Supplier bill export to Netvisor (API)

Opter can be connected to the Netvisor accounting system. Then it is possible to:

Export supplier bills from Opter to Netvisor. For instructions, see below.
Export invoices from Opter to Netvisor. Instructions are available in Exporting invoices to Netvisor (API).

Supplier bill invoices and account coding can be exported to the Netvisor accounting system. Supplier bill and account coding amounts are sent including VAT.

Each time supplier bills are exported, Opter checks whether there is anything to update regarding suppliers or subcontractors. Opter only exports supplier bills that do not yet exist in Netvisor.

Supplier bill details sent from Opter to Netvisor

The following information is sent to Netvisor in the supplier bill export:

Supplier bill number.
Supplier bill date.
Due date of supplier bill.
Supplier bill account coding. (Supplier bill and account coding amounts are sent with VAT included).
The supplier’s/subcontractor's ledger number, name, address, country, email address, reference (name of contact person), telephone number, fax number, IBAN, BIC, bank account number and corporate ID number.

Conditions

Licence

You need to have a licence for Netvisor with an integration option. Contact Netvisor if you need more information about your licence.

Currency

In order to use Netvisor with Opter, the default currency in Opter must be euros (Pricing tab in the office settings).

Accounts for accounts payable, input VAT and rounding

For Netvisor and Opter to work well together, make sure there are the same account number for accounts payable, input VAT and rounding in Opter and Netvisor.

Economic units

Economic units in Opter are called "dimensions" in Netvisor. The names of the economic units are defined on the Economy tab in the office settings in Opter.

If you use economic units, the dimensions are automatically created in Netvisor during the supplier bill export if they do not already exist in Netvisor. Make sure that each economic unit you use has a code in the Code field in the Economic Units 1–Economic Units 5 windows in Opter, under Economy > Economic units.

Information in the registries for suppliers and subcontractors

During supplier bill export to Netvisor, information on suppliers and subcontractors is transferred from the registries for suppliers and subcontractors in Opter. To check that the registries contain the correct information, click on Register > Supplier or Register > Subcontractors, select the supplier/subcontractor from the list on the left and then click on the General, Details and Pricing and Billing tabs.

Opter creates suppliers (vendors) in Netvisor from suppliers/subcontractors if they do not already exist. If a supplier/subcontractor is already in Netvisor, Opter updates the information in Netvisor. (There is no link in the other direction, i.e. Netvisor does not update any information about suppliers or subcontractors in Opter).

The link between the systems is done via the "vendor code" in Netvisor and the supplier’s or subcontractor's Ledger number in Opter. Check that all suppliers and subcontractors in your Opter have Ledger number on the Pricing and Billing tab.

Step 1: Create an API user account in Netvisor

If you have not already created an API user account in Netvisor, follow the instructions in Exporting invoices to Netvisor (API).

Step 2: Create a supplier bill export in Opter

Click on Economy > Supplier bills > Supplier bill export to create a new supplier bill export.

The following fields must be filled in on the General tab:

Name: For example “Netvisor API”.
Type: Netvisor API
Encoding: UTF-8
Extra settings: The username and API key of your Netvisor user account, as well as your corporate ID number, have to be entered in this field.

Copy the following into the Extra settings field and replace "<api user>" with the username, "<api users password>" with the API key and "<company identity (Finnish OrgNo)>" with your corporate ID number:
Extra settings
```
1
2
3
UserId=<api user>
Password=<api users password>
OrgId=<company identity (Finnish OrgNo)>
```

Click on to save all changes.

Step 3: Change the name of a product and product group (optional)

When the supplier bill is created in Netvisor during export from Opter, the accounting coding rows that are on the supplier bill in Opter are created. The account coding rows in Netvisor must be linked to a product. The name of the product is “Opter” by default but this can be changed in the terminology tag SES_NetvisorAPIProductName.

The product in turn belongs to a product group. The name of the product group is “OpterKontering - Group” by default but this can be changed in the terminology tag SES_NetvisorAPIProductGroup.

To change the names, proceed as follows:

Click on Settings > Terminology.
To change the name of the product, enter "SES_NetvisorAPIProductName" in the Keyword field and click on Search. Enter "Opter" in the Search for field. In the Replace with field, type what you want the product to be called, for example, "Opter account coding row". Select the language for which you want to make the terminology change in the Language drop-down list. Click on Replace.
To change the name of the product group, enter "SES_NetvisorAPIProductGroup" in the Keyword field and click on Search. Enter "OpterKontering - Group" in the Search for field. In the Replace with field, type what you want the product to be called, for example, "Account coding group from Opter". Select the language for which you want to make the terminology change in the Language drop-down list. Click on Replace.
Click on the Save button at the bottom to save the changes.

Step 4: Add the supplier bill export to a supplier bill export group

Click on Economy > Supplier bills > Supplier bill export settings and select “Netvisor” (or the name you gave the supplier bill export) for the groups that should be able to generate an export to Netvisor. A new export group can also be created.

Step 5: Export to Netvisor

Supplier bill information can be exported from Opter when closing a supplier bill period, or subsequently when it is possible to export entire supplier bill periods but not individual supplier bills. Supplier bill information and account coding are exported to Netvisor as specified in the settings.

Troubleshooting

If the transfer to Netvisor does not work, a message is displayed in the supplier bill export log. If a supplier bill cannot be exported in full, any remaining parts of the supplier bill are automatically deleted from Netvisor. The errors are usually due to one of the following:

The ledger number or other details for the supplier/subcontractor are missing in Opter. See Information in the registries for suppliers and subcontractors above.
The account numbers in the account coding for the supplier bill period to which the exported supplier bill belongs must be available in Netvisor. For more information, see Accounts for accounts payable, input VAT and rounding above.

If an account number is missing, an error message will be displayed with information about what is missing.
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Reference Materials

Exporting invoices to Netvisor (API)