Turn on Visma as an option for invoice export
Go to System Settings → Economy → Invoice Export → check Visma. Currently, the following options are available in RecMan:
- Visma business online
- Visma global
- VISMA (gammel /utgår)
- Visma Global order
- Visma business order v.2
- Visma admin 2000 v.2
Afterward, you will have the opportunity to export invoices to the Visma systems.
This is what it looks like in the invoice overview when Visma has been added as an option
Connect products in RecMan to Visma
Go to the Products overview under the Economy module. Here, you get a complete overview of all the products you have created in RecMan. When creating products, it is required to add the name and product number; no other information is required. However, in order to link the products to Visma, some information must be added here. The fields that must be filled in and match Visma are:
- Credit account
- VAT code
The image below shows the edit pop-up window where you enter the credit account and VAT code. As stated, these must correspond with similar information that is registered in Visma.
After the information has been added here, and it corresponds to the one in Visma, it is mostly ready for invoice export.
Note
The last, but alas so important step is to make sure that the customer numbers in RecMan match those in Visma.
File export to Visma systems
When exporting to Visma, it can be good to have an understanding of which fields from RecMan are included in the file export. We will explain this in more detail in the next part of the article.
Visma Business
When you are in the invoice overview and have marked the relevant invoices for export and then pressed the button Visma business, a file will be generated (see the image below). This must be downloaded. If you open the file in Wordpad (Windows) or Text Editor (Mac), you will be able to see what information has been included in the file.
This is how this invoice looks when you look at it in Wordpad:
@FIRM_BEGIN ()
@IMPORT_METHOD (1)
@Actor (= CustNo, Nm, Ad1, Ad2, PNo, PArea, YrRef, CPmtTrm, Phone, Fax, Bsno)
«100152» «FAKTUM FORSIKRING AS» «Haiugjrodet 88» «» «1100» «Oslo» «Magnus Aasarød» «14» «85613455» «» «911744279»
@WaBnd (ValDt, Descr, SrcTp)
«20160229» «RecMan» «12»
@WaVo (LnNo, VoNo, VoDt, VoTp, Txt, DbAcNo, DbTrnCl, DbTxCd, DbAcCl, CrAcNo, CrTrnCl, CrTxCd, CrAcCl, Am, InvoNo, DueDt, CID, Free4, R1, Trans, R2, VatAm)
«1» «643» «20160226» «51» «Invoice» «100152» «» «» «« «« «« «« «« «90000.00» «643» «20160311» «9999900000643002» «» «0» « »« 18000.00 »« 1 »« 100152 »
«2» «643» «20160226» «51» «Invoice» «» «« «« «« «3010» «» «10» «» «75000.00» «643» «» «» «« «0» «» «15000.00» «1» «100152»
«3» «643» «20160226» «51» «Invoice» «» «« «« «« «3010» «» «0» «» «15000.00» «643» «» «» «» «0» «» «3000.00» «1» «100152»
Note
The different lines are separated by "".
Explanation of the different fields
(x) = indicates that the field is included in the RecMan export;
(y) = indicates that the field is only included in the debit line in the export;
(z) = indicates that the field is only included in the credit line(s) in the export;
a blank field indicates that it is not included in the export.
The fields under @Actor:
Note
A customer number must be in the series 10000 - 19999.
| CustNo | Customer number | x |
| Nm | Customer name | x |
| Ad1 | Address Line 1 | x |
| Ad2 | Address line 2 | |
| PNo | Zip code | x |
| PArea | City | x |
| YrRef | Your reference | x |
| CPmtTrm | Number of days credit | x |
| Phone | Phone number | x |
| Fax | Fax number | |
| Bsno | Organization number | x |
The fields below @WaBnd (Bunthodet)
| VaIDt | Valuation date | x |
| Descr | Description | x |
| SrcTp | Origin (This is equal to 12, for import) | x |
The fields under @WaVo (Attachment Lines)
| LnNo | Line number | x |
| VoNo | Document number | x |
| VoDt | Document Date (YYYYMMDD) | x |
| VoTp | Document type | x |
| Txt | Document text (here, the text field «Invoice» says) | x |
| DbAcNo | Debit account | y |
| DbTrnCl | Debit conversion class | |
| DbTxCd | Debit avg. account | |
| DbAcCl | Debit account type | |
| CrAcNo | Credit account | z |
| CrTrnCl | Credit conversion class | |
| CrTxCd | Credit avg. account | z |
| CrAcCl | Credit account type | |
| Am | Amount | x |
| InvoNo | Invoice number | x |
| DueDt | Due Date (YYYYMMDD) | y |
| CID | Kid number | y |
| Free4 | Not in use | |
| R1 | Department number | x |
| R2 | Project number | |
| VatAm | VAT amount | x |
| TransSt | Not in use | |
| Cust | Customer number | x |
Sample files
First of many Visma integrations, Visma Business is available as a flat file export. A single TXT file is generated which in turn can be imported into the Visma Business program.
Visma Business Order V2 is also a file export and generates a file for customer, project and order, all in CSV format.