Creating vouchers from Visma.net Expense

Incoming accounting documents from Visma.net Expense can be paid in Visma.net AutoPay, while the cost is booked in Business NXT.

Conditions in Visma.net Expense

For processing of incoming accounting documents from Visma.net Expense, the following settings have to be made:
  • Mileage, daily allowance, abroad destinations and expenses are configured in Types. Each type must have general ledger accounts set for domestic and abroad transactions.
  • A company bank account
  • A bank account for each employee

Flow in Visma.net Expense

The steps below describe the company workflow in Visma.net Expense when Payment in AutoPay, ERP integration for bookkeeping, tax report through payroll has been selected:

  1. An expense claim, possibly including rows to be invoiced to customer, is created in Visma.net Expense.
  2. The expense claim is approved in Visma.net Approval.
  3. After generation of a payment file in Visma.net Expense, the expense claim is paid in Visma.net AutoPay.
  4. After payment in Visma.net AutoPay, the expense claim is sent to Business NXT for booking of the cost and, if rows are to be invoiced to the customer, for re-invoicing of the costs.

Conditions in Business NXT

In Business NXT, the following conditions have to be met to process an incoming accounting document from Visma.net Expense:
  • The document hasn't been processed before, which means that the Status is different from Sent to re-invoicing or Sent to accounting.
  • 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 code column in the Currency table contains the same currency code as the incoming accounting document
  • The Sup. prod. no. column in the Delivery alternative table contains Visma.net Expense type categories only once.

Flow in Business NXT

In Business NXT, the processing can be triggered manually or automatically for documents with Origin 2 - Expense.
  • For the manual process, select one or more lines in the Accounting document table and then select Process document in the Processing menu.
  • If the Process accounting documents automatically setting is enabled, then the processing is automatically triggered when a document is received from Visma.net Expense.
If all the conditions are met, a new sales order and a batch are created. If multiple documents were selected for the processing, a sales order is created for each document and the batch will contain all claims with different Voucher no..

Error messages

If an error occurs, an error message is displayed, and the document Status in the Accounting document table is set to Error in processing if:

  • The currency code in the document doesn't exist in the ISO code column in the Currency table
  • One or more Visma.net Expense type categories or codes are missing from the Sup. prod. no. column in the Delivery alternative table
  • One or more Visma.net Expense type categories or codes are defined more than once in the Sup. prod. no. column in the Delivery alternative table

If the document doesn't contain any transactions to be re-invoiced or booked to accounting, the document Status in the Accounting document table is set to Nothing to process .

You can correct the settings and restart the Process document processing if the status is Error in processing, but not if it's Nothing to process.