Maventa integration

Maventa is an e-invoicing operator. With the PSA–Maventa integration you can:

• send sales invoices from PSA to customers via Maventa
• receive bills via Maventa into PSA.

When you integrate your Maventa account with Finago PSA, Heeros Oyj will invoice you for the invoices sent and received from Finago PSA via Maventa.

To start sending or receiving electronic invoices, you must have a cooperation agreement with the Maventa operator. The e-invoicing account and settings are managed via the Maventa account.

Permissions: Admin (activating the integration), Invoicing, Bills
PSA plans: Growth, Business, Enterprise, Enterprise+

Activating the integration

1. Go to: Settings > Integrations > Maventa > Activate.
2. If you do not yet have a Maventa account, you can click the Create one in here link.
3. Once you have successfully made a cooperation agreement with Maventa, you will receive authentication details from your Maventa account, which you then enter into PSA. After this, the integration will be available.

Activating contract billing

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

Activating pass-through invoicing adds certain products to PSA’s product register, which you must price (account-specific pricing cannot be used).

When a bill arrives, it can be selected from the bill list and you can click Options > Re-invoice Maventa bill. (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 setup and the selection: Pass-through invoice. This indicates which automatic invoice the pass-through invoicing should be applied to.

Activating bill fetching

If your suppliers send you invoices to your Maventa address, bills can be retrieved daily from Maventa into PSA by activating the Fetch bills from Maventa function.

Note! If you later disable fetching bills from Maventa to PSA (or the whole integration), please contact PSA customer service to ensure that paid receival of bills is discontinued.

Invoicer contact details

In PSA under Settings > Company details you manage your own contact details, which will be shown on sales invoices. Also check these before you start invoicing.

1. Complete your company contact details on the Address page.
2. On the Bank account & invoicing page, complete your bank account details and your sending e-invoice address.

Using the integration

Sales invoices

• Sales invoices are created in PSA as usual, noting that account cards and invoices must contain complete billing addresses and Business IDs.
• Sales invoices are sent to customers via Maventa by selecting the invoices from the sales invoice list and clicking Print & export > Send to Maventa. 
• Character limits for invoice rows sent to Maventa:
  • Customer name: 2–34 characters
  • Street address: 2–70 characters
  • Postal code: 2–34 characters
  • City: 2–34 characters
  • Invoice header row, regular invoice row, or description row: 2–100 characters

Bills

Bill retrieval takes place once a day in the early morning.

The bill is allocated 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 (the same as in the PSA project’s E-invoice reference field) in any invoice field, the invoice is automatically allocated to that project and its project manager. Note: if it is a consolidated invoice (multiple projects), the bill in PSA is automatically allocated only to the first project.
• 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.

Pricing

You can get up-to-date price list information from sales.

Disconnecting the integration

If you end 

• fetching bills from Maventa to PSA,
• the whole PSA-Maventa integration, or
• using Finago PSA or Maventa,

Heeros Oyj will still invoice for bill services received for 90 days after the account/integration is closed. In case of termination, please notify Maventa and Finago PSA customer service to ensure that paid receival of bills is discontinued.