This guide explains how to activate Visma Amili Oy's collection service, manage invoice collection, and handle collection-related situations in Netvisor.

Contents

Visma Amili Oy's (formerly Visma Financial Solutions Oy) collection service Amili collection enables the electronic transfer of invoices to collection. Collection is initiated in Netvisor as part of the invoice processing process.

More information about Visma Amili Oy's reminder and collection service Amili collection can be found at https://amili.fi/ and https://amili.fi/duetto-perintapalvelu-amili-perinta

Service activation and pricing

You can activate the service by selecting Netvisor Store > Netvisor Store > Amili collection.

To activate the service, one of the following access rights is required:

  • User administrator (KH)
  • Accounting office administrator (TPK)
  • Company administrator
  • Company user profile
  • All rights profile

The following information must be saved in your personal basic settings:

  • Email address on the Communication tab
  • Email address and phone number on the Personal basic data tab

Service activation does not require the use of the Web Service interface.

Activate the Amili collection service through Netvisor Store as follows:

  1. In Netvisor Store, select the Amili collection service and click Activate. During activation, you will see what data is transferred in the service.
  2. Select Proceed to Amili collection service activation.
  3. Accept the service terms and finalize the activation in the Netvisor KYC service by clicking the provided link.

The service is activated in Netvisor and invoices are transferred to Amili collection's reminder and collection service.

Assignments made before the activation of the new Amili collection service are still visible in the Visma collection service (Duetto) portal. These assignments are managed in the Duetto portal. Assignments transferred to the Amili collection service are visible in the Amili portal. Credentials for the Amili portal are sent after the first assignment has been submitted.

Note! Netvisor KYC, i.e. customer identification, will proceed as follows:

The person responding to the information request must have the right to act on behalf of the organization based on their position or a power of attorney. If the representation right is based on a power of attorney, the power of attorney must be attached to the form. If you are not the right person to respond to the information request under the Money Laundering Act, you can forward the message to the correct person.

Netvisor charges the price according to the e-invoice sending transaction for the material sent to Amili collection. More information can be found in the price list. The service does not have a fixed annual fee. Amili may charge its own transaction fees, and for costs related to Amili you should contact Amili.

More information about the service can be found on Amili's pages in the Netvisor Marketplace.

If the activation remains incomplete, the service moves to the status "waiting for activation". The status is reset within 3 days, after which the service is disabled and the activation can be started again. If the status is not reset within 3 days, contact Amili and check that all required information has been provided and that everything is in order on Amili's side.

Note! Activating the Amili integration from Netvisor Store is not possible between 22:00–05:00 due to Amili's maintenance break.

Using Amili reminder service

You can send material to the Amili reminder service by selecting Sales > Open sales invoices.

Reminder material is created from the invoice when the invoice is in Overdue status. In the Open sales invoices view, the collection status of the invoice can be manually changed via the Update status link on the invoice row. If the customer is under collection prohibition, the invoice cannot be transferred to the Amili collection service.

If a temporary customer has been used on the invoice and you want to transfer the invoice to Amili collection, you can still transfer the invoice to Amili. The invoice details are updated on Amili's side if voluntary collection does not yield results. For future use of Amili collection, we recommend using unique customer information on invoices.

Send invoices to the Amili reminder service as follows:

  1. In the Open sales invoices view, select the overdue invoices.
  2. At the bottom of the view, select Process overdue.
  3. From the menu that opens, select Transfer to Amili collection service.
  4. In the view that opens, check the invoices and materials.
  5. Make sure that the sending channel is Visma Amili reminder service.
  6. Select Send materials to Visma Amili reminder service.

In the printing and sending process, the sending channel for invoices is automatically set to Visma Amili reminder service. Materials are sent to Amili by clicking the button Send materials to Visma Amili reminder service.

Using Amili collection service

You can send material to the Amili collection service by selecting Sales > Open sales invoices.

Collection assignment material is created from the invoice when the invoice is in Reminded status. This means that a payment reminder and a payment notice have previously been sent from the invoice and the collection status has been updated accordingly. In the Open sales invoices view, the collection status of the invoice can be manually changed via the Update status link on the invoice row.

Send an invoice to the Amili collection service as follows:

  1. In the Open sales invoices view, select the invoice that is in the Reminded section.
  2. Select Process overdue.
  3. From the menu that opens, select Transfer to Visma Amili service.
  4. In the sending process view, check that the material type is collection letter and the sending channel is Visma Amili collection service.
  5. Select Send materials to Visma Amili collection service.

Principles of Amili collection service

Invoices sent to Amili collection are visible in the Open sales invoices view under the Visma Amili service header.

The price according to the e-invoice sending transaction is charged for the material sent to Amili.

Collection statuses are updated by Amili for invoices sent to the Amili reminder and collection service. When you open the invoice, the latest collection phase is shown on the invoice header row.

Netvisor's default collection texts are intended for manual collection and do not need to be changed for Amili collection. Amili has its own invoice templates for invoices sent to customers. If you want to add special texts to collection letters sent from Amili, contact Amili.

Amili collection supports the use of auxiliary business names. If an auxiliary business name is selected on the invoice, this information is transferred to Amili.

Amili collection service is available for both business and private customer invoices. The collection service also handles the collection of foreign invoices.

If a payment is received for an invoice sent to Amili, the text indicating that the payment has been received for an invoice sent to the Amili collection service is shown in the Received reference payments listing and in the bank statement view for the respective payment. Bypass materials are automatically sent to Amili for payments of invoices transferred to reminder or collection. This keeps the balance in collection up to date.

The payment is automatically matched if it contains the correct invoice reference number and amount and arrives as machine-readable reference material in Netvisor.

If an invoice is mistakenly sent to Amili collection, the collection must be canceled by contacting Visma Amili Oy directly. Then inform Netvisor customer support in writing about the company from which the invoice was sent and the invoice number, so the invoice can be returned to overdue.

Adding manual payment to invoice sent to Amili collection service

When you manually record a payment received from a customer to an invoice sent to Amili collection, proceed as follows:

  1. Open the invoice and select the function for adding a manual payment.
  2. Enter the payment details.
  3. Remove the selection from Payment is settlement from collection agency.
  4. Save the payment.

Removing the tick from Payment is settlement from collection agency indicates to Amili collection that this is a bypass payment from the customer.

If the tick is left in the Payment is settlement from collection agency box, the payer will always automatically be Amili, even if some other information is entered as the payer.

Netvisor's credit loss processing does not send information to Amili collection. If you use credit loss processing, contact Amili first.

If a credit note is applied to an invoice in the Amili collection service, bypass payment information is sent to Amili.

If the customer pays directly to the account specified by the customer and the reference matches, the payment is automatically matched to the invoice in Netvisor and bypass payment information is automatically sent to Amili.

Note on handling invoices sent to Amili collection:

Once an invoice has been sent to Amili collection, it is not possible to edit or delete related payments in Netvisor. This practice ensures that invoice payments remain consistent in both Netvisor and Amili. Changes to payments in Netvisor are not automatically transmitted to Amili, which could otherwise cause discrepancies in invoice data.

If you notice that an incorrect payment has been recorded in Netvisor for an invoice sent to Amili collection, proceed as follows:

  1. Contact Amili customer service and inform them about the incorrect payment.
  2. In Netvisor, record a negative payment for the same invoice to reverse the incorrect payment.

Contact person information on customer card

To facilitate the work of the collection agency, you can add the default contact person's phone number and email address to the customer card. The function is found in the upper right corner of the main view of the customer card.

The default contact person's contact information is included in the transfer file sent to the collection agency, which facilitates the collection process.

When you create a contact person on the customer card, the contact person is automatically saved as the default contact person for that customer.

In Sales basic data, the setting Bring customer's default contact person to invoice must be selected so that the default contact person is transferred to the invoice.

Collection charges

If reminder or collection charges have been added to the invoice in Netvisor, these do not transfer to Visma Amili. If necessary, contact Visma Amili support regarding collection charges.

Amili collection service credentials

Assignments transferred to Amili collection service are trackable from the Amili portal, for which you will receive credentials after sending the first assignment. Credentials are activated for the user who has activated the service through Netvisor Store. This user can also create credentials for other users in the Amili portal.

Handling currency invoices

Amili collection service cannot receive currency invoices. The sending will result in an error if the invoice is in a foreign currency.

If a voucher has been created for the sales invoice, the invoice currency can no longer be changed. In that case, the collection must be handled by other means.

Handling interest invoices

Information from a separate interest invoice made in Netvisor does not go to Amili. Amili calculates interest according to the original invoice.

If the Amili service is in use and the invoice has been sent to Amili, a separate interest invoice must not be created in Netvisor for the same invoice.

Payment plan on invoice

If there is a payment plan on the invoice and the customer pays the invoice partially, the settlements will come to the invoice as reference payments.

Payments are automatically matched to the invoice if the setting Match partial payments by default is selected in Sales basic data. This setting must be selected before the invoice is processed and sent forward.

Manual payment to invoice in Amili.

If you make a manual payment to an invoice in the Amili service, the payment cannot be removed from Amili.

Correct the situation in Netvisor as follows:

  1. Open the invoice in Netvisor.
  2. Record a new payment on the invoice with a negative amount that corresponds to the incorrect payment.
  3. Contact Amili and inform them that the collection of the invoice will continue normally on their side.

Service removal

You can close the Amili collection service by selecting Netvisor Store > Amili collection > deactivate. The service is disabled immediately.

No notification about the removal is sent to Amili. Amili continues to process invoices that have already been sent there.

We recommend that when you remove the service, you also contact Amili and inform them that the service has been terminated. You should agree with Amili what will be done with invoices already being processed in Amili and whether the collection will be completed in Amili or stopped at the same time as the service is terminated.


Frequently asked questions

Question: What access rights do I need to activate the Amili collection service in Netvisor?
Answer: Activation can be done by a user who has one of the following access rights: User administrator (KH), Accounting office administrator (TPK), Company administrator, Company user profile, or All rights profile.

Question: When can I send an invoice to the Amili reminder service?
Answer: An invoice can be sent to the Amili reminder service when the invoice is in Overdue status. The invoice is selected in the Open sales invoices view and transferred to the Amili collection service using Process overdue > Transfer to Amili collection service.

Question: When can a collection assignment be created for an invoice in the Amili collection service?
Answer: A collection assignment is created when the invoice is in Reminded status. This requires that both a payment reminder and a payment notice have been sent from the invoice and the collection status has been updated.

Question: Can I edit or delete payments in Netvisor after the invoice has been sent to Amili collection?
Answer: You cannot edit or delete payments in Netvisor once the invoice has been sent to Amili collection. If a payment is incorrect, record a negative payment and contact Amili customer service.

Question: Do reminder and collection charges added in Netvisor transfer to Amili?
Answer: Reminder and collection charges added to the invoice in Netvisor do not transfer to Visma Amili. Collection charges must, if necessary, be agreed directly with Visma Amili support.

Question: Can I send currency invoices to the Amili collection service?
Answer: You cannot send currency invoices to the Amili collection service. The sending will result in an error if the invoice is in a foreign currency. If a voucher has already been created for the invoice, the currency cannot be changed and the collection must be handled by other means.

Question: How should I proceed if the customer pays directly to the account and the invoice is in Amili collection?
Answer: If the customer pays directly to the account and the reference matches, the payment is automatically matched to the invoice in Netvisor and bypass payment information is automatically sent to Amili.

Question: How do I close the Amili collection service in Netvisor?
Answer: You can close the service via Netvisor Store. The service is disabled immediately and no automatic notification is sent to Amili. Contact Amili separately and agree how invoices already being processed in Amili will be handled.

Keywords: Amili collection service, Netvisor Store, Open sales invoices, reminder service, collection charges, manual payment, currency invoices.

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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