Transfer of Purchase Invoice Lines

This guide covers the transfer of purchase invoice lines from Netvisor to Severa. The guide includes step-by-step instructions for transferring and editing purchase invoice lines, as well as answers to common questions.

CONTENTS

• Transfer view
• Editing a single purchase invoice line
• Mass editing of purchase invoice lines
• Severa purchase invoice transfer history
• Currency invoices
  
  

Currency invoices

With the purchase invoice line transfer interface, you can conveniently transfer the expense or resale information of purchase invoices received in Netvisor to Severa for work. To transfer purchase invoice lines to Severa, the user must have editing rights to the basic functions of the Accounts Payable and rights to the specific purchase invoice. In addition, Severa's work must also be transferred to Netvisor as accounting objects before purchase invoice lines can be transferred between systems. Please note that the VAT code is based on the default account for purchase invoice lines. For example, if the VAT code is "-" (No VAT processing), the amount from Netvisor's purchase invoice is transferred to Severa as taxable, and if the VAT code is "KOOS" (Domestic purchase), the amount from Netvisor's purchase invoice is transferred to Severa as tax-free. 

Required rights for transferring purchase invoice lines: "Accounting:" editing rights to the basic functions of the Accounts Payable.

Information can be transferred from three different places: 

1. Individual purchase invoice lines can be transferred using the "Purchase invoice functions" menu option "Export purchase invoice lines to Severa" .
   
2. By selecting the purchase invoices to be transferred from the Purchases > Open purchase invoices view and pressing the "Transfer to Severa"  button.
3. If the invoice lines are first allocated to Severa's work, the transfer of lines can be done as a mass operation by opening the Extensions > Severa > Transfer of purchase invoice lines option.
   

In the transfer view, all selected invoice lines can be allocated to one Severa work or allocated to different works line by line. All purchase invoice lines that have been set to a Severa work in the invoice's accounting objects are shown in the mass operation view. In the purchase 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 "Severa purchase invoice transfer" tab, you can check and edit purchase invoice lines before transferring them to Severa. On the "Severa purchase invoice transfer history" tab, you can track the transfers of purchase invoice lines in real-time or check old transfers.
"Severa data transfer settings" view allows you to define default settings for the transferred data, such as the default product used on the purchase invoice line or how to create a description for the transferred expense line. Read more in the article Data transfer view and transfer settings: Purchase invoices.

"Severa purchase invoice transfer" view is divided into two tables. The table with a blue background shows the information of purchase invoices in Netvisor, and you can edit this table's information before transferring the data to Severa. The table with a red background shows the preview view of Severa's work. The information in the red table is intended only for checking the correctness of the data. If there are no purchase invoice lines to be transferred in the company, this is indicated by a separate message in the transfer interface. 

In the transfer view's Netvisor table, the information of the purchase invoice and purchase invoice lines is shown. You can edit the information of purchase invoice lines 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 information of the selected lines using the mass operations in the "Process selected" menu (2). Editing the information of purchase invoice lines is restricted in the transfer interface if the purchase invoice has already been approved. For approved purchase invoice lines, the Severa work and line description must be edited in the purchase invoice editing view, as a voucher has already been created for the approved purchase invoice in Netvisor, and the transfer interface's information should not differ from the voucher information. The transfer of selected purchase invoice lines in the transfer interface is done using the "Transfer selected lines to Severa" button.

In the transfer interface, the information of the purchase invoice, such as the invoice number, supplier, date, and invoice status (3), is shown. The invoice number link opens the purchase invoice view, where you can check the information of the purchase invoice. The invoice line information can be hidden using the minus sign or opened using the plus sign.

Editing a single purchase invoice line

"Severa purchase invoice transfer" tab allows you to edit the information of a single purchase invoice line using the "Pencil" icon. The line editing opens in a separate window, which is also divided into two sections; Netvisor's editing view and Severa's preview view. The preview information updates simultaneously as the information is edited in the Editing view. The Editing view shows the basic information of the line from the purchase invoice: number, supplier, date, and invoice status (see image below, point 1).

Through the view, you can edit the "Severa work" either by typing the work name in the text field or selecting the work from the dropdown menu that opens from the magnifying glass. In the "Line description" field, you can write free text, and in the "Severa product"  field, you select the product either by typing the product name in the field or selecting the product from the dropdown menu (2). Note that editing this information also reflects on the purchase invoice line information, meaning the saved information changes on the purchase invoice lines. If the purchase invoice is already in Approved status, the "Severa work" and "Line description" information can no longer be changed in the transfer view.

"Create description" option allows you to define the "Description" information shown in Severa. The description shown in Severa is created from the options selected in the Editing view: "Severa product name", "Purchase invoice line product name", "Line description", and/or "Invoice information" (3).

"Transfer expenses to Severa" option defines whether the expense information of the line is transferred to Severa as expenses or for resale (4). "Only expenses" option transfers the information to Severa only for tracking the work expenses. "Resale" option transfers the total price on the purchase invoice line to Severa for resale. Additionally, you can calculate the resale price before transferring the information to Severa by selecting the "Calculate resale price"  option. The option opens editable alternatives for how the resale price can be calculated. "Total amount" option allows you to define the total price as desired. "Price factor" option allows you to calculate the total price with the desired factor, which can be given with four decimal precision. "From the product's 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 factor of the product's price group.

Before saving the information, you can select "Move to the next line" option to choose 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).

When the purchase invoice lines are edited and the information to be transferred is checked from Severa's work Preview view, select the purchase invoice lines you want to transfer to Severa from the transfer view. The selected purchase invoice lines are transferred to Severa by pressing the "Transfer selected lines to Severa" 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 per user.

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 operation from the "Process selected" button menu. The functions of the "Process selected" menu are described in more detail below the image.

"Set Severa work" option shows how many lines the change is being made to. The "Severa work"  selection is made either by typing the work name in the text field or selecting the correct work from the dropdown menu that opens from the magnifying glass. After the selection, the changes are saved by pressing the "Save" button.

"Set Severa product" option sets the Severa product for the selected purchase invoice lines either by typing the product name in the text field or selecting the correct product from the dropdown menu that opens from the magnifying glass. After the selection, the changes are saved by pressing the "Save" button.

"Define expense transfer method" option defines whether the expense information of the selected purchase invoice lines is transferred to Severa as expenses or for resale (4). "Only expenses" option transfers the information to Severa only for tracking the work expenses. "Resale" option transfers the total price on the purchase invoice line to Severa for resale. Additionally, you can calculate the resale price with a price factor before transferring the information to Severa by selecting the "Calculate resale price"  option and defining the desired factor in the "Price factor" field. The option calculates the total price of the purchase invoice line according to the entered factor, which can be given with four decimal precision. After the selection, the changes are saved by pressing the "Save" button.

"Define Severa description" option defines what information from the purchase invoice and purchase invoice line is added as the description of the transferred expense line in Severa. The description shown in Severa is created from the selected options: "Severa product name", "Purchase invoice line product name", "Line description", and/or "Invoice information". After the selection, the changes are saved by pressing the "Save" button.

When the purchase invoice lines are edited and the information to be transferred is checked from Severa's work Preview view, select the purchase invoice lines you want to transfer to Severa from the transfer view. The selected purchase invoice lines are transferred to Severa by pressing the "Transfer selected lines to Severa" 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 per user.

Severa purchase invoice transfer history

"Severa purchase invoice transfer history" tab allows you to track the transfers of purchase invoice lines in real-time or check old and error-prone transfers. In the transfer history view, you can search for transfer information within a specific time frame and edit the view in terms of displayed columns and groupings.

The transfer interface has introduced the possibility to re-transfer purchase invoice lines to Severa if errors are noticed in the data transfer after the transfer. Before re-transferring, it is advisable to first delete the incorrectly transferred data from Severa and only then re-transfer the purchase invoice lines. In the re-transfer of purchase invoice lines, select the purchase invoice lines to be re-transferred from the "Transfer history" view, press the "Re-transfer selected" button, and the selected purchase invoice lines are transferred to the "Severa purchase invoice line transfer" view for editing. If incorrect purchase invoice lines are selected for re-transfer, the re-transferable lines can be removed by refreshing the Severa purchase invoice line transfer view.

If the transfer of a purchase invoice line results in an error and indicates that "Product not found", it is advisable to check that the product is indeed found in both Netvisor and Severa. The products must have a matching product code in both systems (product identifier in Severa) for the transfer to succeed.

Currency invoices

For a Severa project that is in dollars, you can transfer Netvisor purchase invoice lines either with the 'Only expenses' or 'Resale' expense transfer method. In the transfer view, there is a notification that expenses cannot be resold because the currency of the line to be transferred is not the same as the currency of the Severa project. Incorrect lines can be changed using the Pencil button either with the 'Only expenses' or 'Resale' expense transfer method and save the line again, so the transfer succeeds between systems.

'Only expenses' expense transfer method does not allow the invoice line to be directly invoiced in Severa, but the line can be changed to be invoiced in Severa. For the 'Resale' expense, the total amount in dollars must be given through the Pencil button and save the line before the transfer. In this case, the total price is transferred to the Severa project according to what has been given as the total price in the Resale field in Netvisor.

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