Visma.net ERP

Important:

The availability of this integration and its features is dependent on the license, and if it is available in your market.

Depending on the modules you have activated, you can send different document types to Visma.net Approval:

• Finance module: Purchase invoices
• Project module: Time sheets and expense claims

You need to fulfill the prerequisites below before you can start sending documents.

Prerequisites

Step 1: Purchasing, activation and role assignment

Before you can send documents from Visma.net ERP to Visma.net Approval, you need to purchase both services and assign the correct roles to the users that will use either or both services.

Contact your Visma partner for information regarding purchasing, licensing and activation.

Step 2: Decide how approvers should be determined

There are different ways to determine who the responsible approver is for your documents.

• Always use the same approver(s): Use the same approver(s) regardless of the content of the document. If you choose this option, you can continue directly to step 5.
• Based on cost units: Enables you to have specific approvers based on the cost units in your company.
• Based on departments: Enables you to have specific approvers based on the department connected to the document.
• Using the project manager: Enables you to assign a project manager within the project module in Visma.net ERP.
• Based on projects: Enables you to have specific approvers based on the projects in your company.

Step 3: Set up within Visma.net ERP

Before you can assign approvers based on the cost units, departments or projects in the document, you need to create subaccounts, departments and projects within Visma.net ERP. These are automatically sent to Visma.net Approval, where you can assign the approvers.

Refer to the help for Visma.net ERP for more information on setting up your subaccounts, departments and projects.

Step 4: Set up within Visma.net Approval

Once the subaccounts, departments and/ or projects from Visma.net ERP are synchronized with Visma.net Approval, you can set up the approvers for these.

To do so, go to Configuration - Cost units or Departments or Projects. See Cost units, Departments or Projects for more information on how to set up the approvers.

Step 5: Set up the workflow in Visma.net Approval

The last step before you can send documents, is setting up the workflow. The workflow determines if and how an incoming document is distributed to approvers and is composed of one or more steps. All approvers of one step receive the document at the same time.

To set up the workflow correctly, follow these steps:

1. Create a new workflow. See Set up workflows for more information about setting up the workflow.
2. Define the steps. A workflow may consist of several steps which can have one or more approvers. A step can be skipped under specific circumstances, for example depending on the number of days.
3. Simulate the workflow. The simulator is used to test different scenarios before activating a workflow.

You access the Workflows via Configuration - Workflows.

Sending documents for approval

As soon as you have fulfilled the steps above, you are ready to send your documents to Visma.net Approval from Visma.net ERP.

1. Create the document in Visma.net ERP.
2. Send it to Visma.net Approval by clicking Send for Approval.
3. Based on the active workflow, the number of steps and the approver(s) per step are determined. The approver(s) of the first step receive the task in their task list.
4. The approver(s) make their approval decision.
   1. If approved: The document proceeds to the next step until all steps in the workflow are completed. The approver can also edit basic information of the lines assigned to the approver, if this is enabled by the system administrator.
   2. If rejected: All further steps are skipped and the workflow is immediately completed.
5. Once the workflow is completed, the document is sent back to Visma.net ERP. The approval request can also be cancelled from Visma.net ERP. This immediately ends the workflow in Visma.net Approval.