This guide covers the use of Smart Excel forms for importing data from external systems into Netvisor. The forms operate with VBA scripts and utilize Netvisor's API, enabling the transfer of accounting data, payslips, and invoicing data without a separate integration.

CONTENTS

General

Netvisor has developed Smart Excel forms for importing and processing data from external systems. The intelligence of the forms is based on logic implemented with VBA (Visual Basic for Applications) scripts, which enables various ready-made functions depending on the form. All forms contain built-in functionality for importing data directly into Netvisor from the form, and the import is done using Netvisor's API service. Smart forms can be used to import accounting materials, payslips, and working time data, as well as sales invoice materials as unsent or open.

Pricing

The use of Smart forms is included in all Netvisor service packages and does not incur additional charges.

Preconditions for use

Using Netvisor's Smart forms requires that the user has a workstation with a Microsoft Windows operating system. Before deploying Smart forms, the user must ensure that the Microsoft Excel software is installed on the computer, and the software version must be 2007 or newer. Note that the use of forms is not supported with the Excel Online tool of the Office 365 web version. Additionally, the workstation must have the Microsoft .NET Framework environment and Framework version 3.5. You can check and set the .NET Framework settings through the "Turn Windows Features On or Off" menu.

In addition, the following points must be in order in the company's Netvisor environment:

  • The user of the form has rights to the Netvisor company to which data is being imported with the form
  • User-specific Excel IDs have been created for the user.
  • The target company has been allowed the necessary interface resource permissions in the Company menu > Interface resource permissions. Select the correct Excel (image below) and allow the resources.
    26.png

Excel IDs

Excel IDs are always user-specific, and you can create IDs only for yourself. Browsing rights do not allow you to create Excel IDs for yourself, but it is sufficient that the user has "Edit rights" to one of the Accounting section services (for example, Basic Reporting of Accounting).

User-specific Excel IDs are created in the view Company menu > Smart Excel forms. From the button "Create new ID", you can create Excel IDs for yourself. Once the IDs are created, you will see the user ID and key and their validity period in the view. Excel IDs are valid for 8 hours from the time of creation. When there are no valid IDs, you will see the text "No valid IDs" in this view.

IDs1.PNG

You can create new IDs even if the previous IDs are still valid. In this case, the previously created Excel IDs will automatically expire and stop working. This means that one user can only have one set of Excel IDs valid at a time.

If the IDs in use are no longer valid, the Smart form will return an error message: "Error in data processing: FAILED AUTHENTICATION_FAILED :: The IDs are not valid for importing with the Smart Excel form. Create short-term IDs for Excel forms on the pages Company menu > Smart Excel forms".

Valid Excel IDs can also be seen in the view Company menu >API IDs in the same listing as API IDs with the purpose "Smart Excel forms".

Forms

Available Smart Excel forms are downloaded from Netvisor in the view Company menu > Smart Excel forms by clicking the link of the respective form.

IDs2.PNG

Each form contains detailed descriptions and form-specific instructions:

  1. Importing accounting data
  2. Importing invoicing data
  3. Importing payslips
  4. Importing working time data
Please note that Excels are intended for the company's own use only and should not be shared with external parties.

Using the form

The Smart Excel form is downloaded from Netvisor or opened on the workstation. Then the use begins according to the following steps:

  1. Activate macros. By default, the program ensures that macros are activated for use.
  2. Enter or copy data into the form in the designated fields. Data copied to the form must be pasted without formatting. If the pasted data contains formatting, the form's functions will break, and the data import will no longer work. The location, format, or other information of the form's ready fields must not be changed, otherwise the form import will not work. Detailed form-specific usage instructions can be found on their instruction pages.
  3. Create temporary Excel IDs when you are ready to send the form's content to Netvisor. To enhance security, Excel IDs expire after a set period, but you can create new IDs at any time.
  4. Enter the Excel IDs and the target company's business ID into the form:
    • Note! The business ID must match the one in Netvisor
    • User ID: e.g. TS_1234_123
    • User key: e.g. 89D64F2H249367EFA10F34769DDF757A
    • Company (Business ID): 1234567-8
    • If you are transferring data on the training side with a smart excel, the letter k must be added to cell A1

Error situations

Common error situations:

Run-time error
Send button does not work
Security risk

Run-time error

The error message is caused by incorrect .NET Framework settings on the computer. Check the settings according to the instructions in the Preconditions for use section. After saving the settings, restart Excel.

Send button does not work

The non-functioning of the Send button can indicate three things:
First, check the .NET Framework settings of the computer according to the Preconditions for use section.
Second, check that macros are enabled in Excel.
Third, the reason may be the computer's display scaling settings. If multiple displays are in use, ensure that all displays have the same scaling.

Security risk

If Excel gives the error shown below when opening a smart excel, Windows has blocked the execution of macros.

The 'Unblock' checkbox must be checked:

This selection can be made when the file is downloaded directly from Netvisor, meaning the file is trustworthy. After changing the setting, reopen Excel. If the setting is not visible, it is likely hidden by your organization's system administrator. In this case, contact your IT support.


Error message: Check tax percentage

Try downloading the latest version of Smart Excel from Netvisor in the view Company menu > Smart Excel forms. With the VAT reform, we updated the smart Excel forms, and if you are using an older version of Excel, this may cause a problem with tax percentages.

Keywords: Smart Excel forms, Netvisor, VBA scripts, API, Data import, Excel IDs, Deployment



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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