Visma Administration

ReadSoft Online is an automated document-processing system that utilizes remote cloud computing. This means you no longer have to maintain large, expensive server systems and complex software installations in order to process documents. Instead we handle all of that for you, and all you need is a web browser to access a state-of-the-art document-processing system on the cloud.

ReadSoft Online accepts documents in various formats—such as paper, image files, email—and automatically interprets and validates them. All you have to do is log in using a web browser to upload invoices and check interpreted data for correctness using an intuitive, state-of-the-art interface. Likewise, administrative tasks can be easily performed in a web browser.


Cloud Interaction Diagram

After an invoice is processed, ReadSoft Online automatically sends the output (document data and images) to a target system. The target system can be one of many popular financial systems, accounting programs, ERP systems, or even a file system. The possibilities are endless.

ReadSoft Online can do more than send output to a target system; it can also perform seamless, two-way communication with the target system, providing additional features and interaction. We call this an integration. Integrations are flexible, easy to configure, and come complete with all the features you need in order to connect ReadSoft Online with your target system. This saves you time and money, since there is no need for extensive customization.

ReadSoft Online supports integrations with Visma Administration via the Visma Administration and Visma Administration (AP) target system services. Visma Administration is a Swedish ERP system for small companies that supports the handling of invoices, projects, orders etc. When using Visma Administration with ReadSoft Online, you can perform registration and posting of supplier invoices and credit invoices and integrate master data for greater efficiency.

When using a Visma Administration target service, you should be aware of the following:

  • Posting to the general ledger is always a manual step in Visma Administration. ReadSoft Online can register supplier invoices using the API, but the actual posting must be done manually in Visma. In this context, the term "posting" does not posting refer to the general ledger, but instead refers to the final registration of the supplier invoice in Visma.
  • Visma Administration does not support changing the supplier of a registered invoice.
  • Visma Administration does not support changing an invoice to a credit invoice or vice versa.
  • Visma Administration has built-in coding templates, but these are not accessible or used when suppliers are registered using the API.
  • When an invoice is registered, two accounting lines are created automatically (in Swedish):
    Account Debit Credit
    2440 – Leverantörsskulder   (Total amount)
    2641 – Debiterad ingående moms (VAT amount)  

    The Debit/Credit amount on these lines cannot be changed, but they are linked to the total amount and VAT of the invoice. If you need to change these amounts, change the corresponding invoice field, and the coding lines are automatically updated with the new values.

You can use Visma Administration target systems with or without Workflow services.

Without workflows

If you do not use the Workflow service, invoices are exported to Visma Administration directly after verification. The export is not performed until the entire batch is verified.

Invoice registration can fail for reasons such as:

  • Currency handling is not enabled in Visma. This is not always enabled by default (depends on version) but it’s required by ReadSoft Online Connect.
  • If a supplier cannot be found and the integration is configured not to create new suppliers, the invoice will be rejected and reappear in ReadSoft Online for verification.

If registration fails, the invoice returns to the document list view for correction.

After an invoice is registered, accounts payable personnel must manually open the invoice in Visma Administration and perform these steps:

  1. Balance the accounting lines.
  2. Mark it as approved.
  3. Create a supplier invoice journal. This registers the coding lines in the general ledger.

With workflows

If you use Workflow services, a preliminary registration is performed in Visma directly after the invoice has been verified; ReadSoft Online does not wait for the entire batch to be verified.

Verification

Registration

Coding and approval

Posting

After the invoice has been posted, accounts-payable personnel must manually do the following:

  1. Create a supplier invoice journal. This registers the coding lines in the general ledger.

    If the supplier or invoice type is incorrect during coding or approval, the invoice cannot be posted. The user must delete the invoice, send it to the system again, and verify it correctly.

Supplier matching

Supplier matching is performed using the supplier number (case insensitive). If the supplier number is not specified during verification, ReadSoft Online sets the supplier number by trying to find a:

  • unique match on a bankgiro number.
  • unique match on a plusgiro number.
  • bankgiro or plusgiro on the invoice that matches a supplier number in Visma Administration.
  • unique match on a bank account number.
  • bank account number on the invoice that matches a supplier number in Visma Administration.

    Troubleshooting

If you receive an alert from ReadSoft Online stating that duplicates are not allowed ("Dublett tillåts ej"), make sure the Attesterad setting is not selected.

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