Integration Interface Deployment

CONTENT

• Deployment steps
• 1. Prepare the integration interface deployment in Severa
• 2. Create an integration user in Netvisor
• Register synchronization
• 3. Transfer of customer register
  • Customer register field equivalences
• 4. Transfer of product register
  • Product register field equivalences
• 5. Import of calculation target hierarchy
• 6. Monitor transfer log
• Transfer settings
  • 7. Sales invoice import settings
  • 8. Travel invoices
  • 9. Work time rows
  • 10. Purchase invoice row export settings

The deployment of the Netvisor-Severa integration proceeds faster and more controlled with the assistance of Severa trainers. A guided paid deployment with a trainer lasts about 1-2 hours, time can be reserved through Severa customer support.

Deployment steps

The deployment of the Netvisor-Severa integration interface is guided and phased. For deployment and saving settings, the user must have the User Administrator (KH) role in Netvisor and additionally "Edit rights" to one of the services in the Accounting section's Function-specific rights (for example, Basic Reporting of Accounting). 

The deployment of the interface is done through the basic settings of the integration interface, setting the authentication information of the interface and considering the settings of the registers automatically transferred by the interface. These include the customer and product register and the transfer of calculation targets from Severa to Netvisor. Detailed instructions for transferring customer and product information and calculation targets can be found further down this page.

Start the deployment by selecting Extensions > Severa > Settings. The "Deployment" tab contains the steps for deploying the integration interface. The deployment assistant helps with the deployment. By carefully completing all steps and following the instructions, the error-free deployment of the service is ensured. Ready-made links have been made in the deployment assistant's titles for moving to different parts of the service, for example, creating credentials and moving to the customer and product register.

When all steps have been completed and confirmed, the deployment is confirmed as completed with the "Start use" button that appears at the bottom of the page. The transfer of customers, products, and calculation targets is only started once the deployment is completed.

1. Prepare the integration interface deployment in Severa

The connection of the interface is done on the "Extensions" page in Severa with main user rights. After the connection, the API must be enabled in Severa and an API key must be generated. The API key is entered on the integration interface settings page in Netvisor (see image in section 2. Create an integration user in Netvisor). More information on activating the Severa interface can be found here.

In Netvisor, Interface Resource Permissions are automatically enabled for the company for the Severa integration when phase 1 is confirmed as completed. Permissions are allowed for the following interface resources:

• Fetching customer list from Netvisor
• Fetching customer information from Netvisor
• Importing customer information to Netvisor
• Fetching calculation target list from Netvisor
• Adding or editing calculation target
• Importing travel invoice to Netvisor
• Importing sales invoice, credit invoice, or order to Netvisor
• Importing salary advance to Netvisor
• Fetching product list from Netvisor
• Fetching product information from Netvisor
• Importing product information to Netvisor
• Importing work time information to Netvisor

The company's interface resource permissions can be checked by opening: "Company menu > Interface Resource Permissions".

2. Create an integration user in Netvisor

In the deployment of the integration interface, the authentication information of both systems is defined. This way, the systems can be connected to each other and the transfer of information between the systems can work. 

Select which Netvisor user's software interface credentials will be used to import the material into Netvisor. Note that the materials are transferred to Netvisor in the name of this user. Instructions for creating Netvisor's software interface credentials can be found in the section: Software Interface Credentials. Instructions for creating Severa's API key can be found on Severa's support pages: Interface Activation

"Netvisor-Severa Interface Settings" -tab contains the authentication information where Severa's API key and Netvisor's integration user credentials: user identifier and key are entered. 

The integration interface shows a green correct mark when the correct credentials have been entered into the interface. If the information does not match, the interface will notify with a yellow triangle and an error message during the saving of the information:

• "Invalid Severa API key:Connection cannot be established. Check the API key.". 
  • If you receive this error, check the API key created in Severa and correct the API key in Netvisor's deployment settings. Save the settings again.
• "Invalid Netvisor credentials: Connection cannot be established. Check the integration credentials.". 
  • Check the software interface credentials created in Netvisor and correct the credentials in the deployment settings. Save the settings again.

Note, the integration interface will stop working if the user whose API key or software interface credential is used in the integration interface is removed from Severa or Netvisor. The integration can be made to work again when another company user creates credentials for themselves and adds the created credentials to the deployment settings. 

Register synchronization

The Netvisor-Severa integration is implemented so that the customer and product register are automatically transferred from Severa to Netvisor or from Netvisor to Severa. In addition, Severa's jobs/projects and units can also be automatically transferred to Netvisor as calculation targets.  Note that calculation target information can also be transferred from Severa to Netvisor, for example, during invoice transfer. Synchronization settings can be modified by a user with the User Administrator (KH) role in the company's permissions.

"Netvisor-Severa Interface Settings"-tab defines the settings for the registers automatically transferred by the interface. The synchronization of automatically transferred registers occurs approximately every forty (40) minutes. During deployment, register synchronization may take longer, and the transfer of calculation targets will occur by the next night at the latest. After each synchronization selection, there is a small info circle that indicates when the respective information was last synchronized.

3. Transfer of customer register

The customer register can be transferred either from Netvisor to Severa or from Severa to Netvisor (see image above, section 2). Customer register transfer settings can be modified by opening Extensions > Severa > Settings. For customer information, the interface imports new customers and updates the changed information of existing customers based on the customer code. The interface also transfers passive customers from Netvisor to Severa and from Severa to Netvisor. Note, the removal of a customer must be done manually in both systems. Ensure that if the same customer card is already established in both systems, they have the same customer codes. This avoids duplicate information.

When customer information is being transferred from Severa to Netvisor, the Severa customer card must contain the mandatory information for the transfer:

• Business ID (except if it is a personal customer)
• Name
• Address information, must be found under headquarters
• Customer number, Severa's customer number must not be found in Netvisor

Note that if the address type is not selected for the customer in Severa, the address information will be transferred as empty, and the country will be Finland. When transferring the e-invoice address, note that the e-invoice operator must be supported in Netvisor, and the writing format matches Netvisor's format. See supported e-invoice operators in the table. Check that the e-invoice address and e-invoice operator's identifier are in the correct fields in Severa. The transfer of the customer will result in an error if the e-invoice address and operator's identifier are in the wrong fields in Severa or the e-invoice operator is not found in Netvisor.

When customer information is being transferred from Netvisor to Severa, the Netvisor customer card must contain a customer number. The customer number must not start with zero and can only contain numbers. The customer number is mandatory information in Severa. 

If the customer register is set to "Do not transfer - Use temporary customer", a new temporary customer card with the "TEMP" customer code must first be created in Netvisor's customer register, so that the imported invoices can be assigned to this customer card.

Customer register field equivalences

The table below shows the field equivalences of the customer register in Severa and Netvisor

4. Transfer of product register

The product register can be transferred either from Netvisor to Severa or from Severa to Netvisor (see image above, section 3). Product register transfer settings can be modified by opening Extensions > Severa > Settings. For products, the interface transfers new products between systems, but the interface does not update existing product information from Severa to Netvisor. If the product transfer is defined from Netvisor to Severa, changes made to the Netvisor product card are updated to the Severa product. Note, the removal of a product must be done manually in both systems. Product removal is only possible if the product has not been used on an invoice. 

Products are matched based on the product code. If the same product is already established in both systems, ensure that they have the same product codes. This avoids duplicate information.

If the product register is set to "Do not transfer - Use temporary product", a new temporary product with the "TEMP" product code must first be created in Netvisor's product register, so that invoice rows can be assigned to this product.

Product register field equivalences

The table below shows the field equivalences of the product register in Severa and Netvisor.

5. Import of calculation target hierarchy

Severa's jobs/projects and units can be transferred as calculation targets to Netvisor. Calculation target transfer settings can be modified by opening Extensions > Severa > Settings. For calculation targets, synchronization imports new projects and units and updates the changed name information of existing calculation targets. Calculation target information is also transferred from Severa to Netvisor during sales and travel invoice transfers if the transfer settings for sales and travel invoices have been defined to transfer calculation targets. If purchase invoice rows are transferred from Netvisor to Severa as expense rows, automatic synchronization must be enabled. 

Before defining synchronization settings, calculation target headers must first be created in Netvisor so that these headers can be defined in the transfer settings. There are two options in the calculation target synchronization settings (see image above, section 1): 

• "Transfer Severa's projects as calculation targets to Netvisor" 
  • This option transfers open projects from Severa to Netvisor
• "Transfer Severa's projects as calculation targets to Netvisor, including hidden ones" 
  • This option also transfers hidden projects from Severa to Netvisor. Note that these targets do not transfer as hidden in Netvisor's calculation targets, but they must be hidden separately in Netvisor.

When the Calculation Targets option is selected, the "Calculation Target Headers" menu appears (section 2). Choose under which Netvisor calculation target header Severa's jobs/projects and business units will be listed. If the selection is left empty for the header, these targets will not be automatically created in Netvisor. With the "Import also work phases" option, work phases can also be transferred from Severa as calculation targets to Netvisor (section 3). Phases must be uniquely numbered in Severa so that, for example, the transfer of phases with the same name succeeds between systems.

6. Monitor transfer log

"Transfer History" -tab contains a software interface log view that allows monitoring of materials transferred through the integration interface. The transfer view can also be accessed directly via "Extensions > Severa > Transfer History" -option. The transfer history can be accessed by a user with the User Administrator (KH) role in the company's permissions. 

When synchronization settings are set during deployment, the material begins to transfer automatically. Monitor the transfer log and ensure that the material is moving correctly. The view can check for possible errors in automatic material transfers, such as customer information transfers.

Transfer settings

Before the actual transfer of information, the user must select what information is transferred between the systems and define the import settings for each material. Import settings can be accessed by opening "Extensions > Severa > Sales Invoices" and clicking the "Settings" link in the transfer view. Import settings can also be accessed through the deployment assistant's title. To define the settings, the user must have the User Administrator (KH) role in Netvisor.

For each material transfer, the import status is selected from the settings, i.e., whether the material is transferred between the systems or not. When the material transfer is selected to be transferred, additional settings open below it, where more detailed transfer settings can be defined. After defining the settings, the information is saved by pressing the "Save" button. If the status is selected as "Do not transfer", the import of the material is not possible through the interface, and additional settings related to the import of the material are not displayed.

7. Sales invoice import settings

In the transfer of sales invoices, first select whether Severa's invoices are transferred to Netvisor as invoices or orders from the "Transfer Severa's invoices" dropdown menu (see image below, section 1). The transfer is activated when the "Status" dropdown menu selects "Import untransferred invoices from Severa to Netvisor" option (2).

In the section "Status of imported invoices", select whether invoices are imported from Severa to Netvisor as unsent or open, or if invoices are imported as orders, the status can be defined as undelivered or delivered (3). If the imported invoices have already been sent from Severa to the customer and the invoices are imported to Netvisor only for accounting and performance tracking, select the status "Open". If the invoices are also to be sent from Netvisor, select the status "Unsent". 

The customer's billing contact person can be imported from Severa's work either to the "Free text before invoice rows" or "Free text after invoice rows" field. The field selection is made from the dropdown menu "Show customer's billing contact person's name" (4).

For imported invoices or orders, "Invoice numbering" and "Reference numbering" can be selected either according to the invoice information in Severa or choose that Netvisor generates reference and invoice/order numbers for imported invoices or orders (5). If Severa's invoice numbering is used, invoices and orders are found in both systems with the same numbers. 

"Product names" -section "Netvisor" option defines that the invoice row product is matched to the product name in Netvisor's product register that corresponds to the product code of Severa's imported invoice row (6), but the invoice row will then display Netvisor's product name information. If the "Product names" section uses the "Severa" option, the transfer method of the product name and product description can be further defined from the dropdown menu:

• "Both":
  • The product name visible on Severa's invoice row is imported to Netvisor's invoice row as the name and cut to 50 characters if it exceeds that.
  • The description visible on Severa's invoice row is imported to Netvisor's invoice row as the description and cut to 200 characters if it exceeds that.
• "Product name":
  • The product name visible on Severa's invoice row is imported to Netvisor's invoice row as the name and cut to 50 characters if it exceeds that.
• "Product description":
  • The description visible on Severa's invoice row is imported to Netvisor's invoice row as the name and cut to 50 characters if it exceeds that
  • The import of the product description can be influenced by the default setting and invoice row specifically in the material transfer view

If sales invoices imported from Severa do not need to be allocated in Netvisor, the settings include the option "Skip allocation creation"(7). This setting can be used, for example, when using Severa's recurring products. In some cases, invoices containing recurring products do not allocate correctly in Netvisor, and in such cases, allocation creation must be skipped for the invoice to transfer.

For calculation target reporting done in Netvisor, the transfer settings must select the necessary calculation target headers (8) so that materials are assigned to the desired calculation targets during the transfer of sales invoices or orders. When calculation target headers are set, Severa's jobs, business units, users, and cost centers are established in Netvisor as calculation targets during the transfer of sales invoices. Automatic synchronization of calculation targets does not need to be enabled. Calculation targets can be managed in Netvisor under "Financial Management > Calculation Target Management".

8. Travel invoices

The transfer of travel invoices is activated when the "Status" dropdown menu selects "Transfer travel invoices from Severa to Netvisor" (see image below, section 1).

For target accounting done in Netvisor, the transfer settings must select the necessary calculation target headers (2) so that travel invoices are assigned to the desired calculation targets. Severa's jobs and business units are established in Netvisor as calculation targets also during the transfer of travel invoices if automatic synchronization has not been enabled.

9. Work time rows

The transfer of work time rows is activated when the "Status" dropdown menu selects "Transfer hour information from Severa to Netvisor" (see image below, section 1).

By selecting "Only approved"(2), only "Approved" status time entries are fetched from Severa to Netvisor.

For target accounting done in Netvisor, the transfer settings must select the necessary calculation target header (3) so that work time rows are assigned to the desired calculation target. Severa's jobs are established in Netvisor as calculation targets also during the transfer of work time rows if automatic synchronization has not been enabled.

10. Purchase invoice row export settings

In the purchase invoice row transfer settings, default settings can be defined for the transferred rows, so that these details do not need to be selected again in the purchase invoice row transfer view. In the "Severa's default product" section, select the product used by default on the transferred purchase invoice rows (see image below, section 1). The "Severa's default product" field selects the product either by typing the product name in the field or selecting the product from the dropdown menu that opens from the magnifying glass.

"Default transfer method for expenses" option defines the default setting for the transfer method of purchase invoice row expense information to Severa (2). The dropdown menu can select the transfer method:

• "Only expenses" option transfers information to Severa only for job expense tracking. 
• "Pass-through billing" option transfers the total price of the purchase invoice row to Severa for pass-through billing. 
• Additionally, the resale price can be calculated with a price multiplier by selecting the "Price multiplier". In this case, the total price of the purchase invoice row is calculated according to the entered multiplier, which can be given with four decimal precision.

"Default description transferred to Severa" option defines what information from the purchase invoice and purchase invoice row details is added by default to the description of the transferred expense row in Severa (3). The description shown in Severa is formed from the selected options: "From Severa's product name", "From purchase invoice row product name", "From row description", and/or "From invoice details". Note that the "From purchase invoice row product name" option applies only to purchase invoice rows received as e-invoices. 

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