This guide covers the best practices for purchase invoice integration that should be considered when planning a new integration. Resources related to handling purchase invoices and vendors can be found here.
Importing purchase invoices into Netvisor
Resources used for importing purchase invoices:
A transaction fee for e-invoice is charged for importing purchase invoices over the interface. A detailed price list can be found here.
Please note the following limitations when planning the handling of purchase invoices over the interface:
Only one attachment can be imported over the interface for purchase invoices, which is handled as an image of the purchase invoice. Attachments can also be imported to the purchase invoice according to documentation. The value of the InvoiceSource field must be finvoice for the attachment to be imported.
Vendor details do not automatically update based on the purchase invoice information even if the vendor is found in Netvisor's vendor list. Therefore, all vendor details must be provided separately in the purchase invoice message.
A vendor card is created during the import of the purchase invoice if vendor information is not found in Netvisor. The allocation of the vendor during the import of the purchase invoice occurs as follows:
Search for vendors whose name matches the incoming invoice and the Business id is the same as on the invoice.
Search for vendors whose Business id matches the incoming invoice.
Search for vendors based on vendorcode.
Search for vendors whose name matches the incoming invoice.
If none of these are met, a new vendor is created in the system.
Purchase invoices can also be imported in larger batches. Instructions for batch import can be found here.
Retrieving purchase invoices from Netvisor
Resources used for retrieving purchase invoices:
Retrieving purchase invoice list
Retrieving purchase invoice attachments
Limitations of retrieving purchase invoices:
Able to retrieve the posting rows of the purchase invoice in Netvisor, does not retrieve the invoice rows of the purchase invoice.
Factual verification, approval, and posting of purchase invoices over the interface
Resources used for factual verification, approval, and posting of purchase invoices:
Updating approval status and posting of purchase invoice
Importing factual verification and approval circulation of purchase invoice
For factual verification, approval, and/or posting of purchase invoices to succeed through the interface, the user who created the interface credentials must have rights in Netvisor for factual verification, approval, and/or posting of purchase invoices. If the access rights are not in order, the aforementioned actions will not succeed, and the transactions will result in an error. The user must have at least the Accounts payable user profile and in the sales and accounts payable rights, the rights for factual verification and approval of purchase invoices as well as posting rights.
Access rights are defined in Netvisor under Company menu > Sales and accounts payable rights. Rights are defined according to the actions needed for the user's purchase invoices. For example, if the user posts, factually verifies, and approves purchase invoices, the rights should be set as follows:
Posting of purchase invoice: Posting possibility, default is to post or Posting possibility, default is not to post
Selection for: Factual verifier of purchase invoices
Selection for: Approver of purchase invoices
If purchase invoices are not factually verified at all and only approval is done for purchase invoices, the user must still be set the right to both factually verify and approve purchase invoices.
Circulation lists for purchase invoices must either be completely disabled in Netvisor or checked so that the circulation list includes users who also factually verify/approve the respective invoices in another system. If factual verification/approval is attempted by a user who is not on the circulation list, an error notification will occur.
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