This guide explains how to transfer purchase invoice lines between Netvisor and ValueFrame systems, specifically the cost and rebilling information of purchase invoices.
CONTENTS
General
With the purchase invoice line transfer interface, you can conveniently transfer the cost or rebilling information of purchase invoices received in Netvisor to ValueFrame subprojects. To transfer purchase invoice lines to ValueFrame, the user must have editing rights to the basic functions of the purchase ledger and rights to the specific purchase invoice. Additionally, ValueFrame subprojects must be transferred to Netvisor as accounting objects before purchase invoice lines can be transferred between the systems.
Purchase invoice line information can be transferred from three different places:
- Individual purchase invoice lines can be transferred using the "Purchase Invoice Actions" menu option "Export Purchase Invoice Lines to ValueFrame".
- By selecting the purchase invoices to be transferred from the "Purchases > Open Purchase Invoices" view and pressing the "Transfer to ValueFrame" button.
- If the invoice lines are first allocated to ValueFrame subprojects, the transfer of lines can also be done as a mass action by opening the "Extensions > ValueFrame > Transfer of Purchase Invoice Lines" option.
In the transfer view, you can allocate all selected invoice lines to one ValueFrame subproject or allocate purchase invoice lines to different subprojects line by line. All purchase invoice lines that have been set with a ValueFrame subproject in the invoice's accounting objects are displayed in the mass action view. In the invoice-specific transfer view, only the purchase invoice lines of that specific invoice are shown.
Transfer view
In the purchase invoice line transfer interface, on the "Transfer of Purchase Invoices" tab, you can review and edit purchase invoice lines before transferring them to ValueFrame. On the "Transfer History of Purchase Invoices" tab, you can track the transfers of purchase invoice lines in real-time or review past transfers.
"Transfer of Purchase Invoices" view is divided into two tables. The left table shows the information of purchase invoices in Netvisor, and you can edit this table's information before transferring it to ValueFrame. The right table shows a preview of the transfer. The information in the right table is intended only for verifying the accuracy of the data.
In the Netvisor table of the transfer view, the information of the purchase invoice and its lines are displayed. You can edit the purchase invoice line information in the view either line by line using the "Pencil" icon (see image below, point 1) or by selecting multiple purchase invoice lines and editing the selected lines' information using the "Process Selected" menu mass actions (2). Editing of purchase invoice line information is restricted in the transfer interface if the purchase invoice has already been approved. If you are processing an approved purchase invoice, you must set a ValueFrame subproject and line description for the purchase invoice lines in the purchase invoice editing view. The transfer of selected purchase invoice lines in the transfer interface is done using the "Transfer Selected Lines to ValueFrame" button.
The transfer interface displays the invoice number, supplier, date, and invoice status information (3). The invoice number link opens the purchase invoice view, where you can check the purchase invoice information. The purchase invoice line information can be hidden by clicking the minus sign or opened by clicking the plus sign.
Editing a single purchase invoice line
"Transfer of Purchase Invoices" tab allows you to edit the information of a single purchase invoice line using the line's "Pencil" icon. The line editing opens in a separate window, which is also divided into two sections: editing and preview. The preview information updates simultaneously as the information is edited in the Editing view. The Editing view displays the basic information from the purchase invoice of the line being edited: number, supplier, date, and invoice status (see image below, point 1).
Through the view, you can edit the "ValueFrame Subproject" either by typing the job name in the text field or selecting the job from the dropdown menu that opens from the magnifying glass. You can write free text in the "Line Description" field, and select the product in the "ValueFrame Product" field either by typing the product name in the field or selecting the product from the dropdown menu (2). Note that editing these details also reflects on the purchase invoice line information, meaning the saved information changes on the purchase invoice lines in Netvisor. If the purchase invoice is already in the approved status, the "ValueFrame Subproject" and "Line Description" information can no longer be changed in the transfer view, but changes must be made in the purchase invoice editing view.
"Generate Description" option allows you to define the "Description" information displayed in ValueFrame. The description displayed in ValueFrame is generated from the options selected in the editing view: "ValueFrame Product Name", "Purchase Invoice Line Product Name", "Line Description", and/or "Invoice Information" (3).
"Transfer Costs to ValueFrame" option determines whether the cost information of the line is transferred to ValueFrame as costs or for rebilling (4). The "Only Costs" option transfers the information to ValueFrame only for tracking the costs of the subproject. The "Pass-through Billing" option transfers the total price on the purchase invoice line to ValueFrame for rebilling to the customer. Additionally, you can calculate the resale price before transferring the information by selecting the "Calculate Resale Price" option. This option opens editable choices on how the resale price can be calculated. The "Total Amount" option allows you to set the total price as desired. The "Price Multiplier" option allows you to calculate the total price with a desired multiplier, which can be given with four decimal precision. The "Product Customer Price" option selects the customer for whom a price group has been defined in Netvisor. The total price is determined by the fixed price or price multiplier of the price group on the product.
Before saving the information, you can choose the "Move to Next Line" option to decide whether to move to edit the next line's information after saving, so after pressing the "Save" button, the next purchase invoice line opens for editing (5).
Once the purchase invoice lines have been edited and the information to be transferred has been checked in the preview view, select the purchase invoice lines you want to transfer to ValueFrame from the transfer view. The selected purchase invoice lines are transferred by pressing the "Transfer Selected Lines to ValueFrame" button. After the transfer, the transfer interface indicates whether the purchase invoices have been successfully transferred to the transfer queue and shows the number of purchase invoice lines in the transfer queue for each user. ValueFrame retrieves the lines selected for transfer based on the recurrence setting defined in ValueFrame, and additionally, a 5-10 minute delay should be considered during which Netvisor performs the transfer.
Mass editing of purchase invoice lines
In the transfer interface, you can conveniently edit multiple purchase invoice lines at once. First, select the purchase invoice lines to be edited in the transfer view and then choose the desired mass action from the "Process Selected" button menu. Mass actions work in the same way as editing a single invoice line.
Keywords: purchase invoice lines, Netvisor, ValueFrame, transfer interface, cost, rebilling, user rights, mass actions
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