> Process flow for incoming expense claims

Creating vouchers from Visma.net Expense

This topic describes the flow of incoming accounting documents coming from Visma.net Expense that are paid in Visma.net AutoPay and the cost is booked in Visma Business:

Flow in Visma.net Expense when company workflow Payment in AutoPay, ERP integration for bookkeeping, tax report through payroll is in use

  1. Expense claim is created in Visma.net Expense and it can contain rows to be invoiced to customer.
  2. Expense claim is approved in Visma.net Approval.
  3. Expense claim is paid in Visma.net AutoPay after a payment file has been generated in Visma.net Expense.
  4. Expense claim is sent to Visma Business after the payment is done in Visma.net AutoPay for booking the cost and, if rows where to be invoiced to customer, for re-invoicing the costs.

Conditions in Visma.net Expense

An incoming accounting document coming from Visma.net Expense can be successfully processed when the following conditions are met:
  • Mileage, Daily allowance, Abroad destinations and Expenses are configured in Types. Each type must have general ledger accounts set for domestic and abroad transactions.
  • Company bank account is set.
  • Each employee have bank account set.

Flow in Visma Business

To start the process
  1. Select one or more lines in Inngående regnskapsdokument table and then manually trigger Behandle dokument in Behandling menu.
    • If the Behandle innkommende bokføringsdokumenter automatisk setting is enabled then the processing is automatically triggered when document is received from Visma.net Expense.
  2. If Opprinnelse for the document is 2 - Expense, the following flow applies.
  3. If all the conditions are met (see the Conditions section below), a new sales order and a batch are created. If multiple documents were simultaneously selected for processing, a sales order is created for each document and the batch will contain all claims with different Bilagsnr.

Conditions in Visma Business

An incoming accounting document coming from Visma.net Expense can be successfully processed when the following conditions are met:
  • The document has not been processed before. (i.e. neither Sent to re-invoicing nor Sendt til bokføring is checked in Status column)
  • The document contains transactions to be re-invoiced when the message includes a customer number. Tag <businessId>.
  • The document contains transactions to be booked when the message includes a date for payment. Tag <paidDate>.
  • The ISO-kode column in Valuta table should contain the same currency code as the incoming accouting document
  • The Produktnr hos lev. column in Leveringsalternativ table should contain Visma.net Expense type categories only once.

An error message is displayed and also the document Status in Inngående regnskapsdokument table is set to:

  • Feil i behandling if
    • the currency code in the document does not exist in the ISO-kode column in Valuta table
    • one or more Visma.net Expense type categories or codes are missing from the Produktnr hos lev. column in Leveringsalternativ table
    • one or more Visma.net Expense type categories or codes are defined multiple times in the Produktnr hos lev. column in Leveringsalternativ table
  • Ingenting å behandle if the document does not contain any transactions to be re-invoiced or booked to accounting.

The user can make the suggested corrections and restart Behandle dokument processing when the Status of the document is set to Feil i behandling, but cannot restart the processing when Ingenting å behandle is set.



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