This guide describes the transfer of working time entries and absences from Severa to Netvisor's Working Time view, including the management of overtime classifications. The necessary permissions and settings for the transfer are defined in advance, and the guide provides step-by-step instructions on how to link employee and time entry information between the systems.

CONTENTS

In the transfer of work entries, working time entries and absences are transferred from Severa to Netvisor's Working Time view. Additionally, overtime classifications are considered in the transfer of hours. If the approval of working hours is enabled in Severa, the working hours are transferred to Netvisor as approved. Otherwise, the working hours are transferred to Netvisor in the Reconciled status. In the transfer settings, it can be defined whether only time entries in the "Approved" status are retrieved from Severa to the Netvisor transfer interface. The settings can also define the title of the Work calculation target to be used. Instructions for the transfer settings of working time rows can be found on the Working time row transfer settings page. The transfer interface can be found under "Extensions > Severa > Work entry transfer".

The permissions required for the transfer of working time entries are: Company User or All rights role for basic functions, and P, E, or HH role. The E role has the right to transfer working time information of employees according to their company hierarchy rights. The HH role has the right to transfer working time entries of all employees.

Settings

Before transferring working time information, the employee, time entry, and overtime classification information must be linked between the systems. Additionally, the employee must have the Travel service active for the transfer of work entries from Severa to Netvisor to succeed for that employee. The Travel service can be activated in Netvisor under Salaries > Personnel > Employee listing > click on the correct employee's name > check the service as active at the bottom of the page.

Linking employee/user information

When transferring travel invoices or working time entries from Severa to Netvisor, users/employees must be linked to each other with unique information. The linking can use either just the employee number or the personal identification number and employee number together, the employee number cannot start with the number 0. The personal identification numbers and numbers of Netvisor employees can be checked under Salaries > Personnel > Employee listing.

Instructions for linking Severa user information can be found here: Linking employee/user information

Linking time entry information

Before transferring time entries from Severa to Netvisor, corresponding numbering for the used time entries must be defined in both systems. In Netvisor, this is done under Salaries > Settings  > Payroll settings > Entry types tab. Click on the name of the correct entry type and add the code corresponding to Severa's work type to the entry type (see image below, point 1). It would also be good to check that the formula of the entry type is functional and that the entry type is used in all necessary payroll models: Entry types. Note that the Nature of Netvisor's entry type should be the same as Severa's work type for the hours to transfer, meaning both should select, for example, that it is a time entry. In Netvisor, the entry type cannot have the selection of a time entry and in Severa a full-day entry and vice versa.

More detailed instructions for linking work types and overtime classifications on the Severa side can be found in the links below:

Limiting the search for working time rows

The working time data to be transferred is not displayed by default in the transfer view, but the user must search for them according to the desired search criteria. The search for working time rows can be limited by "Employee" and "Invoice date range" information, where the start date is mandatory (see image below, point 1). With the "Severa business unit" selection, only the working time rows 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 have been transferred to Netvisor as calculation targets. Instructions for transferring the unit structure can be found on the support pages: Register synchronization. After selecting the search criteria, press the "Search" button, and the working time rows ready for transfer in Severa will be listed in the search result (3). 

Reviewing search results and transfer view
To successfully retrieve all employee information into the transfer view, ensure that the Severa user whose API key is used in the transfers has all rights to everything on the Severa side.

In the search result of the transfer view, the following fields of working time row information are displayed: Entry type, Hours, and Description, so that the working time data to be imported can be checked before transferring to Netvisor. There is no actual preview in the view as with sales invoices, but the data to be imported is visible in the interface. The view can be expanded by clicking the "Expand all" link, which shows more detailed information about the working time rows to be transferred: Entry type linking and Description information (see image below, point 1). By clicking the "Default view" link, the entry type linking and descriptions can be hidden in the view.

"Entry type linking" dropdown menu is used to match entry types with the entry type code (2). Ensure that the entry type codes are the same in both systems so that automatic matching works. The user can select unmatched rows themselves from the "Entry type linking" dropdown menu. Absences recorded in Severa are also transferred to Netvisor's time entries. These must also have entry type linking for both systems.

If calculation targets are in use in Netvisor and the transfer settings of working time rows have selected calculation targets to be imported from Severa, payroll models can manage the breakdown of calculation targets, which is reflected in the payroll model's payroll calculations. The selection breaks down the hours of the selected calculation target on the payroll calculation for review.

The system notifies if hours have already been entered into Netvisor during the entry period. The entries are shown in the interface in green, and the "Hours" column indicates the status of the hours in Netvisor's Working Time view.

Transferring working time rows

Working time rows are transferred by first selecting the rows to be transferred in the transfer view, and the import of working time data is done with the "Import selected working time rows" button at the bottom of the page. After importing the working time rows, the "Netvisor - Severa interface data import"  view shows the date, employee, and hours information of the imported working time rows. By clicking the "Date" link, you can view the details of the working time row for that day in more detail. 

Note that in Severa, it is possible to record free text (description) for a working time entry up to 1500 characters, but if the text exceeds 500 characters, it will result in an error during the transfer System Info 19 (String): Too long (500 characters). In such a case, the number of characters in the description must be reduced to 500, and the transfer should be tried again.


This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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