if customer is not able to receive electronic invoices. There is a setting in Visma Severa and in AutoInvoice to control if invoices can be send as emails. When the email sending is enabled, the email address where invoices are sent to, is the invoice's account contact's email address. It is possible to select only one account contact per invoice, and there is no possibilities to enter another email address, so when using this channel, it is important to verify that the invoice has a correct account contact selected. Check the email sending settings from AutoInvoice "Settings > Sending invoices" and from Visma Severa "Tools > Data transfer > Settings tab".

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Printing service

The print service delivers invoices via printing and postal service, to recipients who cannot receive electronic invoices or invoices by email. Invoice is sent to the recipients address given on the invoice. Check the printing service settings from AutoInvoice "Settings > Sending invoices".

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Initial settings

There are few settings in Visma Severa, that must be checked before invoices can be send to AutoInvoice. If you are a new AutoInvoice user, we also recommend that you go through the settings in AutoInvoice, to make sure your invoices are send out as they should be. Before going into settings, verify that AutoInvoice add-on is enabled by following the purchase process.

Invoice statuses

A new invoice status is needed to separate the invoices that have not yet been sent to AutoInvoice versus the once that are send.

  1. In Visma Severa, go to Tools > Settings > Invoice statuses
  2. Add one new invoice status, called for example "Transfer to AutoInvoice". This status should have following settings: Read only, Invoice number, Awaiting payment, Sent, Default after credit.
  3. Use the arrows in front of the statuses to place this status between Draft and Sent status, so that it is in logical order.

invoice_statuses.png

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Bank account number in IBAN format

Company's bank account details are send along with the invoice and it must be given in IBAN format.

  1. In Visma Severa, go to Tools > Settings > Bank details.
  2. Verify that bank account number is in IBAN format and correct BiC/SWIFT is given. If you are unsure about the correct format, you can check it from your bank.
  3. Note for companies using Organizational hierarchy add-on! If some of the business units are actually organizations of their own, each company that acts as invoice sender needs to have it's own bank details set. Give the bank account details for the company and select the correct organization from the list of business units.

bank_details.png

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eInvoice addresses

To be able to send eInvoices your company's own eInvoice address and operator's code must be entered into Visma Severa's settings, into Company details.

eInvoice address and operator can also be set for customers but these can also be left empty to make AutoInvoice check the addresses from the official register. Beware, that if eInvoice address and operator is not set for the customer in Visma Severa, then it's very important to verify that customer has correct VAT number, because that is used to check if customer has eInvoice address in the register.

Sender's eInvoice address:

  1. In AutoInvoice, go to Settings > Receiving invoices to check your company's eInvoice address and operator's code.
  2. In Visma Severa, go to Tools > Settings > Company details.
  3. Copy the eInvoice address and operator's code from AutoInvoice into Severa.
  4. At the same time, verify that your company's VAT number and address are correctly set.
  5. Note for companies using Organizational hierarchy add-on! If some of the business units are actually organizations of their own, each company that acts as invoice sender needs to have it's own eInvoice addresses set. In Visma Severa, go to Tools > Settings > Business units and enter the eInvoice address and operator for each company. Also verify that VAT numbers and addresses are correct for each company.

einvoiceaddress.PNG

Receiver's eInvoice address:

  1. To know if your customer is using eInvoicing, you can make a search in your country's official register or use Finder in AutoInvoice.
  2. In Visma Severa, search the customer and open account card.
  3. Open Account information-section, and place the customer's eInvoice address and operator's code there.
  4. At the same time, verify that your customer's VAT number and address are correctly set.

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Transfer settings

Actual integration settings are set in Visma Severa's side, in Tools > Data transfer > Settings tab. Notice that these settings differ if company is using Organizational hierarchy add-on.

  1. In Visma Severa, go to Tools > Data transfer > Settings tab.
  2. Open AutoInvoice into another browser tab, and go to Settings > Settings.
  3. Copy API key and Company UUID from AutoInvoice into Severa.
  4. Send original invoice PDF when sending eInvoices: Select yes, if the PDF of Visma Severa's invoice should be sent to AutoInvoice along with the invoice data. This means that customer will receive the whole invoice with all the attachments and can see the invoice as you see it in Visma Severa. Select no, to transfer only the data of invoice, without the PDF. This means that customer will see invoice looking based on AutoInvoice's template and no attachments.
    • Note! If invoice is being sent out using printing service, you need to make a separate setting in AutoInvoice to make the printing service print the invoice looking like Visma Severa's invoice. To do this, in AutoInvoice, go to Settings > Layout settings and enable "Use own PDFs for printing service". Beware, that in this scenario, AutoInvoice will print also a cover page for address. Invoices will always have at least two pages and all pages are charged.
  5. Send invoices by e-mail: Select yes, if invoice's account contact's email is sent along the invoice and customers who do not have eInvoice address will then receive the invoice into this email address. Select no, if invoices should go to printing service if customer cannot receive eInvoices.
  6. Status of invoices to download?: Select the status "Transfer to AutoInvoice" that was created in the first step. All invoices in that are in this status are sent to AutoInvoice when "Transfer invoices" button is pressed.
  7. Status of these invoices in Visma Severa after download?: Select the status invoices will get after they have been sent to AutoInvoice, for example "Sent".
  8. Save settings and your integration to AutoInvoice is ready to be used!

Instructions to companies using Organizational hierarchy add-on:

  • The settings are set the same way as above, but separately for each company.
  • In the settings tab, there is a business unit dropdown. Select the first company, and enter the settings for that company. Then select next company and do the same.
  • Note, that the API key and Company UUID must be copied from each company's own AutoInvoice account
  • Note also, that there is no need to enter the settings for those business units that are acting as departments or teams, so only for the organizations.

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Transferring invoices

  1. Create invoices in Visma Severa. Invoice must state customer's billing address, postal code, city and Vat number.
  2. Set invoices to "Transfer to AutoInvoice" status
  3. Go to Tools > Data transfer and click "Transfer invoices" button.
  4. After transfer is done, the amount of successfully transferred invoices is stated on the page, and invoice are set to Sent status.
  5. If some invoices have errors, those are stated in the Error log tab.

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Typical errors

Error message Solution

The 'BuyerStreetName' element is invalid - The value '' is invalid according to its datatype 'genericStringType235' - The actual length is less than the MinLength value.

The invoice doesn't have address line. Open invoice and add address. Remember to add address also for the customer card.

The 'BuyerTownName' element is invalid - The value '' is invalid according to its datatype 'genericStringType235' - The actual length is less than the MinLength value.

The invoice doesn't have city in address. Open invoice and add receiver's city. Remember to add full address also for the customer card.

The 'BuyerPostCodeIdentifier' element is invalid - The value '' is invalid according to its datatype 'genericStringType235' - The actual length is less than the MinLength value.

The invoice doesn't have postcode in address. Open invoice and add receiver's postcode. Remember to add full address also for the customer card.

The element 'Finvoice' has invalid child element 'SpecificationDetails'. List of possible elements expected: 'InvoiceRow'.

The invoice doesn't have any invoice rows. Open invoice and add invoice row.

Seller must have at least one bank account

Add bank account details into Severa's settings (Tools > Settings > Bank details). Remember to use IBAN format. Then open invoice, change status to draft, then back to "Transfer to AutoInvoice", to update the bank details on the invoice.

Seller must have a BIC in bank account details

Bank account number must be given in IBAN format and it needs to have correct BIC/SWIFT code. Go to Tools > Settings > Bank details to fix the bank account number.

Company not found

The Company UUID given in Data transfer settings, is not recognized by AutoInvoice. Go to Tools > Data transfer > Settings tab and compare the Company UUID to the one in AutoInvoice's settings. Verify that the are no extra spaces in the beginning or end of the entered value.

User not found

The API key given in Data transfer settings, is not recognized by AutoInvoice. Go to Tools > Data transfer > Settings tab and compare the API key to the one in AutoInvoice's settings. Verify that the are no extra spaces in the beginning or end of the entered value.

Error in AutoInvoice for finnish customers: "Laskun lähetys epäonnistui. Vastaanottajan operaattori on pankki."

The bank network connection is not enabled. The connection is disabled as default when AutoInvoice account is created. It takes about a week to get the connection working. Follow the instructions to enable the connection: Aktivoi pankkiverkkoyhteys.

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Field mapping

All invoices are send from Visma Severa into AutoInvoice using Finvoice 1.3 electronic invoicing standard. AutoInvoice will then convert the invoices to the standard used in receiver's country.

Finland

Field in Severa's invoice Field in Finvoice 1.3
Comments

Account name

BuyerPartyDetails > BuyerOrganisationName

 

Receiver address

BuyerPartyDetails > BuyerPostalAddressDetails > BuyerStreetName

 

Receiver postal code

BuyerPartyDetails > BuyerPostalAddressDetails > BuyerPostCodeIdentifier

 

Receiver city

BuyerPartyDetails > BuyerPostalAddressDetails > BuyerTownName

 

Receiver country

BuyerPartyDetails > BuyerPostalAddressDetails > IdentificationCode

 

Receiver VAT number

Vat number: BuyerPartyDetails > BuyerOrganisationTaxCode

Org. number: BuyerPartyDetails > BuyerPartyIdentifier

Integration will turn VAT number into organization number or vice versa, and both are taken to Finvoice.

Invoice number

InvoiceDetails > InvoiceNumber

 

Invoice date

InvoiceDetails > InvoiceDate

and

EpiDetails > EpiIdentificationDetails > EpiDate

 

Account contact

BuyerContactPersonName

 

Our reference

InvoiceDetails > SellerReferenceIdentifier

 

Your reference

InvoiceDetails > BuyerReferenceIdentifier

 

Order number

InvoiceDetails > OrderIdentifier

 

Payment terms

PaymentTermsDetails > PaymentTermsFreeText

 

Overdue interest

PaymentOverDueFineDetails > PaymentOverDueFinePercent

 

Billing contact

SellerContactPersonName

 

Notes

InvoiceFreeText

InvoiceFreeText field combines text from all free text fields

Invoice free text before invoice rows

InvoiceFreeText

InvoiceFreeText field combines text from all free text fields

Invoice row description

InvoiceRow > ArticleName

If description is more than 100 characters, rest of the description is placed in to InvoiceRow > RowFreeText

Invoice row quantity

InvoiceRow > DeliveredQuantity

and

InvoiceRow > OrderedQuantity

 

Invoice row measurement unit

InvoiceRow >  QuantityUnitCode

 

Invoice row unit price

InvoiceRow > UnitPriceAmount

 

Invoice row total price

InvoiceRow > RowVatExcludedAmount

 

Invoice row VAT amount

InvoiceRow > RowVatAmount

 

Invoice row VAT %

InvoiceRow > RowVatRatePercent

 

Project number of invoice row

ProjectReferenceIdentifier

 

Total excluding VAT

InvoiceDetails > InvoiceTotalVatExcludedAmount

and

InvoiceDetails > VatSpecificationDetails > VatBaseAmount

 

Amount of VAT

InvoiceDetails > VatSpecificationDetails > VatRateAmount

 

Total including VAT

InvoiceDetails > InvoiceTotalVatIncludedAmount

and

EpiDetails > EpiPaymentInstructionDetails > EpiInstructedAmount

 

Invoice free text after invoice rows

InvoiceFreeText

InvoiceFreeText field combines text from all free text fields

Invoice due date

InvoiceDetails > PaymentTermsDetails > InvoiceDueDate

and

EpiDetails > EpiPaymentInstructionDetails > EpiDateOptionDate

 

Reference number

EpiDetails > EpiIdentificationDetails > EpiReference

and

EpiDetails > EpiPaymentInstructionDetails > EpiRemittanceInfoIdentifier

 

Sweden

Notice, that if the sender and receiver are both customers of Visma, invoices are converted from Svefaktura standard into VismaXML standard., and then this field mapping is not valid.

Field in Severa's invoice Field in Svefaktura Comments

Account name

BuyerParty > PartyName > Name

 

Receiver address

BuyerParty > Address > StreetName

 

Receiver postal code

BuyerParty > Address > PostalZone

 

Receiver city

BuyerParty > Address > CityName

 

Receiver country

BuyerParty > Address > IdentificationCode

 

Receiver VAT number

BuyerParty > PartyTaxScheme > CompanyID

Integration will turn VAT number into organization number, and both are taken to Svefaktura.

Invoice number

ID

 

Invoice date

IssueDate

 

Account contact

BuyerParty > Party > Contact > Name

 

Our reference

BuyerParty > Party > Contact > Name

"Our reference" is shown ONLY if "Account contact" is not selected on the invoice!

Your reference

RequisitionistDocumentReference > ID

 

Order number

InvoiceLine > OrderLineReference > OrderReference > BuyersID

and

RequisitionistDocumentReference > ID

 

Payment terms

PaymentTerms > Note

 

Overdue interest

PaymentTerms > PenaltySurchargePercent

 

Billing contact

SellerParty > Party > Contact > Name

 

Notes

Note

Note field combines text from all free text fields

Invoice free text before invoice rows

Note

Note field combines text from all free text fields

Invoice row description

InvoiceLine > Item > Description

If description is more than 100 characters, rest of the description is placed in to InvoiceLine > Note

Invoice row quantity

InvoiceLine > InvoicedQuantity

 

Invoice row measurement unit

InvoiceLine >  quantityUnitCode

 

Invoice row unit price

InvoiceLine > Item > BasePrice > PriceAmount

 

Invoice row total price

InvoiceLine > LineExtensionAmount

 

Invoice row VAT %

InvoiceLine > Item > TaxCategory > Percent

 

Total excluding VAT

TaxTotal > TaxSubTotal >TaxableAmount

and

LegalTotal  > TaxExclusiveTotalAmount

 

Amount of VAT

TaxTotal > TotalTaxAmount

and

TaxTotal > TaxSubTotal > TaxAmount

 

Rounding

LegalTotal  > RoundOffAmount

 

Total including VAT

LegalTotal  > TaxInclusiveTotalAmount

Rounded total

Invoice free text after invoice rows

Note

Note field combines text from all free text fields

Invoice due date

TaxPointDate

and

PaymentMeans > DuePaymentDate

 

Reference number

PaymentMeans > PaymentInstructionID

 

Norway

Field in Severa's invoice Field in EHF 2.0/PeppolBIS 2.0
Comments

Account name

AccountingCustomerParty > Party > PartyName > Name

and

AccountingCustomerParty > Party >PartyLegalEntity > RegistrationName

 

Receiver address

AccountingCustomerParty > Party > PostalAddress > StreetName

and

Delivery > DeliveryLocation > Address > StreetName

 

Receiver postal code

AccountingCustomerParty > Party > PostalAddress > PostalZone

and

Delivery > DeliveryLocation > Address > PostalZone

 

Receiver city

AccountingCustomerParty > Party > PostalAddress > CityName

and

Delivery > DeliveryLocation > Address > CityName

 

Receiver country

AccountingCustomerParty > Party > PostalAddress > Country > IdentificationCode

and

Delivery > DeliveryLocation > Address > Country > IdentificationCode

 

Receiver VAT number

Vat number: AccountingCustomerParty > Party > PartyTaxScheme > CompanyID

Org. number: AccountingCustomerParty > Party > PartyLegalEntity> CompanyID

Integration will turn VAT number into organization number or vice versa, and both are taken to EHF/Peppol.

Invoice number

ID

 

Invoice date

IssueDate

and

TaxPointDate

 

Account contact

AccountingCustomerParty > Party > Contact > Name

 

Our reference

AccountingSupplierParty >  Party > Contact > ID

 

Your reference

AccountingCustomerParty > Party > Contact > ID

 

Order number

OrderReference > ID

 

Payment terms

PaymentTerms > Note

 

Overdue interest

PaymentTerms > Note

 

Billing contact

AccountingSupplierParty >  Party > Contact > Name

 

Notes

Note

Note field combines text from all free text fields

Invoice free text before invoice rows

Note

Note field combines text from all free text fields

Invoice row description

InvoiceLine > Item > Description

If description is more than 100 characters, rest of the description is placed in to InvoiceLine > Note

Invoice row quantity

InvoiceLine > InvoicedQuantity

 

Invoice row measurement unit

 

 

Invoice row unit price

InvoiceLine > Price > PriceAmount

 

Invoice row total price

InvoiceLine > LineExtensionAmount

 

Invoice row VAT %

InvoiceLine > Item > ClassifiedTaxCategory > Percent

 

Total excluding VAT

TaxTotal> TaxSubtotal > TaxableAmount

and

LegalMonetaryTotal > TaxExclusiveAmount

 

Amount of VAT

TaxTotal > TaxAmount

and

TaxTotal> TaxSubtotal > TaxAmount

 

Rounding

LegalMonetaryTotal > PayableRoundingAmount

 

Total including VAT

LegalMonetaryTotal > TaxInclusiveAmount

Rounded total

Invoice free text after invoice rows

Note

Note field combines text from all free text fields

Invoice due date

PaymentMeans > PaymentDueDate

 

Reference number

PaymentMeans > PaymentID

 

Netherlands

Field in Severa's invoice Field in SimplerInvoicing UBL
Comments

Account name

AccountingCustomerParty > Party > PartyName > Name

 

Receiver address

AccountingCustomerParty > Party > PostalAddress > StreetName

 

Receiver postal code

AccountingCustomerParty > Party > PostalAddress > PostalZone

 

Receiver city

AccountingCustomerParty > Party > PostalAddress > CityName

 

Receiver country

AccountingCustomerParty > Party > PostalAddress > Country > IdentificationCode

 

Receiver VAT number

Vat number: AccountingCustomerParty > Party > PartyTaxScheme > CompanyID

Org. number: AccountingCustomerParty > Party > PartyLegalEntity> CompanyID

Integration will turn VAT number into organization number, and both are taken to SimpleInvoicing UBL.

Invoice number

ID

and

PaymentID

 

Invoice date

IssueDate

and

TaxPointDate

 

Account contact

AccountingCustomerParty > Party > Contact > Name

 

Our reference

AccountingSupplierParty >  Party > Contact > ID

 

Your reference

AccountingCustomerParty > Party > Contact > ID

 

Order number

OrderReference > ID

 

Payment terms

PaymentTerms > Note

 

Overdue interest

PaymentTerms > Note

 

Billing contact

AccountingSupplierParty >  Party > Contact > Name

 

Notes

Note

Note field combines text from all free text fields

Invoice free text before invoice rows

Note

Note field combines text from all free text fields

Invoice row description

InvoiceLine > Item > Description

If description is more than 100 characters, rest of the description is placed in to InvoiceLine > Note

Invoice row quantity

InvoiceLine > InvoicedQuantity

 

Invoice row measurement unit

 

 

Invoice row unit price

InvoiceLine > Price > PriceAmount

 

Invoice row total price

InvoiceLine > LineExtensionAmount

 

Invoice row VAT %

InvoiceLine > Item > ClassifiedTaxCategory > Percent

 

Total excluding VAT

TaxTotal> TaxSubtotal > TaxableAmount

and

LegalMonetaryTotal > TaxExclusiveAmount

 

Amount of VAT

TaxTotal > TaxAmount

and

TaxTotal> TaxSubtotal > TaxAmount

 

Total including VAT

LegalMonetaryTotal > TaxInclusiveAmount

 

Invoice free text after invoice rows

Note

Note field combines text from all free text fields

Invoice due date

PaymentMeans > PaymentDueDate

 

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