This guide describes the operational logic and data transfer between Rackbeat and Netvisor. The guide answers which program data should be updated in to ensure it is also updated in the other program.
CONTENTS
- General
- Customers
- Suppliers
- Products
- Product Structures
- Sales Orders
- Purchase Orders
- Sales Invoices
- Purchase Invoices
- Accounting Targets
General
This guide explains how data is transferred between programs. The table below describes which program data is updated in. For example, product information is updated in Rackbeat, from where it is automatically updated to Netvisor.
| Subject | Master |
| Product Information | Rackbeat |
| Customer Information | Rackbeat |
| Supplier Information | Rackbeat |
| Sales Orders | Rackbeat |
| Purchase Orders | Rackbeat |
| Creating Sales Invoices | Rackbeat |
| Sending Sales Invoices | Netvisor |
| Processing Purchase Invoices | Netvisor |
| Accounting | Netvisor |
| Accounting Targets | Netvisor |
Customers
During implementation, an existing customer register can be transferred from Netvisor to Rackbeat using integration. During use, new customers and updated customer information are automatically transferred from Rackbeat to Netvisor via integration. Creating a customer or updating customer information triggers automatic data transfer. Adding customer information to Rackbeat via CSV does not trigger immediate data transfer. In the evenings, a scheduled register synchronization is run between Rackbeat and Netvisor to ensure the customer register data is up-to-date. Synchronization is also used during implementation if the supplier register has been imported to Rackbeat first.
Note! If the customer register is to be transferred from Netvisor to Rackbeat, customers in Netvisor must have customer codes consisting of numbers.
| Rackbeat | Netvisor |
| Name | Name |
| Number | Customer Code |
| Business ID | Business ID |
| Group | Customer Group |
| Billing Address, Street Address | Billing Address |
| Postal Code | Postal Code |
| City | Post Office |
| Country | Country |
For customer groups, the name is transferred from Rackbeat to Netvisor's customer group.
Rackbeat's country list is as follows, if no country information is found, the default selection is FI
"default": "FI",
"albania": "AL",
"andorra": "AD",
"austria": "AT",
"belarus": "BY",
"belgium": "BE",
"bosnia and herzegovina": "BA",
"bulgaria": "BG",
"croatia": "HR",
"cyprus": "CY",
"czech republic": "CZ",
"czechia": "CZ",
"denmark": "DK",
"estonia": "EE",
"finland": "FI",
"france": "FR",
"germany": "DE",
"greece": "GR",
"hungary": "HU",
"iceland": "IS",
"ireland": "IE",
"italy": "IT",
"kosovo": "XK",
"latvia": "LV",
"liechtenstein": "LI",
"lithuania": "LT",
"luxembourg": "LU",
"malta": "MT",
"moldova": "MD",
"monaco": "MC",
"montenegro": "ME",
"netherlands": "NL",
"north macedonia": "MK",
"norway": "NO",
"poland": "PL",
"portugal": "PT",
"romania": "RO",
"russia": "RU",
"san marino": "SM",
"serbia": "RS",
"slovakia": "SK",
"slovenia": "SI",
"spain": "ES",
"sweden": "SE",
"switzerland": "CH",
"ukraine": "UA",
"united kingdom": "GB",
"vatican city": "VA",
"suomi": "FI",
"ruotsi": "SE",
"sverige": "SE",
"norge": "NO",
"norja": "NO",
"tanska": "DK",
"danmark": "DK",
"hollanti": "NL",
"eesti": "EE",
"usa": "US",
"yhdysvallat": "US"
Suppliers
During implementation, an existing supplier register can be transferred from Netvisor to Rackbeat using integration. During use, new suppliers and updated supplier information are automatically transferred from Rackbeat to Netvisor via integration.
Creating a supplier or updating supplier information triggers automatic data transfer. Adding supplier information to Rackbeat via CSV does not trigger immediate data transfer. In the evenings, a scheduled register synchronization is also run between Rackbeat and Netvisor to ensure the supplier register data is up-to-date. Synchronization is also used during implementation if the supplier register has been imported to Rackbeat first.
Note! If the supplier register is to be transferred from Netvisor to Rackbeat, customers in Netvisor must have supplier codes consisting of numbers.
In the transfer of a supplier from Rackbeat to Netvisor, the following information is transferred from the supplier card:
| Rackbeat | Netvisor |
| Number | Supplier Code |
| Supplier Name | Name |
| Business ID | Business ID |
| Street Address | Address |
| Postal Code | Postal Code |
| City | Post Office |
| Country | Country |
Products
During implementation, an existing product register can be transferred from Netvisor to Rackbeat using integration. NOTE! This transfer only affects basic level products, as product structures are not transferred via integration. During use, new products and updated product information are automatically transferred from Rackbeat to Netvisor via integration. Creating a product, updating product information, or saving triggers automatic data transfer. Adding product information to Rackbeat via CSV does not trigger immediate data transfer. In the evenings, a scheduled register synchronization is also run between Rackbeat and Netvisor to ensure the product register data is up-to-date. Synchronization is also used during implementation if the product register has been imported to Rackbeat first.
In the transfer of products from Rackbeat to Netvisor, the following information is transferred from the product card:
| Rackbeat | Netvisor |
| Name | Item |
| Number | Product Code |
| Description | Description |
| Unit | Unit |
| Product Group | Product Group |
| Base Price | Base Price |
| Recommended Purchase Price | Purchase Price |
The following information is retrieved from Rackbeat's product group during the transfer of products:
| Domestic VAT | VAT Rate |
The transferred information is the same for both a regular product and the main product of a product structure.
Product Structures
For product structures, the main product is synchronized to Netvisor as a regular product. Sub-products are transferred with normal products to Netvisor. The product structure itself is not transferred to Netvisor.
Sales Orders
When an order confirmation is sent from a sales order in Rackbeat, it is transferred to Netvisor for cash flow forecasting. When a sales order is delivered from Rackbeat, the delivery information is updated to Netvisor. When the order is invoiced from Rackbeat, the order is removed from Netvisor and a sales invoice is created in its place. Note! Partial delivery information of a sales order is not currently visible in Netvisor.
The following information is transferred from Rackbeat to Netvisor from the sales order header:
| Rackbeat | Netvisor |
| Sales Order Number | Order Number |
| Customer | Customer |
| Order Date | Date |
| Delivery Date | Delivery Date |
| Billing Address | Billing Address |
| Our Reference* | Our Reference |
| Your Reference | Your Reference |
| Additional Information if Contains Letters | Internal Additional Information |
| Additional Information if Only Numbers | Contract ID |
| Note | Text Before Invoice Lines |
| Order Number | External Order Number |
| Seller** | Seller |
For the seller information, the following logic is followed:
*If there is no name in Rackbeat's Seller field, it is checked whether the Our Reference field matches the name of a seller found in Netvisor. If it matches, the information is set as the seller of the order in Netvisor.
**If the name in Rackbeat's Seller field matches the name of a seller found in Netvisor, the information is set as the seller of the order in Netvisor.
If no matches are found in either way, no seller is set for the order in Netvisor by the integration.
The following information is transferred from Rackbeat to Netvisor from the sales order lines:
| Rackbeat | Netvisor |
| Product Number | Product Code |
| Product Name | Product |
| Unit Price | Unit Price (VAT 0) |
| VAT-% | VAT-% |
| Quantity | Quantity |
Purchase Orders
When a purchase order is sent to the supplier from Rackbeat, it is transferred to Netvisor for cash flow forecasting and invoice matching. When the purchase order is received in Rackbeat, the information is updated on the purchase order in Netvisor. This allows delivery information to be used in invoice matching.
The following information is transferred from Rackbeat to Netvisor from the purchase order header:
| Rackbeat | Netvisor |
| Purchase Order Number | Purchase Order Number |
| Supplier | Supplier |
| Date | Purchase Order Date |
| Billing Address | Supplier Address |
| Delivery Address Name | Receiver |
| Delivery Address | Delivery Address |
| Note | Comment |
| Currency | Currency |
| Payment Terms | Payment Terms |
The following details from the purchase order lines are transferred from Rackbeat to Netvisor:
| Rackbeat | Netvisor |
| Product Number | Product Code |
| Supplier Product Code | Supplier Code |
| Quantity | Quantity |
| Unit Price | Unit Price |
| Delivered Quantity | Delivered Quantity |
| Delivery Date of Receipt | Actual delivery date |
Note! The delivered quantity and delivery date are added to the line only when the receipt has been made in Rackbeat.
Sales Invoices
When a sales order is invoiced in Rackbeat, the invoice is transferred to Netvisor after the user has recorded it. The invoice is sent to the customer from Netvisor. Netvisor generates a reference number for the invoice. If the product on the invoice is marked with an EAN code, this is transferred to the sales invoice in the item description field.
The following header details from the sales invoice are transferred from Rackbeat to Netvisor:
| Rackbeat | Netvisor |
| Customer | Customer |
| Billing Address | Billing Address (postal address, not e-invoice address) |
| Invoice Date | Invoice Date |
| Due Date | Due Date |
| Our Reference | Our Reference |
| Your Reference | Your Reference |
| Note | Text Before Invoice Lines |
| Order Number | External Order Number |
| Additional Info if Numeric | Contract ID |
The following item details from the sales invoice are transferred from Rackbeat to Netvisor:
| Rackbeat | Netvisor |
| Product Number | Product Code |
| Product Name | Product |
| Quantity | Quantity |
| Unit | Unit |
| Unit Price | Unit Price (excl. VAT) |
| VAT% | VAT% |
Purchase Invoices
Purchase invoices are received in Netvisor. When a purchase order in Netvisor is matched to a purchase invoice, the integration transfers the matched purchase invoice to Rackbeat. The invoice accounts payable process is fully managed in Netvisor. Rackbeat does not transfer purchase invoices to Netvisor.
The following header details from the purchase invoice are transferred from Netvisor to Rackbeat:
| Netvisor | Rackbeat |
| Supplier | Supplier |
| Purchase Order Number (purchase order matching) | Purchase Order Number (purchase order matching) |
| Purchase Invoice Number | Supplier Invoice Number |
The following item details from the purchase invoice are transferred from Netvisor to Rackbeat:
| Netvisor | Rackbeat |
| Product Code | Product Number |
| VAT% | VAT% |
| Quantity | Quantity |
| Unit Price (excl. VAT) | Unit Price |
There may be slight rounding differences in unit and line prices due to the necessity of calculating tax-exempt prices between systems based on the taxable prices provided by Netvisor's interface.
Cost Centres
Rackbeat does not use cost centres. However, if cost centres are set behind a customer or product in Netvisor, they appear on the sales invoice sent from Netvisor.
Keywords: Rackbeat-Netvisor operational logic, data update, synchronization
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