Use the Visma app to create invoices or orders in Visma when your sales rep has closed a deal in Upsales.
Reasons to use the Visma App with Upsales
New to Upsales and with products, companies & contacts, invoices, and currencies in Visma? We import all of the information into Upsales when you activate the app.
This article covers:
How changes in Visma.NET reach Upsales
When you activate the app, Upsales imports your products, companies, contacts, invoices, orders and currencies from Visma.NET. After that, changes made in Visma.NET reach Upsales in two ways:
- Webhooks: changes to companies, products, orders and invoices are sent to Upsales right away. Upsales support sets up the webhooks for your Visma.NET company. Contact support if changes you make in Visma.NET do not reach Upsales.
- Scheduled sync: the app regularly fetches changed products, contacts and currencies, and, if you turn them on, orders and invoices. You choose what it fetches in the advanced settings. Companies are not part of the scheduled sync.
Authorise Upsales in Visma App Store
Before activating the Visma.NET app in Upsales, you need to give access to Upsales inside of Visma App Store
- Go to Upsales on Visma.NET App Store
- Scroll to the bottom and click on "Authorize App"
- On the next page click "Integrate"
- Copy your Visma Tenant ID by clicking on the dropdown in the top right, this is needed for the configuration inside of Upsales. Make sure that you are copying the Tenant ID of the Visma Organization you want to connect with Upsales.
Activate Visma.NET app
Click Settings → App directory:
Locate Visma.NET in the Apps list:
On the next screen, click Activate.
Select Accept terms to continue
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Connect your Visma.NET account by entering your Visma Tenant ID:
General app settings
Before you can get started using the app there are a few settings that must be set up.
Select the stage when orders will be exported to Visma.Net. When an opportunity is set to this stage, the app creates an order in Visma.NET with the information from this opportunity. The most common is Closed order (100%):
In Select the salesOrder types to sync, separated by commas, enter the Visma.NET sales order types to sync with Upsales. The default is SO.
In Select which value to use as purchase cost for stock items, choose Average cost or Last cost:
In Fallback user to attach imported orders to, select the Upsales user who gets orders imported from Visma.NET when no matching user is found.
In Select default warehouse for non-stock items, select the Visma.NET warehouse to use for non-stock items:
In Select default credit terms, set the credit terms for your orders. This can be overwritten by your own custom fields in the advanced settings. The most common is 30 days:
Click Continue to activate the app (or continue to set up advanced settings)
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Click on Save and start import. If you have a lot of data in Visma.NET this can take up to 24 hours. We will import the following from Visma.NET to Upsales:
Products
Customers
Contacts
Invoices & orders
Currencies
Your users in Upsales will be mapped to your users in Visma. Make sure you have exactly the same name in both systems. Otherwise, we will not be able to match them to each other. Orders imported from Visma.NET without a matching user get the fallback user you selected:
Congratulations! 🎉You've successfully activated the Visma.NET application.
Advanced settings
You can add more data into products, companies, orders, and contacts for inclusion in the integration.
Tick Show advanced settings:
Under Advanced settings: Continous sync, choose what the scheduled sync fetches from Visma.NET. Inventory sync, Contact sync and Currency sync are on by default. Turn on Order sync and Invoice sync to also fetch changed orders and invoices.
Under Advanced settings: Order:
Export all Orders as Sales Orders: every order is exported to Visma.NET as a Sales Order. When this is on, invoices are not imported from Visma.NET.
Credit order type: the Visma.NET order type to use for credit orders (orders with a negative total), for example a return-for-credit type such as RC. Visma.NET rejects credit orders sent with the normal order type, so set this if you create credit orders in Upsales.
Enable sync of purchase cost on orders: syncs the purchase cost between orders in Upsales and sales orders in Visma.NET.
Sync Payment Status from Visma.NET: adds a read-only Is Paid field to orders. An order imported from a customer invoice is paid when the invoice balance is 0. An order linked to a sales order is paid when the sales order is Completed and all its invoices have a balance of 0.
Sync Invoice Info from Visma.NET: adds read-only Invoice Number and Invoice Date fields to orders, filled in from the invoices in Visma.NET.
Select fields: Choose to create a new custom field where the information should be placed, or select one of your already created custom fields to be used instead.
Using the Visma.NET app
Creating orders in Upsales
When the order is set to the configured stage (see general app settings), the order will be exported to Visma. The following information will be included:
Order & Order rows
Company
Customer
A Sales Order or Customer Invoice will be created in Visma.NET depending on the following:
If the order only contains only non-stock items: A Customer Invoice will be created in Visma.NET.
If the order contains only stock items: A Sales Order will be created in Visma.NET.
If the order contains a mix of stock & non-stock items: A Sales Order will be created in Visma.NET.
If the toggle "Export all Orders as Sales Orders" is turned on in Advanced app settings: A Sales Order will be created in Visma.NET for all orders created in Upsales.
Create an order or invoice in Visma.NET
An order is created in Upsales in the selected order stage. Order rows, company & contacts will be included. It arrives right away through webhooks, or with the scheduled sync if Order sync (sales orders) or Invoice sync (customer invoices) is on in the advanced settings.
Update an order in Upsales
Updates to an order in Upsales will also be reflected on the Order or Invoice in Visma.NET.
Once an Invoice or Order has been created in Visma.NET, we will not change the type (Order or Invoice type) due to updates to the Order in Upsales.
This means if a stock item is added to an Invoice in Visma.NET, the Invoice will not be changed to an Order, the stock items will simply be added to the Invoice.
Update an order in Visma.NET
The corresponding order in Upsales will be updated. Order rows, company & contact information will be reflected in how it looks in Visma.NET. The update arrives right away through webhooks, or with the scheduled sync if Order sync or Invoice sync is on.
Create a new company in Upsales
No new company will be created in Visma.NET.
If an order containing a new company is exported to Visma.NET, then the new company will also be created in Visma.NET.
Create a new company in Visma.NET
The company is created in Upsales right away through webhooks.
Update company in Upsales
If a company that has been imported from Visma.NET, or that has been exported from Upsales to Visma.NET, is updated in Upsales the changes will also be updated instantly in Visma.NET.
Update company in Visma.NET
The company is updated in Upsales right away through webhooks.
Create a new contact in Upsales
No new contact will be created in Visma.NET.
If an order containing a new contact is exported to Visma.NET, then the new contact will also be created in Visma.NET.
Create a new contact in Visma.NET
The contact is created in Upsales at the next scheduled sync, if Contact sync is on in the advanced settings. It is on by default.
Update contacts in Upsales
If a contact that has been imported from Visma.NET, or that has been exported from Upsales to Visma.NET, is updated in Upsales the changes will also be updated instantly in Visma.NET.
Update contacts in Visma.NET
The contact is updated in Upsales at the next scheduled sync, if Contact sync is on in the advanced settings. It is on by default.
Create a new product in Upsales
No new products will be created in Visma.NET.
Create a new product in Visma.NET
If a new product is created in Visma.NET it will also be created in Upsales. It arrives right away through webhooks, or at the next scheduled sync if Inventory sync is on in the advanced settings. It is on by default.
Update a product in Upsales
No updates will be reflected in Visma.NET.
Update a product in Visma.NET
If a product is updated in Visma.NET it will also be updated in Upsales. The update arrives right away through webhooks, or at the next scheduled sync if Inventory sync is on.
Product price setup
The product price will follow the following logic:
Product price in Upsales will be set to the actve price of type base.
If a price of type base with promotion status is active, the promotion price will be used.
If a product does not have an active base price in the price list, then the default price will be used instead. Default price can be found in the price/cost information tab, under the item information, in Visma.NET.
Purchase cost setup
Stock-items: In the app settings, select if Average cost or Last cost should be used for the purchase cost of the stock-items. If Average cost is empty, Last cost will be used. If both are empty, the cost will be set to 0:
See Cost price statistics
Non-stock items: Current cost will be used if the effective date is todays' date or a past date. If the effective date is a future date, Last cost will be used:
See Standard cost
Importing historical orders made in Upsales
Historical orders made in Upsales before the initial sync won't be imported into Visma.
However, if you update these historical orders in Upsales after the initial sync, the updated historical orders will then sync to Visma.