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Receipts can be imported into Netvisor not only via email but also using the Visma Scanner mobile application. The application can be downloaded from the AppStore for iPhone or from Google's Play Store for Android devices. Visma Scanner enables more detailed additional information and automation. Netvisor automatically forms either a voucher or a travel expense report from the material if the user has entered the necessary information when taking the receipt. If all the necessary information has not been provided in the mobile application, the receipt is brought to the Netvisor eScan material handling view, where it must be handled by the user.          

Using the Visma Scanner mobile application requires a Netvisor user account. Creating Visma Scanner credentials does not require separate permissions or roles, it is enough that the person is a Netvisor user, i.e., can log into the company's Netvisor environment. The No rights profile is sufficient for this. If the person using Visma Scanner has the Travel service active, there is no separate charge for using Visma Scanner. Otherwise, eScan pricing is used as the basis for charging. If the travel service is added in the middle of the month and receipts have already been processed through the application before this, a normal charge per dispatch will apply. After implementing the travel service, the charge is included in the price of the travel service. 

Note: credentials cannot be created by another person, it must always be done by oneself. The user sees only the receipts they have sent in the Visma Scanner application, and material handling takes place in the Netvisor browser version.

Please note that if the image in the application has not been linked to any material in Netvisor within 6 months from the date of the image, the image will automatically be removed from the application. Consequently, the images will also be removed from the Unprocessed materials view in Netvisor.

Visma Scanner implement and functions

When logging into the application, you must first select Netvisor as the software to use. Log into the receipt scanner with a username and password. Before downloading the application, the user must log into Netvisor and create a username and password for the mobile application. Open the view Extensions > eScan settings in Netvisor and create login credentials. These must be done by oneself, and cannot be done by another person. 

In the Extensions > eScan settings view, you can also renew a forgotten mobile application password by clicking 'Update user account' next to the created email address.

For login credentials, the user must have an existing email address, and the password must be formed according to the instructions below:

  • At least eight characters long
  • Contains at least one number
  • Contains at least one special character
  • Contains at least one lowercase and uppercase letter

After creating the credentials, download the mobile application to your phone either from the App Store or Google Play Store. You can find the application by clicking the icons below. For tablet devices, the mobile application only works with the iOS operating system.

The language of the application is determined by the language of the phone's operating system.

After downloading the application, log into the mobile application and select the company to which you want to transfer receipts. If receipts are scanned for multiple companies, the user must first log out of Visma Scanner and after re-logging in, select the new company to which the receipts are to be sent.

It is possible to provide the following information with the image taken with Visma Scanner:

  • Payment date
  • Additional information:
    • Total amount
    • VAT % (gross amount including VAT)
    • Currency
    • Payment method
    • Cost type
    • Calculation targets
  • Description/comment

Give feedback on the instructions

Visma Scanner password renewal

A forgotten Visma Scanner password can be renewed by logging into Netvisor via a browser. In the section Extensions > Netvisor eScan > eScan settings click the link "Update user account" (image below, point 1).

Save a new password for yourself in the fields "Password" and "Confirm password" (image below, point 1). Then click the button "Update user account" (image below, point 2).

 Please note that the password must still be formed according to the original instructions:

  • At least eight characters long
  • Contains at least one number
  • Contains at least one special character
  • Contains at least one lowercase and uppercase letter

Visma Scanner cost types/salary types

Cost type and salary type mean the same thing. The management of cost types/salary types visible in Visma Scanner is done in Netvisor. If the company has the Netvisor Payroll section in use, the cost types/salary types will appear in Visma Scanner according to the salary types. In this case, new cost types/salary types can be added in the view Payroll > Payroll > Salary model management >Company-specific salary types tab > Add new salary type Note that the "Source" of the salary type must be "Travel expense report - cost row" for the cost type to appear in Visma Scanner.

If the company does not have the Payroll section in use, the cost types/salary types displayed in Visma Scanner can be managed from the "Extensions > eScan material handling" view. Press the "Company-specific functions" button and select "Cost type management" from the menu that opens. You can add a cost type and default account from the "Add new cost type" link. The cost type can be edited or deleted through the arrow button in the last column of the row. The bookkeeping account used comes from behind the cost type selection. This requires the user to have at least "Edit rights" in the Accounting section's function-specific rights for Basic data management and Basic data import.

Visma Scanner contra account 

To use Visma Scanner, a desired contra account must be defined if vouchers are to be formed automatically in Netvisor. The receipt scanner contra account is added in Netvisor in the Default accounts used view, detailed instructions can be found via the link.


Visma Scanner payment method 

Payment methods added to the list are those that have been added to the company in Netvisor. Payment methods can be added from the Sales > basic data and settings > Payment methods view.

Voucher formation automatically

Netvisor attempts to automatically form a bookkeeping entry from the scanned material if at least the following information has been provided in the mobile application:

  • Payment method is something other than "Record travel expense report". The field must not be left empty either.
  • Cost type
  • Total amount
  • VAT%
  • Payment date

Vouchers formed by the system are recorded under the voucher type "Pump Imported transactions". The bookkeeping account is selected based on the cost type chosen by the user in the mobile application. The contra entry is always made to the receipt scanner (Visma Scanner) contra account defined in the default accounts in bookkeeping. If the contra account has not been set in Netvisor, the system cannot automatically form a bookkeeping entry, and the document must be handled manually.

The information given in the Description field in Visma Scanner (Comment field on iPhone) is added in the automatic voucher formation both to the voucher's "Row specification" field and the "Specification" field. If the voucher is not automatically formed when importing the receipt, the information in the Description field is saved in the attachment description during eScan material handling, and the information is not saved in the Specification or Row specification fields. The Description given in Visma Scanner must be manually added to the voucher's Specification and Row specification fields in this situation to make this information visible on the material copy.

To ensure the voucher is formed automatically, VAT must be correctly specified in Scanner. If the VAT handling selected behind the bookkeeping account is in conflict with the VAT rate of the imported material, the voucher cannot be formed correctly. For example, the VAT identifier "No VAT handling" selected behind the account is not sufficient for handling a receipt with VAT 0%, but the correct VAT % must be specified during scanning. For example, if the purchase amount is 100 e and VAT= 0% for all rows, the entire amount 100 e is entered in the "VAT 0%" field. The VAT field always contains the amount to which the respective VAT handling is applied. If the VAT applied is 25.5%, then 100 e is entered in the "VAT 25.5%" field, and Netvisor calculates the VAT portion for the voucher based on this. 

If this specification is missing, the voucher is not automatically formed, and a notification will appear: "A voucher cannot be made based on the receipt price specification."

Payment methods can be managed in the Netvisor interface in the sales basic data, "Payment method management" tab. You can access the sales basic data from Sales > Basic data and settings > Sales basic data.

Travel expense report formation automatically

Netvisor automatically forms a new travel expense report from the imported material if at least the following information has been provided in the mobile application:

  • Payment method is "Record travel expense report". The field must not be left empty either.
  • Cost type
  • Total amount
  • VAT% (The amount of VAT must be given completely correctly or the same amount as the total amount.)
  • Description/Comment. This forms the title of the travel expense report.

In the mobile application, it is also possible to select an unapproved travel expense report row in Netvisor to be added to an already existing unapproved travel expense report of the user and to import the receipt to that row. 

Delete and Update buttons

Delete button can be used to delete material from the application. Note! If the material is under the Unprocessed materials heading in Netvisor, the material will also be removed from Netvisor. If the material is processed, deleting the material from the application does not affect the materials made in Netvisor.

Update button can be used to update the material information, and if the material is under the Unprocessed materials heading in Netvisor, the information will also be updated in Netvisor. If the material is processed, editing the material in the application does not affect the materials made in Netvisor.

If unprocessed material has been deleted from Netvisor, this information will also be updated to the scanner, and the material will be removed from the scanner's sent view.

Material handling manually in the interface

If the necessary additional information has not been provided in the mobile application to achieve automation, the material can also be processed ready from the eScan handling view either as a voucher, travel expense report, sales invoice, or purchase invoice. The receipt photographed during the entry is always visible, and making the entry is easy. 


Scanner settings

Scanner settings can be accessed from the menu in the top right corner. The following information is visible here. 

Archive view shows sent receipts and history. The sent view shows all receipts sent to Netvisor and history receipts that have already been processed in Netvisor.

Company menu allows switching the receipt scanner to another company if you have rights to multiple companies. 

Settings section allows you to turn on or off the automatic interpretation of receipts and to decide whether the application sends anonymous data for further development, which helps update the application.

Give feedback section allows you to give feedback on the program.

Information section shows, among other things, contract information and which version of the application is in use.

Exit. This section allows you to log out of the application, after which you must re-enter the password for logging in.


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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