Important Considerations

This guide lists the most important considerations to ensure reliable data flow between systems and maintain efficient operations.

Sales

Sales-related processes are handled exclusively through Rackbeat after implementation. Offers, orders, and invoices are created in Rackbeat. In Netvisor, only the sending of sales invoices is done. 

Overlap in invoice and order number series prevents documents from transferring between Netvisor and Rackbeat. Therefore, ensure that the invoice number series in Rackbeat starts only after the largest invoice number in Netvisor. (Guided in detail: General Settings)

If it is necessary to create invoices and orders simultaneously in Netvisor, the number series in Netvisor must run significantly larger than those in Rackbeat. Netvisor always selects the next available largest number for invoices and orders. This can be prevented as follows:

Create a new order in Netvisor -> the number will be the next available number, e.g., 10024 -> change the number to a significantly larger one by adding a couple of zeros -> 1000024

Sales orders and invoices must also include a payment term. Netvisor does not accept orders or invoices that lack these. The best way to avoid problems caused by this is to ensure that a payment term is defined in the customer details in Rackbeat for each customer. This way, it does not need to be added separately.

Before sending sales invoices to Netvisor, ensure that the period is open. The fiscal year must be established and open, and there must be no VAT lock on the period.

Customers

Once Netvisor's customer details have been transferred to Rackbeat, the establishment of new customer relationships and modification of details are done exclusively in Rackbeat. 

The same customer number must not have different details in the systems. Netvisor retrieves customer details for the sales invoice based on the customer number. -> If the details do not match, incorrect customer details may appear on the sales invoice.

If a customer card is deleted from Rackbeat, it must also be deleted from Netvisor - the deletion information does not transfer between systems. -> The details of a newly established customer may not transfer to Netvisor if the customer number is reserved.

Products

Product management also takes place in Rackbeat. As with customers, deletion information does not transfer from Rackbeat to Netvisor. Therefore, if a product is deleted, it is advisable to manually delete it from Netvisor as well.

Product VAT percentages must also be found in Netvisor. -> If a document coming from Rackbeat contains a product whose VAT percentage is not in Netvisor, the document will not transfer. In Rackbeat, VAT percentages are defined directly at the product group level. You can check product groups in Rackbeat via the path Stock > Product groups. VAT percentages are visible in the product group editing tab VAT.

Avoid special characters (/, *, &, # etc.) in product names. Netvisor does not recognize special characters in products, so their use prevents documents containing them from transferring between software.

Other considerations

During the implementation of Rackbeat, Netvisor automatically creates api identifiers for the user who activates the integration. The connection between the software will be severed if this user is deleted from Netvisor. Therefore, we recommend contacting Netvisor support tuki.netvisor@visma.com if the user needs to be deleted.

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