Default mapping requiring configuration

Some of the fields in the default mapping for Visma UBL may require configuration to work.

Bank information

Bank account information can be fetched from the following tables:
  • Company information
  • Bank, if connected to either the Associate, Currency or Company information table.
Business NXT selects bank accounts for output in the following order:
  1. Bank no. set on the invoice customer
  2. Bank no. set on the currency used on the order
  3. Bank no. set in the Company information table
  4. Bank accounts set in the Company information table
Note:
Make sure that only valid values for Bank no. are set in either the Currency table or for the customers in the Associate table. An invalid value may override the intended bank accounts, resulting in that no bank information is exported.

When using factoring, the bank account is found in the Factoring company table. If IBAN and Swift are required, these values have to be set in the Associate table for the customer used as Factoring customer. If the bank account isn't set in the Factoring company table, Business NXT will look for it in the Associate table.

Which account is included in the invoice depends on whether the receiver is domestic or international. For domestic receivers, the Bank account and/or Postal giro are used, depending on what's available. For international receivers, only IBAN is included. If you want to include IBAN in a domestic sending, you can set it in the Associate processing field for the customer. The parameter Use IBAN for all will override the default handling and only include IBAN for that particular customer.

EndpointID and PartyIdentification

EndpointID is the address the electronic invoice is delivered to, and the scheme defines what type of value is in the field. By default, Business NXT uses the Organisation no. and the default scheme for the country set for the associate, resulting in for example 0192 for Norwegian organisation numbers and 0007 for Swedish organisation numbers. If you need to define something else than the value that’s used as Organisation no. in the selected country, you need to make sure that there's data in both AutoInvoice endpoint ID and AutoInvoice endpoint scheme to get the correct handling. The help text for AutoInvoice endpoint scheme contains a list of all valid scheme codes.

PartyIdentification is a second identifier of the receiver when sending electronic documents. As with EndpointID, the default value for this is the Organisation no. field. This will remain the default even if EndpointID is changed. To change PartyIdentification, enter the new value in EAN loc. code. If EAN loc. code already contains a value and the default handling for PartyIdentification is to be used, select the option Do not use EAN for PartyIdentification in the Associate processing field. If EAN loc. code or Organisation no. isn't available, Cust. no. will be used.

Unit on order line

Units in electronic invoices have to be identified using the UN/CEFACT Recommendation 20 and 21 code lists. For the code to be included in the electronic invoice, it has to be added in the EDI unit field in the Unit table. If the code hasn't been added or isn't valid, Business NXT will use the default unit ZZ.

Invoice fee

To get the invoice fee correctly set in the electronic invoice, a Country no. has to be entered for the invoice customer.

Accounting cost

The Accounting cost string may contain accounting information given by the customer to the suppliers so that the invoice can be processed and posted automatically when received. From Business NXT, this information is sent both with purchase orders and with invoices and is imported as part of processing incoming purchase orders.

To include Accounting cost in purchase orders, configure it in the Accounting cost field in the Company information table. You may add both text and macros, like with print forms. Macros allow for dynamic content, based on what's on the order line that is sent (for example a general ledger account fetched from VAT- and accounting information based on the Product no.). When sending a purchase order, the data will automatically be added to the XML file as accounting information on each order line.
Note:
You may override the Accounting cost value when sending purchase order by adding a text string manually in the Order line addition table, one string per order line. If not set, the default function will be used.
When receiving a purchase order, the accounting information is added to the Order line addition table, in the Accounting cost field. When written to the field, the data will be kept there until the order is invoiced, when it will be added to the invoice XML.
Note:
You can also add or change data directly in the Accounting cost field to include on an invoice line.

When the invoice is printed, the Accounting cost value is copied to the Order document line addition table, from where it's written to the invoice XML. Note that the Order document line addition table isn't editable, so at this point it is too late to change the Accounting cost value.

Accounting cost data may also be configured based on the content of the Accounting cost field in the Associate table. This field works in the same way as the field in Company information, so a dynamic accounting cost string may be configured. Business NXT will look for content in this field on the invoice customer, but only if no accounting cost data can be found in the Order line addition table.

Free text information (notes)

The Note field exists on both the header and the line in the XML document and includes text information to the receiver regarding the document or the specific line. This kind of information can be sent as well as received, through the Order note and Order line note tables.

When receiving incoming documents, the Note part of the document is written to Order note or Order line note, depending on whether it’s from the header or line section of the XML file. The incoming note will be identified by the Incm. doc. type and Order no. it is connected to, and Line no., if it’s in the Order line note table. When incoming, it will automatically also get a check in Exclude from sending to avoid that the note is added to outgoing XML files to AutoInvoice. The field is editable, so if the note is supposed to be included when sending, it's possible to override.

On outgoing order documents, whether purchase order, order confirmation, despatch advice or invoice, you can add a new note in the Order note or Order line note tables. If you add multiple lines of text information, it will be written to a single field in the XML document.

When printed, the note is copied to Order document note or Order document line note, and Exclude from sending is enabled in the Order note and Order line note tables, to avoid that the note is re-sent later. As mentioned before, this is possible to override by removing the check. The Order document note and Order document line note tables are not editable, so at this point it's too late to change the note value or exclude it from sending.

Invoice note (fixed text)

You can configure a text to be included in all invoices or all invoices for a specific customer by registering one or more rows of text for Text type = Invoice note in the Text table. The text can then be added to all future invoices by selecting it in the Invoice note text no. field in Company information table, or only for a particular customer by selecting it the Invoice note text no. in the Associate table. The text will be added as a Note in the XML, dependent on the Language no. on the order. If the text hasn't been registered for the language on the order, no text will be added to the Note.

Organisational units (Contract and/or Project)

The PEPPOL BIS 3.0 contains tow values that can be defined as organisational units:
  • Contract
  • Project (used only for invoices)
You need to define which organisational unit in Business NXT that is in use for these values in the AutoInvoice contract unit, AutoInvoice customer contract unit and AutoInvoice project unit fields in the Company information table. The reason for having two options for Contract, is that in terms of the PEPPOL BIS documents, the contract is a value given by the customer. As an ordering customer, you may use a different organisational unit for Contract than when you are the supplier. Variations on the Contract term is in use for the Product catalogue, Order and Billing (Invoice) formats, and will be processed on receival of Product catalogue and Order, so it is important to have the flow in mind when selecting which field to use for configuration.

When you double-click one of these fields, a list of all organisational units 1-12 is displayed, and the organisational unit you select will be used by Business NXT when invoicing an order. The value is used to fetch the correct organisational unit value from the associate (when sending product catalogue) or order (when sending order or invoice) when the XML is created and sent.

The two different Contract values can be defined with different priority based on document type:

Product catalogue:
  1. AutoInvoice customer contract unit
  2. AutoInvoice contract unit
Order:
  • Only AutoInvoice contract unit is in use
Invoicing:
  1. AutoInvoice customer contract unit
  2. AutoInvoice contract unit
Invoice:
  • Only AutoInvoice project unit is in use
Note:
AutoInvoice customer contract unit and AutoInvoice contract unit are also in use when receiving product catalogues and orders, so that if a full order exchange flow is set up with contract, this value will be inherited to the sales order when receiving/processing the incoming order.