Heeros Sales Invoices and Heeros Purchase Invoices Integration

With Heeros integration you can send invoices to Heeros Sales Invoices and bills to Heeros Purchase Invoices. Read more about Heeros tools from www.heeros.com.

In order to start using Heeros integration, you need to have a contract and access to Heeros Sales Invoices and Heeros Purchase Invoices (Heeros Menu). You need to also define sales accounts, VAT codes, dimensions, bill workflows and approval information to the integrations settings in Heeros PSA. You can fetch accounts, dimensions and VAT codes also from Heeros Purchase Invoices.

Permissions: Admin

Versions: Growth, Business, Enterprise, Enterprise +

Integration settings

Activate the Integration

1. Go to Settings > Integrations > All integrations.
2. Click ACTIVATE from Heeros integration box.
   
3. Add your Heeros account details to the Authetication information fields and click SAVE. After successful saving your Heeros integration is active.
   

Username and password are Heeros Menu credentials, i.e. the ones you use when normally logging in to Heeros Sales and Purchase Invoices.
Also the Accounting company ID (tilitoimistotunnus) and the end customer ID (loppuasiakastunnus) can be found from Heeros Menu, or you can find these ID numbers from the URL when you are logged in to Heeros Sales Invoices. For example, in the picture below, 29010 is accounting company ID and 00079 is end customer ID.

Sales invoices

With the Send invoices to customers immediately after they are sent to Heeros sales invoices setting, you can define whether the invoices go to Heeros Sales invoices in the Ready state or directly in the Sending state.

• If the setting is on, the invoices will go into Sending mode. They are sent to recipients directly upon transfer, and they can no longer be edited or canceled.
• If the setting is off, the invoices go to Ready mode. Invoices can still be edited on the Heeros Sales invoices and must be sent separately from there.

Sales Accounts

Sales accounts (Tili nro) have to be created in Heeros Sales Invoices, then manually added to Heeros PSA & Small Business. Sales account selection will be visible on invoice row, you will be able to select one per row. Default sales account shown on invoice row, and it can be edited.

1. Go to Settings > Integrations > All integrations.
2. Open Heeros integration setting by clicking Edit.
3. Click Add sales account.
4. Enter Accounting account name and account name. 
   Sales account number has to be identical in Heeros and Heeros PSA & Small Business (name does not matter).
5. Set sales account as default as needed. Row is saved automatically.

View in Heeros Sales Invoices: Sales Accounts

VAT Codes

Vat codes (Alv-koodi) has to be created in Heeros Sales Invoices, then manually added to Heeros PSA & Small Business.

Vat code selection will be visible on invoice row, you will be able to select one per row. Default VAT code shown on invoice row, and it can be edited.

1. Go to Settings > Integrations > All integrations.
2. Open Heeros integration setting by clicking Edit.
3. Click Add VAT code.
4. Enter VAT code, VAT code name and VAT %. 
5. Set VAT code as default as needed. Row is saved automatically.

View in Heeros Sales Invoices: VAT codes

Dimensions

Accounting objects (cost units/dimensions) have to be created in Heeros Sales Invoices, then manually added to Heeros PSA & Small Business. Heeros supports three (3) accounting object types/levels, for example cost unit, project and department.

1. Go to Settings > Integrations > All integrations.
2. Open Heeros integration setting by clicking Edit.
3. Click Add dimensions.
4. Enter accounting object type's/level's name (e.g. Cost unit). Save with the green button.
   

5. In front of the line, behind the three dots, select Add. Enter the name of the accounting object (e.g. Helsinki) and the code. Set as default if desired. Save with the green button.

6. Add all necessary accounting object levels (max 3) and the accounting objects they contain in the same way.

View in Heeros Sales Invoices: Accounting objects

Dimensions in invoices

The order of accounting object types is first defined in the general settings of Heeros sales invoices, and the same information must be added manually to Heeros PSA & Small Business.

1. Go to Settings > Integrations > All integrations.
2. Open Heeros integration setting by clicking Edit.
3. Use the drop-down menus to set the accounting object types in the same order as they are in Heeros Sales Invoices. The selections are saved automatically.

View in Heeros Sales Invoices: Accounting objects 1-3

Bill workflows

Workflows (approval process) and their phases are first defined in Heeros Purchase Invoices settings. With this integration setting you define which workflow phase in Heeros Purchase Invoices triggers the import to Heeros PSA & Small Business.

In the integrations settings the three different rules concerning workflows are:

• If only the workflow name is added, all invoices are fetched from that workflow.
• If only phase number is added, all invoices are fetched from that phase in all workflows.
• If both are added, only invoices from that phase in that workflow are fetched.

If you don't add any workflow to Heeros PSA & Small Business settings, it will import all bills. 

Purchase invoices service (import) runs once a day at 04.00 GMT, import is based on the settings in Heeros PSA & Small Business.

• Heeros PSA & Small Business filters purchase invoices based on the date of their indexes in Heeros Purchase Invoices. Heeros Purchase Invoices updates the index when a purchase invoice is moved from a workflow phase to another.
• Heeros PSA & Small Business only fetches purchase invoices that have updated their indexes in the last 7 days to keep requests as lightweight as possible.
• Image of the purchase invoice is fetched to Heeros PSA & Small Business.

1. Go to Settings > Integrations > All integrations.
2. Open Heeros integration setting by clicking Edit.
3. Click Add workflow.
4. Enter Workflow name and status number. Row is saved automatically.

Manually Adding Purchase Invoice to Heeros PSA & Small Business

Transfering and syncing a manually created purchase invoice from Heeros PSA & Small Business to Heeros Purchase Invoices is possible. When VAT codes are fetched from Heeros Purchase Invoices, VAT need to be selected. Attachment is mandatory.

View in Heeros Purchase Invoices: Approval process

Bill accounts

You can import/get accounts automatically from Heeros Purchase Invoices settings.

1. Go to Settings > Integrations > All integrations.

2. Open Heeros setting by clicking Edit.

3. Click Get accounts. All accounts are fetched from Heeros settings and those can be used on bills.

Bill dimensions

You can import/get dimensions automatically from Heeros Purchase Invoices settings.

1. Go to Settings > Integrations > All integrations.
2. Open Heeros integration setting by clicking Edit.
3. Click Get dimensions. All dimensions are fetched from Heeros settings and those can be used on bills.

Bill VAT codes

You can import/get VAT codes automatically from Heeros Purchase Invoices settings.

1. Go to Settings > Integrations > All integrations.
2. Open Heeros integration setting by clicking Edit.
3. Click Get VAT codes. All VAT codes are fetched from Heeros settings and those can be used on bills.

Approval information

Specify to whom and to which phase of the approval process the purchase invoices transferred from Heeros PSA are placed in Heeros Purchase invoices. The selection is the same for all purchase invoices.

Projects

Product register

You can use Heeros Sales Invoices products in Heeros PSA & Small Business by adding the products to the Heeros PSA & Small Business register.  See article "Products and inventory management" for details.

In the product register, there is a column called "Integration ID" when the Heeros integration is activated. The product code used in Heeros sales invoices must be entered in this field. The integration ID is used when sending invoices to Heeros sales invoices.

The product code is required for data transfer for all invoice lines, so we use a general product code for invoice lines that do not have their own product code.

In the product page, you can set the default VAT code (on the Product info tab), sales account and accounting objects on three levels (on the Accounting Information tab).

Sending invoice to Heeros Sales Invoices

Customer details

It is always better to create new customers (receiver of the invoice) in Heeros PSA & Small Business because it automatically syncs the information with the invoice. When the customer's first invoice is sent to Heeros sales invoices, Heeros PSA & Small Business creates a new customer at the same time in Heeros sales invoices. Heeros PSA & Small Business automatically selects the next available Heeros ID for the customer.

If the customer is first created in Heeros sales invoices, you must create the customer manually in Heeros PSA & Small Business and add the Heeros ID (customer ID for Heeros Sales Invoices) to the customer information.

Also remember to enter the official country code in Country field of the customer's billing address - not the country name. For example, if the invoice goes to Finland, FI should be entered in the Country field.

VAT codes

In the basic view of the invoice, you can select the VAT code for each invoice line separately, or from the right sidebar the same VAT code for all lines at once.

Sales account and accounting objects

In the Show accounting view, you can see the sales accounts and accounting objects of the invoice lines. The default information comes from the product register. You can edit the data per invoice line or use the copy function on the right edge to copy the same selections to all lines.

The program informs with an error message at the top of the view, if the order of accounting objects on the invoice differs from the settings.

Attachments

Attachments can be max 2 Mb total per invoice, including all attachments.

Transfer of the invoice

You can send invoices to Heeros Sales Invoices with the Print & Export function.

If you decide to export invoice as Finvoice XML-format and import it manually to Heeros Sales Invoices, you need to modify XML-file before it can be imported.

Heeros PSA & Small Business synchronizes the payment status of Heeros sales invoices daily at 05:00 GMT.

Errors

After sending, the invoice always changes to Sent status in Heeros PSA at first. The program makes a status check every 30 minutes, which brings error messages to the invoices that have not transferred correctly.

Possible errors are shown in upper right corner. From there, the Show invoices function will bring you a list of invoices which have errors. By clicking the three dots in front of the invoice row, you can choose Handle error.

The errors are also shown in the beginning of each row with an exclamation mark.

Select the error handling function:

• Revert and edit invoice
• Send invoice again
• Clear error: Select this only if the invoice is already found in Heeros sales invoices and the error message is invalid.

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