Setup in Business NXT

License

• A Visma.net Expense licence is required for setting users in Visma.net Expense
• A Visma.net Expense integration product is required in the Business NXT licence to process the claims in Business NXT.

Settings

• The Master Data Management (MDM) integration must be activated.

  See also: Enabling Master Data Management in Business NXT

• Company processing in Company table
  • If Process accounting documents automatically is enabled then documents are processed automatically when they are received from Visma.net Expense.
• Accounting instances: Incoming accounting documents in Company information table
  • It is possible to activate an automatic update of batches by selecting Direct update. Only batches without errors can be updated automatically.
• Expense voucher series in Company information table
  • Numbers from this series will be used when creating vouchers from those incoming accounting documents with Origin 2 - Expense.
• Order processing 1: Special processing (invoice) in Company information table
  • If Create separate orders from Visma.net Expense is enabled, then the Split processing will be automatically performed on the newly created sales order. More specifically, new separate orders will be created for each customer from the initial sales order from Visma.net Expense. If this option is disabled, only one sales order is created for each processed document. In this case the user can manually trigger the Split processing in order to created new orders for each customer.
  • The user can also manually trigger the Transfer processing in order to move order lines to other existing orders.

Product mapping for flow Payment in payroll, ERP integration for re-invoice/bookkeeping

Expense types from Visma.net Expense need to be mapped to products in Business NXT when expenses are being re-invoiced. For booking only payment vouchers with flow Payment in AutoPay, ERP integration for bookkeeping, tax report through payroll this mapping is not required. The mapping is done in the Delivery alternative table.

The corresponding mileage types, daily allowance types and expenses must be mapped in Sup. prod. no. column in Delivery alternative table for each product that is used for re-invoicing claims.

It is possible to map Visma.net Expense lines with products in Business NXT only by using the content of the <Type category> tag in the incoming document table. (see Standard type categories section). Because <Type category> is quite generic, the content of <Expense type> tag can also be used for product mapping. The latter provides a more detailed way to categorize products. This is helpful especially when having to differentiate between similar expense types that bear different VAT rates. It is recommended to map products always based on <Expense type>. (see Standard expense types section)

The product prices received from Visma.net Expense are gross prices. Since Business NXT uses net prices on orders by default, gross prices from Visma.net Expense are automatically altered to net prices to avoid double VAT on re-invoicing. In order to achieve this the VAT rate should be applied to each individual Product no. This feature can be disabled in Product table via Processing method flag Do not deduct VAT from Expense price on orders for example for Mileage and Daily allowances.

The Sup. prod. no. column in Delivery alternative table should contain Visma.net Expense expense types only once.

It is recommended to exempt expense products from warehousing.

Expenses can be mapped to more specific categories by expense type that enables mapping for each expense type in Business NXT. Mapping each expense code enables also more sophisticated VAT handling for each expense. If expense codes are to be used, there is a possibility to export a list of expense codes on the expense type configuration page in Visma.net Expense.

If any new codes or types are added in Visma.net Expense there will be unique code that should be copied from the expense type export list to Delivery alternative table.