Visma Scanner mobile app will be replaced by the Netvisor receipt scanner, which is included in the Netvisor mobile app. The old Visma Scanner mobile app will be discontinued at the end of october.

Receipts can be brought to Netvisor not only via email but also via the Visma Scanner mobile application, which enables more detailed additional information and automation. The app is available for download on iPhone from the AppStore or on Android devices from Google Play Store. Netvisor automatically creates either a voucher or a Travel expense report from the material if the user has provided the required information when taking the receipt. If all the required information has not been given, the receipt is brought to Netvisor’s eScan material processing view, where it needs to be handled by the user.

Visma Scanner mobile app requires a Netvisor user ID. Creating Visma Scanner user IDs does not require separate access rights or roles; it is enough that the person is a Netvisor user and can log into the company's Netvisor environment. The No rights profile is sufficient for this. If the person using Visma Scanner has the Travel service active, the use of Visma Scanner will not be charged separately. Otherwise, eScan pricing is used as the charge basis. If the Travel service is enabled in the middle of the month and receipts have already been sent via the app before this, a normal fee per dispatch will be charged for those. After enabling the Travel service, the charge is included in the price of the Travel service.

Note! user IDs cannot be created by another person; they must always be created by the user themselves. In the Visma Scanner app, the user only sees the receipts they have sent; the material is processed in the Netvisor browser version.

Please note that if an image in the app is not linked to any material in Netvisor within 6 months from the date of the image, the image will be removed from the app automatically. Consequently, the images will also be removed from the Unprocessed material view in Netvisor.

When logging into the app, you must first select Netvisor as the software to use. Logging into the receipt scanner is done with user ID and password. Before downloading the app, the user must log in to Netvisor and create a user ID and password for the mobile app. In Netvisor, open the view Extensions > eScan settings and create login IDs. These must be created by the user themselves and cannot be created by another person.

In the view Extensions > eScan settings you can also renew a forgotten password for the mobile app by clicking 'Update user ID' next to the created email address.

For login IDs, the user must have an existing email address and the password must be formed according to the following requirements:

After creating the login IDs, download the mobile app to your phone either from the AppStore or from Google Play Store. You can find the app by clicking the icons below. On tablet devices, the mobile app only works with the iOS operating system.

The language of the app is determined by the language of the phone's operating system.

After downloading the app, log in to the mobile app and select the company to which you want to transfer receipts. If receipts are scanned to several companies, the company must be selected before scanning. If the new company is not directly visible on the list, click the company name in the app and select "Add company" in the view that opens. The app will then ask for the user's password. After entering it, the companies of the user will be available for selection and you can select the desired companies. After this, these will be directly visible as selectable companies and the desired company must be selected before scanning the receipt.

The following information can be added to the picture taken with Visma Scanner:

Forgotten Visma Scanner password can be renewed by logging into Netvisor via browser. In the section Extensions > Netvisor eScan > eScan settings click the link "Update user ID" (picture below, step 1).

Save a new password for yourself in the fields "Password" and "Confirm password" (picture below, step 1). After this, click the button "Update user ID" (picture below, step 2).

Please note that the password must still be formed according to the original instructions:

Cost type and salary type mean the same thing. Cost types/salary types shown in Visma Scanner are managed in Netvisor. If the company has Netvisor’s Salaries section in use, cost types/salary types will be visible in Visma Scanner according to Salary types. In this case, new cost types/salary types can be added in the view Salaries > Payroll > Salary model management >Company-specific salary types tab > Add new salary type. Note that the "Source" of the salary type must be "Travel expense report - cost row" for the cost type to be visible in Visma Scanner.

If the company does not have the Salaries section in use, cost types/salary types shown in Visma Scanner can be managed in the "Extensions > eScan material processing" view. Press the "Company-specific functions" button and from the menu that opens, select "Cost type management". You can add a cost type and Default account from the "Add new cost type" link. A cost type can be edited or deleted from the last column of the row via the arrow key. The bookkeeping account used comes from behind the cost type selection. This requires the user to have at least "Edit rights" in the Accounting section's function-specific rights for Basic data management and Basic data import.

To use Visma Scanner, a desired clearing account must be defined if you want vouchers to be formed in Netvisor via automation. The receipt scanner's clearing account is added in Netvisor in the Accounts used in default postings view. More detailed instructions can be found through the link.

Payment methods on the list are the payment methods that have been added to the company in Netvisor. Payment methods can be added in the Sales > Basic data and settings > Payment methods view.

Netvisor tries to form accounting entries automatically from the scanned material if at least the following information is given in the mobile app:

Vouchers formed by the system will be logged to voucher type "Pump Brought events". The bookkeeping account will be chosen according to the cost type the user has selected in the mobile app. The Contra entry will always be done to the receipt scanner (Visma Scanner) clearing account defined in the bookkeeping default postings. If a clearing account has not been set in Netvisor, the system cannot form the bookkeeping entry automatically, and the document must be processed manually.

The information given in the Description field in Visma Scanner (Comment field in iPhone) is added in the automatic voucher formation both to the voucher's "Row specification" field and "Specification" field. If the voucher is not formed automatically when bringing the receipt, the information in the Description field is saved in the attachment description during eScan material processing, and the information is not saved in the Specification or Row specification fields. The Description given in Visma Scanner must be added manually to the voucher's Specification and Row specification fields in this situation so that this information is visible in the material copy.

To ensure the voucher is formed automatically, VAT must be correctly broken down in Scanner. If the bookkeeping account has a certain VAT handling set behind it and this conflicts with the VAT rate of the imported material, the voucher cannot be formed correctly. For example, the VAT identifier "No VAT handling" selected behind the account is not sufficient for handling receipt VAT 0%; the correct VAT % must be specified during scanning. For example, if the purchase amount is 100 e and VAT = 0% for all rows, then the entire amount 100 e is entered in the "VAT 0%" field. The amount to which the VAT handling is applied is always entered in the VAT field. If the VAT applied is 25.5%, then 100 e is entered in the "VAT 25.5%" field and Netvisor calculates the VAT share for the voucher based on this.

If this breakdown is missing, the voucher will not be formed automatically and the following notification is shown: "A voucher cannot be made based on the receipt's price breakdown.”

Payment methods can be managed in Netvisor's interface in the basic data of sales, on the "Management of methods of payment" tab. You can access the basic data of sales from Sales > Basic data and settings > Basic data of sales.

Netvisor will form a Travel expense report automatically from the material if at least the following information is given in the mobile app:

In the mobile app, it is also possible to select the user's unapproved travel expense row to be added to an already existing unapproved Travel expense report in the system and bring a receipt to that row.

If the necessary additional information has not been given in the mobile app to achieve automation, it is possible to process the material ready also from the eScan processing view either as a voucher, Travel expense report, Sales invoice, or Purchase invoice. The photographed receipt is always visible during the entry, and making the entry is easy.

Scanner settings can be accessed from the menu in the upper right corner, where the following information is available:

Keywords: Visma Scanner, Netvisor, mobile application, implementation, user IDs, automation, receipt scanner, Travel expense report, voucher, VAT breakdown, renewing password, cost types, clearing account, payment method, material processing, settings

*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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