Prerequisites

Requirements to use order match functionality.

Required applications or services:
  • Visma Business
  • Visma Document Center
Required invoice format:

The order match process can only handle electronic invoices in the EHF 2.0/PEPPOL BIS 2.0/PEPPOL BIS 3.0 format.

Settings for order match in Visma Business
The Produktnr hos lev. field in the Leveringsalternativ table should be used for mapping the product numbers of the products in the incoming invoice XML with the products numbers of the products in ERP. Alternatively, the GTIN item no. field in the Produkt table could be used for the same purpose.
Merk: When the mapping is done based on the GTIN item no. then if any leading zeros exist in GTIN item no. in either the purchase order's or the XML's invoice line they are automatically removed. So, only after the leading zeros are automatically trimmed then will the matching occur.

In order to distinguish a freight charge from other fees when the incoming invoice XML is interpreted it is required that additional descriptions are given in the Beskrivelse hos lev. field in the Leveringsalternativ table. For example, for the product that has been designated as freight charge in Frakt 4 produktnr the words "freight" or "delivery" could be filled in the Beskrivelse hos lev. field if they are expected to describe the freight charge in the incoming invoice XML. If no additional descriptions are given for the freight charge in the Beskrivelse hos lev. field then any charge encountered in the XML will be regarded as fee. In the Bedriftsopplysninger table both Frakt 4 produktnr and Produkt gebyrer og avrunding fields should be set in order to match incoming invoice with fees and/or freight charges successfully.

Recommended settings

Settings for order match in Visma Document Center
Dedicated fields and processings for the integration:
Tabell 1. Ordre table fields
Field name SQL name Description
Foreslått ordretotal brutto IIGOrdSm Order total gross amount based on the supplier invoice document.
Foreslått ordretotal netto IINOrdSum Order total net amount based on the supplier invoice document.
Foreslått mva.beløp IIVatAm VAT amount based on the supplier invoice document.
Visma ID WfId The ID of the scanned document. It is used in connection with Visma Document Center.
Regn.dok.nr. IncAcDocNo The accounting document no refers to the Regnskapsdokument table.
Ordrestatus 2 OrdPrSt2 Under Miscellaneous tab. It is updated according to the order match statuses on the order line.
Tabell 2. Ordrelinje table fields
Field name SQL name Description
Foreslått beløp IIAm Amount based on the supplier invoice document.
Foreslått rabatt-% IIDcP Discount % based on the supplier invoice document.
Foreslått rabattbeløp IIDcAm Discount amount based on the supplier invoice document.
Foreslått pris IIPrice Price based on the supplier invoice document.
Foreslått antall IINoInvoAb Quantity based on the supplier invoice document.
Foreslått mva.beløp IIVatAm VAT amount based on the supplier invoice document.
Ord.linjestatus OrdLnSt Displays the different statuses for the order match process on the order lines.
Tabell 3. Ordrelinje table processing
Processing name Description
Oppdater fakturaverdier Run the Oppdater fakturaverdier processing in order to update the existing purchase order with the values from the supplier invoice document.
Oppdater verdier og motta faktura Run the Oppdater verdier og motta faktura processing in order to update the existing purchase order with the values from the supplier invoice document and perform the invoice receival process.
Avvis faktura Run the Avvis faktura processing in order to remove all fields on an order line which have been set during the order match process.
Tabell 4. Bedriftsopplysninger table fields
Field name SQL name Description
Produkt gebyrer og avrunding OnAcProd This field is checked by the order match processing when creating order line(s) for the fee charges or rounding amount that exist(s) in the incoming XML invoice. The Produktnr specified in this field has to correspond to the product that has been designated as fee/rounding amount in the Produkt table.
Inngående faktura avvikstoleranse % IIDvTIP The allowed deviation tolerance in % (based on the invoice amount) between the supplier invoice amount and the purchase order amount in Visma Business. Only values between 0 and 100 are permitted in this field. Automatic invoice receive could be performed if the deviation between both values is within the given tolerance %.
Inngående faktura avvikstoleransebeløp IIDvTIAm The allowed deviation tolerance amount between the supplier invoice amount and the purchase order amount in Visma Business. Automatic invoice receive could be performed if the deviation between both values is within the tolerance amount.
Inngående dokument forhåndsreg. serie OrdMaPRVoSr The series number for the pre-registration voucher.
Frakt 4 produktnr Fr4Prod This field is checked by the order match processing when creating order line(s) for the freight charges that exist(s) in the incoming XML invoice. The Produktnr specified in this field has to correspond to the product that has been designated as freight in the Produkt table.
Tabell 5. Bedriftsopplysninger table Ordrebehandling 2
Option Description
Tillat ikke avvik If enabled then unless no deviation in amount exists the order line will be flagged as outside deviation tolerance. Also, this option needs to be disabled in order for the values in the Incoming invoice deviation tolerance fields to be used in the calculation of order line deviations.
Forhåndsreg. av inngående dokumenter If enabled then an updated batch (see Updated batch table) with one voucher is automatically created when an invoice is transferred from Visma Document Center and subsequently order matched. Voucher series used will be fetched from the field Inngående dokument forhåndsreg. serie. This voucher series must have a voucher type. And the debit account from the voucher type will be used as debit account on the voucher (credit account if the invoice transferred is a credit invoice). Lev.nr from Oppdatert bilag table will be used as cross account.
Ordrematch automatisk fakturamottak Enables the automatic invoice receive of those order lines that have been order matched and are inside deviation tolerance. This flag and Forhåndsreg. av inngående dokumenter cannot be simultaneously enabled.
Tabell 6. Bedriftsopplysninger table Ordrebehandling 3
Option Description
Ingen delvis fakturamottak for ordrematch If enabled then the automatic invoice receive is performed only in the case that all the order lines of an order matched invoice are inside tolerance level. This flag is checked by the order match processing only if it is simultaneously enabled the Ordrematch automatisk fakturamottak flag.
Merk: It is normally recommended to enable this setting to avoid creating multiple vouchers for the same invoice.
Tilbakefør forhåndsregistrering for ordrematch ved avvising av faktura If enabled then when rejecting an order matched invoice an updated batch (see Updated batch table) is created that reverses the previously-created pre-registration batch.
Tabell 7. Aktør table fields
Option Description
Inngående faktura avvikstoleranse % This field offers the possibility to specify for each supplier the allowed deviation tolerance in % (based on the invoice amount) between the supplier invoice amount and the original purchase order amount in Visma Business. Only values between 0 and 100 are permitted. If the flag Tillat ikke avvik is enabled then the order match processing will disregard the value in this field and then unless no deviation in amount exists the order line will be flagged as outside deviation tolerance.
Inngående faktura avvikstoleransebeløp This field offers the possibility to specify for each supplier the allowed deviation tolerance amount between the supplier invoice amount and the original purchase order amount in Visma Business. If the flag Tillat ikke avvik is enabled then the order match processing will disregard the value in this field and then unless no deviation in amount exists the order line will be flagged as outside deviation tolerance.
Tabell 8. Aktør table Lev.pref.
Option Description
Ikke automatisk fakturamottak dersom frakt er angitt If enabled then the automatic invoice receive of an order matched invoice is not performed in case the incoming invoice contains at least one freight charge. This flag is checked by the order match processing only if it is simultaneously enabled the Ordrematch automatisk fakturamottak flag.
Ikke automatisk fakturamottak dersom gebyrer er angitt If enabled then the automatic invoice receive of an order matched invoice is not performed in case the incoming invoice contains at least one fee charge or rounding amount. This flag is checked by the order match processing only if it is simultaneously enabled the Ordrematch automatisk fakturamottak flag.
Tabell 9. Dokument table fields
Field name SQL name Description
Ordrenr OrdNo The supplier purchase order number according to the received supplier invoice document.
Ordrematch-status OrdMaSt Displays the different statuses for the order match process.The following statuses are currently supported:
  • 1 - Ferdiggjort gjennom automatisk matching
  • 2 - Pågår
  • 3 - Ordrenr. ikke funnet
  • 4 - Utenfor toleransegrense
  • 5 - Ferdiggjort manuelt
  • 6 - Avvist
  • 7 - Obligatorisk verdi mangler
  • 8 - Avventer
  • 9 - Ufullstendig produktkobling
  • 10 - Valuta mismatch
  • 11 - Frakt-/gebyrprodukt ikke definert
XML-data XmlD Contains the supplier invoice XML document.
Tabell 10. Dokument table processings
Processing name Description
Ordrematch processing Run the Ordrematch processing in order to start the order match process flow. The processing is taking the following settings into consideration:
  • from the Bedriftsopplysninger table
    1. Produkt gebyrer og avrunding
    2. Inngående faktura avvikstoleranse %
    3. Inngående faktura avvikstoleransebeløp
    4. Inngående dokument forhåndsreg. serie
    5. Frakt 4 produktnr
    6. Ordrebehandling 2
      • Tillat ikke avvik
      • Forhåndsreg. av inngående dokumenter
      • Ordrematch automatisk fakturamottak
    7. Ordrebehandling 3
      • Ingen delvis fakturamottak for ordrematch
      • Tilbakefør forhåndsregistrering for ordrematch ved avvising av faktura
  • from the Aktør table
    1. Inngående faktura avvikstoleranse %
    2. Inngående faktura avvikstoleransebeløp
    3. Lev.pref.
      • Ikke automatisk fakturamottak dersom frakt er angitt
      • Ikke automatisk fakturamottak dersom gebyrer er angitt
  • from the Leveringsalternativ table
    1. Produktnr hos lev.
  • from the Produkt table
    1. GTIN item no.
Tabell 11. Dokumentkobling table fields
Field name SQL name Description
Beløp Am Amount based on the supplier invoice document.
Rabattbeløp DcAm Discount amount based on the supplier invoice document.
Rabatt % DcP Discount % based on the supplier invoice document.
Pris Price Price based on the supplier invoice document.
Antall NoInvoAb Quantity based on the supplier invoice document.
KID-kode CID The CID from the supplier invoice.
Forfallsdato DueDt The due date from the supplier invoice.
Fakturadato InvoDt The invoice date from the supplier invoice.
Fakturanr InvoNo The Invoice number from the supplier invoice.
Ordrelinjenr OrdLnNo The order line number from the supplier invoice.
Tabell 12. Produkttransaksjon table fields
Field name SQL name Description
Regn.dok.nr. InAcDocNo The accounting document no refers to the Regnskapsdokument table.
Tabell 13. Bilag table fields
Field name SQL name Description
Regn.dok.nr. InAcDocNo The accounting document no refers to the Regnskapsdokument table.


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