Visma.net Expense

Important:

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

Prerequisites

Step 1: Purchasing, activation and role assignment

Before you can send expense claims from Visma.net Expense to Visma.net Approval, you need to purchase both services and assign the right roles to the users who 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 their role in the organisation chart: Allows you to find the approvers based on an organisation chart created in Enterprise HRM or Visma.net Employee Management.
• Based on the approval rights of the employee: Allows you to find the approvers based on the rights of employees as set up in Agda PS.
• Nearest manager: Defines the approver based on the direct manager of the employee as specified in for example Visma Lønn or Huldt og Lillevik.

Step 3: Set up within Visma.net Expense

Before you can assign approvers based on the cost units, you need to create cost units within Visma.net Expense. These are automatically sent to Visma.net Approval, where you can assign the approvers.

If you wish to assign approvers based on the organisation chart or by the nearest manager of the employee, you must create the organisation chart or set the nearest manager in your employee management service. The organisation chart and the list of managers can be viewed from within Visma.net Approval, but any changes must be done in the originating service.

If you want to use the approval rights of the employee from Agda PS, you must set this up in Agda PS. In Visma.net Approval you can select the specific role per step.

Step 4: Set up within Visma.net Approval

Once the cost units from Visma.net Expense are synchronized with Visma.net Approval, you can set up the approvers for these.

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

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

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

To set up the approval flow 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 to approval

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

1. The employee creates the expense claim in Visma.net Expense and sends it to Visma.net Approval by clicking Send to Approval.
2. 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.
3. 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 in the claim, if this is enabled by the system administrator.
   2. If rejected: All further steps are skipped and the workflow is immediately completed.
4. Once the workflow is completed, the document is sent back to Visma.net Expense. The approval request can also be cancelled from Visma.net Expense. This immediately ends the workflow in Visma.net Approval.