Sending Visma.net Expense claims to re-invoicing

This topic describes the re-invoicing flow of incoming accounting documents coming from Visma.net Expense. Re-invoicing expense claims can be done in Business NXT regardless of where the claims are being paid.

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 has not been processed before. (i.e. neither Sent to re-invoicing nor Sent to accounting is checked in Status column)
The document contains transactions to be re-invoiced when the message includes a customer number. Tag <businessId>.
The ISO code column in Currency table should contain the same currency code as the incoming accouting document
The Sup. prod. no. column in Delivery alternative table should contain Visma.net Expense type categories only once.

Flow in Business NXT

The documents need to be of Origin 2 - Expense.

For the manual process, select one or more rows in the Accounting document table and then click Process document in the Processing menu.

Note:

If the Process accounting documents automatically setting is enabled in the Company processing in the Company table, then the processing is automatically triggered when the document is received from Visma.net Expense.

If all the conditions are met, a sales order is created. If multiple documents were selected for processing, a sales order is created for each document. If Create separate orders from Visma.net Expense is enabled in Special processing (invoice) in the Order processing field in the Company information table, then new separate orders will be created for each customer from the initial sales order from Visma.net Expense.

Error messages

If an error occurs, an error message is displayed, and the document Status in 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 Currency table
One or more Visma.net Expense type categories or codes are missing from the Sup. prod. no. column in 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 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.