Creating vouchers from an incoming invoice

You can create a batch of vouchers from an invoice delivered through Visma.net AutoInvoice.

Prerequisites

An active Visma.net AutoInvoice integration

Setting up receiving invoices

To be able to receive invoices from Visma.net AutoInvoice, the document type must be enabled for receiving. You can do this in the Configure AutoInvoice company dialog in the Company information table.

Downloading invoices

Once receiving invoices is enabled, downloading of invoices is done in the Accounting document table, using the processing Download incoming document.

The downloaded invoices are added to the table as Document type 1 - Invoice or 7 - Credit note. Attachments for the downloaded document, including the XML data and PDF data embedded in it, are added to the Accounting document attachment table as separate rows.

You can run the Download incoming document processing manually, but it will also be run at preset intervals. You can set a date in the dialog, from which Business NXT attempts to download available documents. If the document has already been downloaded, a duplicate check will prevent it from being downloaded again. If the same invoice has been delivered to AutoInvoice from a different origin, such as a scanning service, a similar check will be run, but the invoice will be downloaded, and the status Duplicate will be set. This status will prevent further processing from occurring.

If you don't set a date in the dialog, Business NXT will look for the latest downloaded document and download based the timestamp found.

Processing incoming invoices

To be able to process the incoming invoice, a Sup. no. must be set on the Accounting document row. Before the download is finished, the processing Find or create supplier is automatically run to either identify existing supplier or create a new one.

When a Sup. no. has been set, use the processing Process document. The XML data will now be read and a batch with vouchers is created and can be found in the Batch table. The connection between the two tables is the Accounting document no. field.

Note:

This processing can be run manually, but the recommended way is to enable Process accounting documents automatically in the Company processing field in the Company table.

The Status field will be updated with one or more values when Process document is run:

Status	Description
2 - Sent to accounting	Indicates that a batch has been created from the incoming invoice
8 - Error in processing	Something caused the processing to fail. Run the Process document processing again to see the cause of the failure.
64 - Multiple supplier matches	Organisation no. occurs more than once in the Associate table, which means that a Sup. no. can't be set. Run the Find or create supplier processing to display a list of matches, and select the correct supplier.
128 - Bank information difference	The bank account in the incoming invoice doesn't match the supplier Bank account. To update the bank information, run the Update bank information processing.
256 - Bank information updated	Value set after running the Update bank information processing
512 - Match with bank information only	Organisation no. has no supplier match in the Associate, but a matching Bank account has been found.

The batch will be created with Origin type 42 - Accounting document.