Transfer of Sales Invoices and Sales Orders

This guide covers the transfer of sales invoices and sales orders from Severa to Netvisor. 

CONTENTS

• Settings
• Limiting the search for sales invoices
• Reviewing search results and transfer view
• Invoice preview
• Transferring invoices
• Invoice field correspondences
• Notes and additional information on transferring sales invoices

In the transfer of sales invoices or sales orders, invoices are transferred from Severa to Netvisor, and invoices can be imported into Netvisor as open or unsent, or orders can be imported as undelivered or delivered. Instructions for sales invoice or sales order transfer settings can be found in the Transfer Settings guide. The transfer interface is located under "Extensions > Severa > Sales Invoice Transfer", and the transfer takes place from the first tab of the data transfer view. 

Required permissions for transferring sales invoices: "Accounting: edit rights to basic functions of accounts receivable.

Settings

Before transferring a sales invoice or sales order, the synchronization settings for customer and product registers must be selected and saved. Detailed instructions can be found in the Register Synchronization guide.

For the transfer of sales invoices or sales orders, the following invoice statuses must also be available in Severa: "Draft", "Ready to be sent to Netvisor", and "Invoice sent to Netvisor". Required statuses can be checked in the guide: Invoice Statuses.

In the formation of vouchers, the account numbers for sales invoices are determined as follows:

• The accounts receivable account used in Netvisor's default postings serves as the accounts receivable account
• Sales accounts are either brought with the invoice from Severa, or if the information is not defined in Severa, the default accounting account behind the product in Netvisor's product register is used as the sales account for the voucher.

Accrual vouchers are also created for sales invoices if recurring products from Severa are used on the sales invoices. If a sales invoice has multiple invoice lines with different accrual dates/periods, separate sales invoices must be created for these. A single sales invoice can only have lines with the same accrual date. If accrual vouchers are not desired, the feature can be disabled in the transfer settings. Instructions for bypassing accrual can be found in the Sales Invoice Transfer Settings guide.

To form an accounting voucher, desired sales accounts can be defined in Severa as follows:

1. Select "Tools > Settings"
2. Select "Organization" from the section and then "Sales Account"
3. Add the desired sales account by providing the "Name" and the sales account "Number" and click the "Add" button

"Sales Accounts" view also allows selecting a default sales account for products, time entries, and travel expenses.

The sales account number must match the sales account number added to Netvisor.

By linking sales accounts, a specific sales account can be selected for a product, work type, and travel expense:

1. Select "Tools > Settings"
2. Select "Organization" from the section and then "Link Sales Accounts"
3. Make possible exceptions to default sales accounts by selecting the desired sales account from the dropdown menu for the product, travel expense, or work type
4. Save changes with the "Save" button

It is possible to define an exceptional sales account for products also through the product register.

1. Select "Tools > Settings"
2. Select "Work" from the section and then "Products"
3. Click the "Pencil" icon next to the desired product
4. Check or correct the "Sales Account" field
5. Save changes with the "Save" button

Limiting the search for sales invoices

Sales invoices to be transferred are not shown by default in the transfer view, but they must be searched according to the desired search criteria. The search for invoices can be limited by "Customer" and "Invoice Date"  information (see image below, point 1). With the "Severa Business Unit"  selection, only the invoices of the selected business unit can be retrieved and processed in the transfer view (2). Using this limitation requires that the business units in Severa, including the hierarchical unit structure, have been transferred to Netvisor as accounting objects. Instructions for transferring the unit structure can be found on the support pages: Register Synchronization. After selecting the search criteria, click the "Search" button, and the invoices ready for transfer in Severa will be listed in the search result (3). 

When transferring large batches of invoices, the transfer interface displays 30 invoices per page to avoid unnecessary performance issues during the transfer phase. 

Reviewing search results and transfer view

In the search results of the transfer view, the following fields of the invoice are displayed: Invoice Number, Customer, Invoice Date, Posting Date, Amount, and Description, so that the invoices to be imported into Netvisor can be reviewed before transfer. Additionally, the view shows the number of attachments, invoice lines, and voucher lines, as well as the number of possible accruals.

"Invoice Number" -field shows, depending on the transfer settings, either the invoice number to be imported from Severa "1049" link (see the image above) or if the Netvisor invoice number series is selected in the transfer settings, the "Invoice Number" field shows "[No invoice number]" link. By clicking the invoice number, you can view the invoice to be imported in preview mode. Detailed instructions in the "Preview" section.

A red-colored "invoice number-/[No invoice number]" link indicates that the data cannot be imported into Netvisor. By hovering the mouse pointer over the invoice number, a description of the error preventing the transfer will appear. The "Attention Mark" next to the customer's name indicates that the transfer is possible, but there are exceptions in the customer's VAT handling, which must be manually corrected on the voucher later.

Invoice preview

A sales invoice or sales order and the invoice voucher can be previewed by clicking the invoice number.

• The basic information shows with which details the invoice is being imported into Netvisor. 
• Depending on the sales invoice transfer settings, the product description of the invoice lines is either hidden or visible.
  • By clicking the link "Hide Description" you can still override the setting defined in the transfer settings regarding the description at this stage.
• The voucher lines show the same notice with an attention mark as in the transfer interface if there are exceptions in VAT handling (VAT code and percentage do not match).
• If the invoice had recurring products from Severa, the accrual vouchers formed are shown under the "Accruals" heading.

Transferring invoices

Invoices are transferred by first selecting the invoices to be transferred in the transfer view, and the import of invoices or orders is then done using the "Import Selected Sales Invoices" or "Import Selected Sales Orders" button at the bottom of the page. After importing sales invoices or sales orders, the "Netvisor - Severa Interface Data Import" view shows the invoice number, invoice date, and amount information of the imported invoices. By clicking the "Invoice Number" link, you can view the details of the imported invoice in more detail.

Invoice field correspondences

The table below shows the correspondences between the fields of Severa invoices and Netvisor invoices/orders.

The order number is transferred to the Additional Information section in the "External Order Number" field.

The name of the billing contact on the Severa invoice can be brought to the sales invoice in Netvisor either in the "Free Text Before Invoice Lines" or "Free Text After Invoice Lines" field, depending on how it is defined in Netvisor's transfer settings.

Notes and additional information on transferring sales invoices

There may be an issue with the transfer of a single sales invoice or sales order that may even prevent its transfer. If the invoice number appears in red in the transfer interface, hovering the mouse pointer over the invoice number will reveal more information about the issue. By correcting the reported error on the Severa invoice in "Draft" status and after saving the changes, selecting the invoice again in the "Ready to be sent to Netvisor" status, the invoice can then be retrieved again for transfer in the transfer interface.

Test invoices in Severa must be at least 4 digits long to work.

Rounding differences in the transfer of invoices and orders from Severa to Netvisor are due to the fact that the total amount of the invoice or order may differ from the sum of the invoice lines due to rounding differences between the software.

In Severa, rounding calculation works as follows:

1. Calculate quantity * unit price and round to two decimal places per invoice line
2. Multiply by the VAT percentage and round to two decimal places
3. Add the rounded sums of the invoice lines together. More specifically, the rounding difference arises from the VAT portions of the invoice lines.

Rounding differences are most commonly related to hourly billing. The easiest way to avoid rounding differences is to use two decimal places in Severa for hourly billing instead of minutes, such as 0.33 h (20 min) or 0.66 h (40 min). If, however, hourly billing uses, for example, 00:20 h or 00:40 h, these rounding differences would occur. For example, if 20 min is billed at 100 € / hour VAT 24, the rounding difference is 41 cents. On an annual basis, rounding differences generally balance out, as these rounding differences occur in both directions.

An error occurs in the transfer of an invoice or order: The customer's country could not be matched: [*COUNTRY*]. The error occurs because the country information on the Severa invoice and the Netvisor customer card do not match.

The error may also occur if the customer's address details are missing from the Severa invoice.

Invoices or orders cannot be transferred from Severa to Netvisor without manual intermediate steps. Both Severa and Netvisor are versatile systems and allow the user to do things in multiple ways, with different settings, and even bidirectionally. This makes it easier to correct error situations when invoices are checked by the user before transfer. The reasons for manual transfer are therefore error management and data validation. According to customer feedback, the ability to check postings when sending an invoice is also considered a good thing.

Invoices can only have one VAT code per invoice. In Netvisor, it is not possible to have an invoice with multiple VAT codes. For example, an invoice cannot have a line with KOMY and another with RAMY; separate invoices should be made for these.

Products are transferred as TEMP products to Netvisor. If Severa invoice lines are grouped and there are multiple products/work types/travel expenses behind the invoice line in Severa, the products are transferred to Netvisor as TEMP products. If it is desired that products are transferred with the correct product code to Netvisor, invoice lines cannot be grouped in Severa.

Sales invoice tax codes in Netvisor. Tax codes are retrieved in Netvisor from behind the sales account in the following order:

1. If a sales account is given in Severa, the tax code is retrieved from the information of this sales account.
2. If a sales account is not given in Severa, the accounting account is retrieved from behind the Netvisor product, taking into account the correct account selection for the customer's home country (domestic, EU, non-EU).

The product does not transfer to Netvisor. In Netvisor, the product group name can have a maximum of 50 characters. If the product group name in Severa has more than 50 characters, the product belonging to this product group will not transfer to Netvisor. Check the product group name in Severa and correct the character count if necessary.

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