Finvoice import

This guide explains how to import Finvoice-formatted invoice data into Netvisor.

CONTENT

• General
• Invoice data used in import
• Phases of data import
• Finvoice examples
  • Finvoice minimum:
  • Finvoice maximum:

General

Finvoice invoice data can be imported into Netvisor from other systems in XML format. The  "Data import" function is used to transfer invoice data. The imported invoices must be sales invoices; importing purchase invoices is not possible. The function is available for all companies, and the user must have editing rights in Accounting function-specific rights for "Basic data management" and "Basic data import". You can find the Data import function in the Netvisor UI: Company menu > Data import and export > Data import.

To import invoice data, you need invoice material in Finvoice standard. The oldest supported version of Finvoice is 1.2, but newer versions can also be used.

The following steps must be completed in Netvisor for the import:

1. Import requires the activation of the software interface service. Open Company menu > API > Rights of interface resources  page and type Rights of interface resources in the "Valmiit intergaatiot" search field "Netvisor invoice data import (Finvoice)". Select the Netvisor invoice data import (Finvoice) integration and allow the integration, which will activate the necessary resources for importing invoices.
2. Additionally, the import requires that the Software interface service is activated. Activation is done in Netvisor Company menu > API > Api identifiers > The toggle switch must be "Enabled" 
3. The person transferring the material must create api identifiers for themselves by opening Company menu > API > Api identifiers page and clicking the "Create new API identifier" button. Please note that each user importing material must create their own api identifiers for the invoice import to work. The identifiers are not chargeable. The api identifiers only need to be created, and they do not need to be entered anywhere. 

Using the Netvisor invoice import function is included in all packages. 

Importing invoice data (Finvoice) requires the following resources:

Invoice data used in import

The table below shows fields taken from the Finvoice material and what field is used in Netvisor. Secondary information is used if primary information is not given in the Finvoice material. Example materials can be found at the end of the guide, and an Excel-format correspondence table can be downloaded here.

To be able to import Scandinavian letters (å, ä, ö), the material needs to be encoded in ISO/IEC 8859-15 form.

It is also possible to import cost object headers and cost objects in fields RowDefinitionHeaderText and RowDefinitionValue. If you want to prevent the import of cost object headers and cost objects, please contact Netvisor customer service. 

If a customer is created during the import, both e-invoice address details and email invoicing address are read from the invoice material to the customer card if they are found in the material. If the customer is already found in Netvisor before the import (i.e., the customer code given in the material is found in Netvisor), the e-invoice details/email invoicing address must be manually updated to the customer card or imported using Customer Data import. If you want invoices to be allocated to a customer card in Netvisor in the future, the customer code (InvoiceRecipientPartyIdentifier or BuyerPartyIdentifier) must be the same in the Finvoice file and in the Netvisor customer card.

If the product is not found by product code (ArticleName), the product is created in Netvisor according to the invoice material data. If the product is already found in Netvisor, the data is not updated from the invoice material to the Netvisor product.

The product unit price is calculated based on the line sum, delivered quantity, and possible discount.

The invoice total is calculated based on invoice lines.

One transfer file can contain multiple invoices. This way, invoices do not need to be imported one at a time.

Phases of data import

1. Open Company menu and choose "Data import"
2. Choose "Invoice/payment XML" (see picture below, step 1) and press "Browse" (2)
3. Find the Finvoice file containing invoice data and press "Submit data" button (3). This starts the data transfer to Netvisor.

If there are no errors in the import, a specification of imported data and links to formed materials are presented after the import. 

The invoice import also automatically establishes the customer used on the invoice and the products used in Netvisor if they are not already found. Please note that the customer's e-invoice details are not saved to the customer card at this point. If the customer and products used on the invoice are found in Netvisor, the data is targeted to the existing customer and products.

If there are errors in the imported material, an error message is displayed, explaining why the material cannot be imported into the system. Below the error message, an editor window is displayed, but the user cannot make changes to the imported material through this window; changes must be made to the original Finvoice material. After correction, the material can be imported again. If the material contains multiple invoices, the invoices in the correct format are imported directly. Please do not edit the imported invoices in the UI after the import.

Finvoice examples

The examples below show the minimum information that the Finvoice material must have in order to import a sales invoice, as well as the maximum information that can be read from the material. In addition to these, the Finvoice material may have other information according to the Finvoice standard, but it is not read into Netvisor.

Finvoice minimum:

<?xml version="1.0" encoding="ISO-8859-15"?>
<?xml-stylesheet type="text/xsl" href="Finvoice.xsl"?>
<Finvoice>
  <SellerPartyDetails>
    <SellerOrganisationTaxCode>FI12345678</SellerOrganisationTaxCode>
  </SellerPartyDetails>
  <BuyerPartyDetails>
    <BuyerOrganisationName>Esimerkkiasiakas</BuyerOrganisationName>
  </BuyerPartyDetails>
  <InvoiceDetails>
    <InvoiceNumber>100</InvoiceNumber>
    <InvoiceDate Format="CCYYMMDD">20230124</InvoiceDate>
    <InvoiceDueDate Format="CCYYMMDD">20230207</InvoiceDueDate>
  </InvoiceDetails>
  <InvoiceRow>
    <ArticleName>Esimerkkituote</ArticleName>
    <DeliveredQuantity QuantityUnitCode="pcs">10,00</DeliveredQuantity>
    <RowAmount AmountCurrencyIdentifier="EUR">100,00</RowAmount>
  </InvoiceRow>
</Finvoice>

Finvoice maximum:

<?xml version="1.0" encoding="ISO-8859-15"?>
<?xml-stylesheet type="text/xsl" href="Finvoice.xsl"?>
<Finvoice>
    <MessageTransmissionDetails>
        <MessageReceiverDetails>
            <ToIdentifier>FI109700021497</ToIdentifier>
            <ToIntermediator>NDEAFIHH</ToIntermediator>
        </MessageReceiverDetails>
    </MessageTransmissionDetails>
    <SellerPartyDetails>
        <SellerPartyIdentifier>1234567-8</SellerPartyIdentifier>
        <SellerOrganisationTaxCode>FI12345678</SellerOrganisationTaxCode>
    </SellerPartyDetails>
    <InvoiceRecipientPartyDetails>
        <InvoiceRecipientPartyIdentifier>1967543-8</InvoiceRecipientPartyIdentifier>
        <InvoiceRecipientOrganisationName>Esimerkkiasiakas5</InvoiceRecipientOrganisationName>
    <InvoiceRecipientOrganisationName>c/o uusi accounting office</InvoiceRecipientOrganisationName>
        <InvoiceRecipientOrganisationTaxCode>FI19675438</InvoiceRecipientOrganisationTaxCode>
        <InvoiceRecipientPostalAddressDetails>
            <InvoiceRecipientStreetName>Soratie 2</InvoiceRecipientStreetName>
            <InvoiceRecipientTownName>OULU</InvoiceRecipientTownName>
            <InvoiceRecipientPostCodeIdentifier>00000</InvoiceRecipientPostCodeIdentifier>
            <CountryCode>FI</CountryCode>
        </InvoiceRecipientPostalAddressDetails>
    </InvoiceRecipientPartyDetails>
    <BuyerCommunicationDetails>
        <BuyerPhoneNumberIdentifier>000000</BuyerPhoneNumberIdentifier>
        <BuyerEmailaddressIdentifier>example@visma.com</BuyerEmailaddressIdentifier>
    </BuyerCommunicationDetails>
    <DeliveryPartyDetails>
        <DeliveryOrganisationName>Esimerkkitoimitus5</DeliveryOrganisationName>
        <DeliveryPostalAddressDetails>
            <DeliveryStreetName>Katu</DeliveryStreetName>
            <DeliveryTownName>Kaupunki</DeliveryTownName>
            <DeliveryPostCodeIdentifier>00000</DeliveryPostCodeIdentifier>
            <CountryCode>FI</CountryCode>
        </DeliveryPostalAddressDetails>
    </DeliveryPartyDetails>
    <DeliveryDetails>
        <DeliveryDate Format="CCYYMMDD">20230223</DeliveryDate>
        <DeliveryMethodText>Delivery method</DeliveryMethodText>
        <DeliveryTermsText>Delivery term</DeliveryTermsText>
    </DeliveryDetails>
    <InvoiceDetails>
        <InvoiceNumber>202</InvoiceNumber>
        <InvoiceDate Format="CCYYMMDD">20230223</InvoiceDate>
        <SellerReferenceIdentifier>Our reference</SellerReferenceIdentifier>
        <OrderIdentifier>Order number</OrderIdentifier>
        <BuyerReferenceIdentifier>Your reference</BuyerReferenceIdentifier>
        <InvoiceTotalVatIncludedAmount AmountCurrencyIdentifier="USD">0</InvoiceTotalVatIncludedAmount>
        
        <InvoiceFreeText>Free text</InvoiceFreeText>
        <PaymentTermsDetails>
            <InvoiceDueDate Format="CCYYMMDD">20230309</InvoiceDueDate>
      <CashDiscountDate>20230301</CashDiscountDate>
      <CashDiscountPercent>10</CashDiscountPercent>
        </PaymentTermsDetails>
    </InvoiceDetails>
    <InvoiceRow>
    <RowFreeText>Comment row</RowFreeText>
    </InvoiceRow>
    <InvoiceRow>
        <ArticleIdentifier>1x1</ArticleIdentifier>
        <ArticleName>Esimerkkituote5</ArticleName>
        <DeliveredQuantity 
QuantityUnitCode="kpl">10,00</DeliveredQuantity>
        <RowIdentifier>Order number</RowIdentifier>
        <RowFreeText>Row specification</RowFreeText>
        <RowDiscountPercent>10,00</RowDiscountPercent>
        <RowVatRatePercent>24,00</RowVatRatePercent>
        <RowAmount>90,00</RowAmount>
		<RowNormalProposedAccountIdentifier>3000</RowNormalProposedAccountIdentifier>
		<RowDefinitionDetails>
			<RowDefinitionHeaderText>Project</RowDefinitionHeaderText>
			<RowDefinitionValue>Project 15</RowDefinitionValue>
		</RowDefinitionDetails>
    </InvoiceRow>
    <EpiDetails>
        <EpiIdentificationDetails>
            <EpiReference>123</EpiReference>
        </EpiIdentificationDetails>
        <EpiPaymentInstructionDetails>
            <EpiRemittanceInfoIdentifier>123</EpiRemittanceInfoIdentifier>
        </EpiPaymentInstructionDetails>
    </EpiDetails>
</Finvoice>

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