This guide covers the processing of eScan material in Netvisor. It provides detailed instructions on how documents imported via email or Visma Scanner are processed and managed in the eScan material processing view in Netvisor.
CONTENTS
- Adding new eScan material and attaching a receipt
- Attaching a receipt to an existing voucher, sales invoice, purchase invoice, or travel expense report
- Transferring material to another company
- Deleting material
- Preventing material import
Documents imported via email or Visma Scanner appear in Netvisor in the "Extensions > Netvisor eScan > eScan material processing" view.
All company users can access the eScan material processing view. The displayed materials are filtered based on company hierarchy approval and/or inspection rights. Each user sees only their own documents and those brought by their subordinates. With approval and inspection rights, one can view and process their subordinates' documents.
User guide: Company hierarchies
If a user has the accountant (KP), user administrator (KH), or accounting firm main user (TPK) role, the user always sees all documents. There is no limit on the number of documents visible, meaning as many receipts as have been successfully sent will appear.
"Unprocessed materials" –listing shows documents that have not yet been attached to any Netvisor event. When the material is attached, for example, to a voucher, it moves to the processed "Processed materials" view. If necessary, processed materials can be re-targeted with the same functions as unprocessed materials. Travel expense reports and vouchers automatically created by Visma Scanner go directly to processed, from which the created material can be easily drilled down.
"Unprocessed materials" -view allows you to edit the imported receipt's Amount and Description fields via the Pen/Notebook button.
Adding new eScan material and attaching a receipt
"Do for selected" –dropdown menu allows you to:
- Create a new voucher, travel expense report, sales invoice, or purchase invoice from the receipt
- Delete the receipt
- Transfer the receipt to another Netvisor company
- Set a nature for the receipt. This selection currently has no effect
- Add the receipt to an existing event if it has already been created in Netvisor
In the eScan material processing view, the functions of the "Do for selected" dropdown menu are found row-wise from the last button of each row.
"Do for selected > Create new > Voucher" opens a new voucher entry page and shows the receipt being processed during the entry. Additional information entered in Visma Scanner is visible when making the entry. Similarly, adding a new travel expense report, sales invoice, or purchase invoice is successful.
Adding a scanned receipt to a voucher is done using the "Attach to voucher" button on the right side. If there are multiple attachments in processing, you can switch between different attachments using the arrow buttons.
Please note that the information given in the Description field in Visma Scanner is added in the automatic voucher creation both to the voucher's "Row description" field and the "Description" field. If the voucher is not automatically created when importing 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 Description or Row description fields. The Description given in Visma Scanner must be manually added to the voucher's Description and Row description fields in this situation so that this information appears on the material copy.
Attaching a scanned receipt to a travel expense report is done only after saving the row. Click the "Target receipt" link from the desired row, and the visible attachment will be targeted to this row.
Attaching a scanned document to a purchase invoice is done after adding the purchase invoice using the "Attach to purchase invoice" button on the right side.
When a voucher, travel expense report, sales invoice, or purchase invoice has been formed from the scanned document in Netvisor, the material is locked in the receipt scanner and can no longer be edited via the mobile application. Editing is entirely possible before processing the material.
Attaching a receipt to an existing voucher, sales invoice, purchase invoice, or travel expense report
A receipt can also be attached to existing events by starting the processing from the eScan material processing view by selecting "Do for selected > Add to existing".
By selecting an event from the opened menu, a browsing view opens for the user, from which the desired event can be searched for attaching the receipt.
In addition to the eScan material processing view, the imported eScan document can also be directly attached from the voucher, sales invoice, and purchase invoice. On the voucher, the voucher-specific functions include the option "Attach eScan document", which opens a list of imported eScan materials.
When a voucher, travel expense report, sales invoice, or purchase invoice has been formed from the scanned document in Netvisor, the material is locked in the receipt scanner and can no longer be edited via the mobile application. Editing is entirely possible before processing the material.
Transferring material to another company
If a receipt is scanned into the wrong company by mistake, the receipt can be transferred to another company via the "Do for selected" button. Transferring requires access rights to both companies. In this case, the basis for Netvisor's service billing resulting from the import of the eScan document is also transferred to the selected company. The processing history then shows from which company the material was transferred.
The eScan material processing view also shows the number of eScan materials for the user's other managed companies. When a receipt is transferred, information about this is visible in the original company. However, the receipt image can no longer be opened in the old company. This prevents issues if the receipt was initially added to the wrong company by mistake.
Deleting material
Selected material can be deleted via the "Do for selected" button, which also removes the imported event information from the "Material processing events" menu. If the receipt was imported via Visma Scanner, the receipt is also deleted from the mobile application.
If a photographed receipt is deleted from the Visma Scanner application and it has not been processed, meaning the receipt is in the "Unprocessed materials" view, then the receipt is also deleted from Netvisor.
Close e-Scan processes
If any eScan material has been left unfinished in processing, it is now possible for an accountant or user administrator to close open eScan processes from the company. After this, the respective row can be processed again. The button to close open eScan processes is not visible if there are no unfinished eScan processes in the company.
Preventing material import
Importing eScan materials into the company can be prevented by turning off the eScan service from the company's electronic service channels. Detailed instructions can be found in the guide: Electronic service channels.
Keywords: eScan, Netvisor, document, processing, email, Visma Scanner, user rights
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