This help goes through the best practices for billing integration, which should be considered when planning a new integration. This help is suitable for situations where sales invoices are to be brought into Netvisor's accounts receivable for monitoring purposes. If there is no need for invoice monitoring or sales invoices do not need to be sent to the customer, there is also the option to bring only voucher material into bookkeeping.
CONTENT
- Updating customer and product details before importing sales invoices
- Considerations when importing invoices
- Handling payments
Updating customer and product details before importing sales invoices
Before importing sales invoices or orders over the interface, the products and customers appearing on the invoice or order must be established in Netvisor.
Customer and product details brought on a sales invoice or order do not establish new customers or products nor update their details in Netvisor, even if they are used on the imported invoice or order.
Separate resources must be used for updating customer and product details, and this should always be done before importing invoices or orders.
Detailed descriptions of updating customer and product details can be found below:
Recommended practices:
- Create separate cards for each customer and product in Netvisor
- Use Netvisor-ID for linking customers and products to sales invoices (value of NetvisorKey field returned by message)
- Before importing a sales invoice, check if the necessary customers and products are already created in Netvisor. If not, create them.
Consider whether customer and product details are managed in Netvisor or in the integrated system.
If registers are managed in Netvisor, it is sufficient for the integration to fetch customer and product details from Netvisor (resources customerlist.nv, productlist.nv, getcustomer.nv, getproduct.nv can be used for fetching).
If registers are managed in another system, the integration must establish new and update changes to existing registers through the interface (resources customer.nv, product.nv can be used for importing).
Considerations when importing invoices
Invoice numbering
In which system is the invoice number generated? If invoices are created in multiple systems, invoices created in different systems must have different invoice number ranges. Follow the attached help:
https://support.netvisor.fi/fi/support/discussions/topics/77000285520
Invoice status
Invoices can be imported through the interface either in "Unsent" or "Open" status. Choose unsent status if you intend to send invoices from Netvisor. This allows automatic sending of the invoice and flexibility to edit the invoice before sending. When invoices are imported in unsent status, it also allows sending invoices to factoring. If invoices have already been sent elsewhere, import them as open.
Customer details on the invoice
When only invoicingcustomeridentifier information is imported, address details found on Netvisor's customer card are used on the invoice. If other customer details are brought with the sales invoice message, they are used on the invoice instead of the customer card details. Note that the e-invoice standard requires complete customer postal address details on the invoice for successful e-invoice sending (more details in the attached help).
Invoice amount
If the invoice amount is brought in the SalesInvoiceAmount element, Netvisor always uses the imported amount. Exceptionally, if the invoice amount is given as zero or an empty element, Netvisor automatically calculates the amount from the invoice rows.
Pay special attention if the invoice amount is imported through the interface in SalesInvoiceAmount but not the row sums. In this case, Netvisor calculates row sums based on unit price and quantity and rounds them to two decimals. This may cause rounding differences between the invoice amount imported from the interface and the amount calculated from Netvisor's invoice rows (the amount payable by the customer is the amount imported in the SalesInvoiceAmount element).
If the invoice is imported in unsent status, it is recommended to import SalesInvoiceAmount as an empty element or with a value of 0, allowing Netvisor to calculate the invoice amount from the invoice rows.
If the invoice is imported in open status, it is recommended to import the pre-calculated total amount in the SalesInvoiceAmount element.
Is a voucher brought with the invoice?
It is recommended to allow Netvisor to generate a voucher for the sales invoice. If voucher lines are not specifically brought with the sales invoice message (salesinvoicevoucherlines aggregate), Netvisor will generate the voucher for the sales invoice itself. However, if the voucher is to be brought with the sales invoice message, note that if the voucher is brought for an "Unsent" status invoice, it prevents editing the invoice in Netvisor.
Are partial payments allowed for the invoice? See more in the section on handling payments
Where are credit notes and their allocation done?
A credit note can be imported from the interface and also allocated to the original invoice using the interface resource matchcreditnote.nv. For importing credit notes, see salesinvoice.nv documentation.
Handling payments
How is payment handling implemented? If payments come as reference payments from the bank, the payment is not brought through the interface.
If payment reception is handled entirely in another software, payment information should be brought to invoices through the interface endpoint salespayment.nv and allocated to the invoice.
To mark a sales invoice as paid, there must be a payment on the invoice. If the invoice status is only changed to paid, the invoice remains open in reconciliation and differs from the bookkeeping balance. The invoice is considered paid only when the payments recorded on it and the invoice amount are equal.
If payments are brought from the interface, see more in the help on payments brought through the interface.
Are partial payments allowed for the invoice? When bringing invoices through the interface, the sales invoice message must address partial payment allocation in the element: expectpartialpayments. When the element is given a value of 1, the invoice accepts partial payments.
If partial payments are not allowed, if the sales payment brought to the invoice does not match the invoice amount exactly, the payment remains unallocated in reference payments and must be manually allocated.
By default, a sales invoice brought through the interface does not allow partial payments, even if partial payments are otherwise allowed in the company's Netvisor settings.
Consumer e-invoicing
If invoices are intended to be sent to individual customers as consumer e-invoices, note that individual customers' e-invoice address details cannot be brought to the customer card through the interface. Individual customers' e-invoice address details cannot be edited or deleted through the interface either. Individual customers' e-invoice address details always arrive in Netvisor from the bank's ws-channel. Similarly, the e-invoice address is removed from the customer card when a removal notification arrives from the bank's ws-channel (in practice, the customer must cancel the e-invoice contract through their own bank). To successfully send consumer e-invoices from Netvisor, consumer e-invoicing must be enabled in Netvisor according to this help. Once consumer e-invoicing is enabled and billing notifications are sent, invoice recipients can make an e-invoice contract in their online bank. The reception notification formed by making the e-invoice contract arrives from the bank's ws-channel to Netvisor and is allocated to the respective customer's customer card. After this, sending sales invoices as consumer e-invoices (e-invoices) to the respective customer is possible.
Factoring
If sales invoice factoring is used, factoring must be enabled in Netvisor according to this guidance. A supported factoring company is used in Netvisor
- Supported factoring companies in Netvisor can be found in this help
- Sales invoices should be brought to Netvisor in Unsent status as the factoring notification is also sent to the bank when sending sales invoices
- Factoring contract numbers etc. do not need to be brought with the sales invoice material. Contract numbers are automatically formed on the factoring notification according to Netvisor's settings
- In sales invoice numbering, note that factoring allows a maximum of 8 characters long invoice numbers.
Did you find it helpful? Yes No
Send feedback