Netvisor integration

The PSA–Netvisor integration enables:

• Sending sales invoices from PSA to Netvisor (incl. sales account, products, and cost objects)
• Receiving bills from Netvisor into PSA, and sending bills or their approval information from PSA to Netvisor
• Sending expense and travel claims from PSA to Netvisor.

Permissions: Admin (activation of the integration), feature-specific permissions
PSA plans: Growth, Business, Enterprise, Enterprise+

Activate the Netvisor integration

Create identifiers in Netvisor

1. Log in to Netvisor.
2. Click the company name in the upper-left corner.
3. Select API identifiers.
4. Click Create new api identifier. You'll need the User ID and Key later. 
5. Next, go to Rights of interface resources. Check that the integration has permissions for the features you want to use via the integration: Account information, orders and invoices, sales payments, purchases and travel claims.

Enter the received credentials in PSA’s Netvisor settings according to the instructions below.

Add the identifiers to PSA’s integration settings

1. Make sure the Business ID and address are correct under Settings > Company details > Address.
2. Go to: Settings > Integrations > Netvisor > Activate.
3. Enter the User ID and API key.
4. Save.

Integration settings

Matching the customer registers

Before using the integration, the customer registers need to match between the systems for existing customers.

• In the integration settings, there is an Update Customer IDs button, which updates Netvisor IDs directly to PSA Account cards in the Netvisor ID field for those accounts that are identified by business ID.
  
• If some accounts were not identified based on the business ID, you will receive a CSV file of these accounts and you can fill in the information for them in PSA manually.
  • The information to be completed is the account’s Netvisor database number (found in the URL address of the Netvisor account card), not the customer number.
  • If the account does not exist in PSA at all, missing accounts can be added to PSA using these instructions.

If accounts in PSA are not yet found in Netvisor, they will be created there automatically when transferring sales invoices. During the transfer, the Netvisor ID will also be updated in PSA’s account information.

Note: Netvisor’s “branch office” feature is not supported in the integration; instead, all billable branch offices of an account must exist as separate accounts in the registers.

Sales accounts

You can enter the sales accounts received from your accountant into Finago PSA if you want the accounts to be selectable on sales invoice rows already in PSA. You can also select a default sales account that is preselected on invoice rows.

Purchase accounts

You can enter the purchase accounts received from your accountant into Finago PSA if you want to use the accounts in PSA.

1. Go to Settings > Integrations > Netvisor.
2. Click Add account.
3. Define the name and account number for the purchase account.

Products

If product information is not defined in PSA, the product "TEMP" will be selected in Netvisor for all sales invoice rows.

Using products in PSA invoicing enables, among other things, faster posting, because posting rules can be created for products in Netvisor. When an accounting product is transferred on an invoice row from Finago PSA to Netvisor, Netvisor can post the cost object and sales account based on the product.

Products can be entered into Finago PSA:

1. in the price list, i.e., the product register, when products are used as-is, or
2. in the Netvisor settings, when you want to use separate posting products.

Depending on the use case, this can be utilized as follows;

Method 1

All products have the same name regardless of the register.
Fetch product register makes PSA fetch Netvisor products with prices and add them to PSA’s product register (only new product codes that do not already exist in PSA; the fetch does not update existing products).
In the fetch, products will be populated with (or can be entered manually) the integration ID, i.e., Netvisor’s product identifier.
The product from the product register is selected on the sales invoice under Show accounting.

Method 2

Posting products can be added manually to PSA’s Netvisor settings under Add product.
For example, in accounting we have “Management services” as one entity, which is entered into PSA’s Netvisor settings as a posting product. In PSA’s product register, we may have separate items such as financial management, HR management, product management, etc., all of which fall under Management services. This makes it possible to post sales invoicing to the product “Management services” even though the invoice row shows a more specific product name, e.g., product management.
The posting product is selected on the sales invoice under Show accounting.

Dimensions

Netvisor dimensions (cost object main level 1) and cost centers (the actual cost objects level 2 under the main level ) can be set up in Finago PSA, allowing you to allocate sales and purchase invoice rows to cost objects already in PSA. Cost objects for bills are transferred to Netvisor when bills are approved (not when they are sent).

Add the same cost objects to Finago PSA settings as in Netvisor. The following rules apply:

• If a cost center (level 2) in Finago PSA settings does not exist in Netvisor settings, that cost center (level 2) will be created automatically in Netvisor based on the invoicing material (automatic creation only occurs up to level 2).
• In Netvisor, the second level can be further split into a third level. The third level must be created manually in Netvisor. In Finago PSA, you can enter the third-level cost center name in the field in the same way as in a two-level classification. The integration recognizes the third-level cost object automatically if both the dimension header and the cost center name are written exactly the same in both systems.

1. Go to Settings > Integrations > Netvisor.
2. Click Add dimension.
3. Enter the name of the dimension (top level of the cost object) as it appears in Netvisor (e.g., department, city, etc.) and save with the green button.
4. On the dimension row, click the three dots and select Add item.
5. Enter the cost center name as it appears in Netvisor (e.g., customer service, Helsinki, etc.)
6. Optionally select a project category In that case, projects in that category will have this cost center set as the default on their sales invoice rows.
7. Choose whether this cost center should always be filled in as the default on all sales invoice rows.
8. Add other required dimensions and cost centers. Note: the project dimension has its own setting; see the next section of the instructions.

Netvisor project dimension

By activating the feature, the “Project” dimension is added to sales invoices when they are sent to Netvisor. In addition, you can define the format in which the project dimension is shown on the invoice. If the project number is not found in Netvisor as a cost center, it will be created there when the invoice is transferred.

1. Go to Settings > Integrations > Netvisor.
2. Enable Use project dimensions.
3. Select the Project dimension format, i.e., how the dimension is presented on the sales invoice (name, number, or both).

Netvisor expense eScan project dimension

Expense claims can be sent from PSA either directly to Netvisor (as expense claims) or via eScan (as purchase invoices).

This function can be used to add a project dimension automatically to expense claims when they are sent to eScan. If the dimension header is not defined separately, the header “Project” is used.

Ratios

Completing ratios, meaning expense types, is mandatory if travel and expense claims are transferred. These must correspond to the expense types in Netvisor.

Note! See also the section Settings to be made elsewhere

1. Go to Settings > Integrations > Netvisor.
2. Click Add ratio.
3. Enter the expense type name.

VAT codes

Add the Netvisor VAT codes used in invoicing with their percentages so that they can be selected on invoice rows. You can check the code options on Netvisor’s pages.

If this section is left completely empty, sales invoices will always be transferred with the default code KOMY (domestic sales) or EUPM 312 (reverse charge).

Netvisor contract billing

Bills can be pass-through invoiced in PSA to your accounts using automatic invoicing.

Activating pass-through invoicing adds products to PSA’s product register that you must price.

When a bill arrives, the bill can be selected from the bill list and you can click Options > Add contract invoicing (Netvisor). (The bill can also be created manually, as long as the finvoice XML invoice file is attached to it). The following conditions must be met for pass-through invoicing to work:

1. There is an account in PSA and it has a business ID.
2. The account has a project.
3. The project has an automatic invoicing definition and the selection: Pass through. This indicates to which automatic invoice the pass-through invoicing is intended.

Bills type

Select which type of bills are fetched from Netvisor once a day (by 6 a.m.). The fetch is performed for invoices up to max 1 week old. If approved invoices are fetched, the date is taken from the last modification date. Otherwise, the date is taken from the invoice date.

Settings to be made elsewhere if travel and expense claims are in use

1) Collect/save and verify these details in Netvisor in advance:

• Collect employee Netvisor IDs
  In Netvisor: Payroll > Personnel > Employee list > Edit person > Payroll details > Employee number
• Check that travel claims can be saved for employees
  In Netvisor: Payroll > Personnel > Employee list > Edit person > Billable services > Travel.
• Collect expense types
  In Netvisor: Payroll > Payroll > Payroll model management > Company-specific expense types

2) Define these settings in PSA under Settings > Feature settings > Expenses:

• Mileage allowance definitions
  Define as in PSA’s instructions, but also provide the Netvisor type.
• Daily allowance definitions
  Define as in PSA’s instructions, but also provide the Netvisor type.
• Additional allowance definitions (additional passenger for mileage allowance)
  Define as in PSA’s instructions, but also provide the Netvisor type: Netvisor additional passenger

3) Define these settings in PSA under Settings > User management > Users

• Netvisor ID
  Fill in the Netvisor employee number for people in PSA.

Using the integration

Sales invoices

Creating and sending sales invoices

The invoice is created normally in Finago PSA, and then under the Print&Export button you select Send to Netvisor.

Fetching sales invoice payments: Payments are fetched daily from Netvisor. Note! In Netvisor, fetching must be allowed under “Integration resource permissions > Fetch sales payment list from Netvisor.” If the payment matches the invoice total amount, the invoice status changes to Paid.

Late payment interest and reminder period: come from Netvisor.

VAT: Netvisor follows the VAT % on the PSA invoice, but if the customer (Netvisor customer card) has a reverse VAT rate, this overrides the VAT information on the PSA invoice.

Delivery method: mail, email, or e-invoice. The transfer follows the fastest delivery method.

Currency: The invoice currency can also be selected.

Attachments: PDF only. The attachment file is automatically forwarded from Netvisor only with e-invoices. With other delivery methods, the attachment is transferred with the invoice from Finago PSA > Netvisor, but it is not sent automatically unless actions are taken in Netvisor.

Character limits and row transfer:

1. The country code in the address is mandatory.
2. There is no character limit on the header row or a regular invoice row.
3. An invoice row is sent as a header row if the row quantity is 0.
4. The first description row has a character limit of 255 characters. A second description row is also transferred, but it is mapped to the invoice comment row, with no character limit.
5. Transfer of product information and row descriptions: read the next sections of the instructions.

Accounting information: On the sales invoice, under Show accounting, you can select per row:

• Posting product (default or selected from the list). If left empty, in Netvisor the row product will be either the PSA invoice row product or, if missing, “TEMP”.
• Cost object
• Sales account

Placement of product information and row descriptions in invoice transfer PSA > Netvisor:

• If no posting product has been set for the invoice row in PSA under Show accounting, then in Netvisor the invoice row will show:
  • the PSA invoice row product code & name (the product register must have an integration ID for it) or, if missing, the “TEMP” code & the TEMP product name in Netvisor’s register, and
  • the invoice row description text entered in PSA as the description row.
• If a posting product has been set for the invoice row in PSA under Show accounting (either a product from the product register or a product from the integration settings), then in Netvisor the invoice row will show:
  • the posting product code & name in PSA, and
  • the invoice row description text entered in PSA as the description row.

PDF invoice image in Netvisor:

Bills

Bills can be received into Finago PSA as follows:

1. Maventa > Finago PSA > Netvisor, or
2. Maventa > Netvisor > Finago PSA -- (approval information) > Netvisor.

Fetching bills from Netvisor takes place every morning by 6 a.m. In the integration settings, you must first select which types of bills are fetched into Finago PSA. The fetch is performed for invoices up to max 1 week old. If approved invoices are fetched, the date is taken from the last modification date. Otherwise, the date is taken from the invoice date.

An incoming bill is allocated automatically in PSA to the default bill recipient without project allocation, unless the invoice contains one of the following details (only one allocation reference per invoice):

• If the invoice contains a PR/PRJ number (same as the PSA project’s E-invoice reference field) in any invoice field, the invoice is automatically allocated to that project and its project manager.
• If the invoice contains a PO number in any invoice field, and the corresponding purchase order is saved in PSA, the invoice is allocated to the purchase order, the related project, and its project manager.
• If the invoice contains a US number in any invoice field, the invoice is allocated to that user.

The incoming bill is circulated, allocated to a project, and approved in PSA. After this, the bill / bill approval information can be transferred to Netvisor by selecting on PSA’s bill list Print & Export > Send to Netvisor / Approve in Netvisor. (Note! The bill approver must verify the correctness of the amounts before sending for payment.)

Note. If your company has personal bill approval rights set up in Netvisor, these rights must also be granted to the integration. In that case, please contact our Finago PSA customer service.

Travel and expense claims

Travel and expense claims are created mostly in the same way as in PSA’s basic instructions:

• Adding a travel claim and sending it for approval
• Adding an expense claim and sending it for approval

NOTE! However, the following points differ when creating expense and travel claims when the Netvisor integration is in use:

• Each attachment must be allocated to an expense row. If one receipt has multiple expense rows, you must add as many receipts as there are expense rows.
• A description is mandatory.
• A possible additional passenger is added in connection with the mileage allowance by selecting the number of additional passengers in the Additional passengers field. The program calculates the compensation amount with the formula: number of additional passengers x the additional expense compensation amount found in the expense and travel claim settings (additional expense with Netvisor type “Netvisor additional passenger”). In the example image below, the regular mileage allowance is €0.55/km and the additional passenger compensation is €0.04/km = total €0.59/km.
  
  

Error situations