Visma Business

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, installation, activation and role assignment

Before you can send documents from Visma Business to Visma.net Approval, you need to:

• Purchase both services
• Contact your Visma partner for installation of Visma Business and Visma.net Approval
• Activate Visma.net Approval
• Assign the correct roles in Visma.net to the users who will use Visma.net Approval

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

Step 2: Install the Visma Demand Gateway

Visma.net Approval requires communication with Visma Business. The communication is secured by a gateway that has to be installed on your side. The gateway will update itself. You need to have Customer Administrator rights and received a license in order to install the Visma Demand Gateway. When ordering the license you have to provide the email address to the Customer Administrator, for license activation.

Refer to the help for Visma Business for more information on setting up your gateway.

Step 3: Activate the approval, master data and document storage functionalities in Visma Business

To send documents from Visma Business to Visma.net Approval, you need to enable the following functionalities on company level in Visma Business:

• Master data management (MDM)
• Visma Document Storage
• Approval

Refer to the help for Visma Business for more information on activating the approval functionality.

Step 4: Configure your users in Visma.net

Create the users and assign the roles in Visma.net Admin.

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

If you want to send Purchase orders for approval, then you need to set up a workflow configuration in Visma.net Approval. For invoices, the approvers are defined within the invoice in Visma Business.

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

Note! There are different possibilities when sending documents for approval depending on the Visma Business version you have installed. Refer to the Visma Business help for more information.

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

1. Create the documents in Visma Business.
2. For invoices, define who should approve the document.
3. Send the document for approval. 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 of the workflow are completed.
   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 Business. The approval request can also be called back from Visma Business. This immediately ends the workflow in Visma.net Approval.