Best Practices for Purchase Invoice Integration

This guide describes best practices to consider when you plan a new purchase invoice integration. For all resources for purchase invoices and vendors, see Purchase invoices, orders, payments and vendors in general.

Importing purchase invoices to Netvisor

To import purchase invoices, use this resource:

• Import purchase invoice purchaseinvoice.nv

An e-invoice transaction fee is charged for each purchase invoice that you import through the API. For prices, see Netvisor pricing.

Note these limitations when you plan how to handle purchase invoices through the API.

Attachments

You can import only one attachment that is handled as the image of the purchase invoice. You can also import other attachment files, as described in Import purchase invoice purchaseinvoice.nv.

To import attachments, the invoicesource element must have the value finvoice.

Vendor details

Vendor details in Netvisor are not updated from the purchase invoice, even if the vendor already exists in the Netvisor vendor list. Give all vendor details in the purchase invoice message.

If Netvisor does not find the vendor, it creates a new vendor card when the purchase invoice is imported. Netvisor matches the invoice to a vendor in this order:

1. A vendor whose name and Business ID both match the invoice.

2. A vendor whose Business ID matches the invoice.

3. A vendor whose vendor code (vendorcode) matches the invoice.

4. A vendor whose name matches the invoice.

If none of these match, Netvisor creates a new vendor.

Batch import

You can also import purchase invoices in larger batches. For details, see Invoices batch handling in general.

Line totals and VAT

• Gross line totals: The total of a purchase invoice line is always a gross amount. Import the VAT percentage in addition to it.

• Posting suggestion: You can import a general ledger account with the purchase invoice as a posting suggestion. In the settings of the account, you can define a VAT code, such as KOOS, RAOS or another suitable code. The VAT code of the line comes from the code set for this account.

• Default posting: If you do not give a posting suggestion, Netvisor uses the default posting defined for the vendor. If the invoices from a vendor always have the same VAT rate, set a default posting for that vendor.

• Automatic VAT entries: Based on the VAT code, Netvisor automatically makes the entries to the VAT receivable and VAT payable accounts on the voucher. It also adds the amounts to the correct sections of the VAT return.

Retrieving purchase invoices from Netvisor

To retrieve purchase invoices, use these resources:

• Get purchase invoice list purchaseinvoicelist.nv

• Get purchase invoice getpurchaseinvoice.nv

• Get purchase invoice attachments getattachments.nv

Note that you can retrieve the posting lines of a purchase invoice in Netvisor, but not the invoice lines.

Verification, approval and posting through the API

To verify, approve and post purchase invoices, use these resources:

• Update invoice status and post purchase invoice purchaseinvoicepostingdata.nv

• Import purchase invoice circulation purchaseinvoicecirculation.nv

• Get circulation lists getcirculationlists.nv

Required user rights

The user who created the API identifiers must have the rights in Netvisor to verify, approve and post purchase invoices, as needed. If the rights are missing, these actions fail and the requests return an error.

The user needs at least:

• the Accounts payable user profile

• the rights to verify and approve purchase invoices

• the right to post purchase invoices

Define the rights in Netvisor in Company menu > Sales and accounts payable rights. Give the rights that the user needs for the actions on purchase invoices. For example, if the user posts, verifies and approves purchase invoices, set the rights as follows:

• Posting of purchase invoice: Posting possibility, default is to post, or Posting possibility, default is not to post

• Factual verifier of purchase invoices: selected

• Approver of purchase invoices: selected

Circulation lists

In Netvisor, either turn off the purchase invoice circulation lists completely, or check them. The circulation lists must include the same users who verify and approve the invoices in the other system.