Use the Visma app to create invoices or orders in Visma when your sales rep has closed a deal in Upsales. No need to create invoices for each new sale.
Reasons to use the Visma App with Upsales
New to Upsales and already have products, companies & contacts, invoices, and currencies in Visma? We import all of the information into Upsales when you activate the app.
This article covers:
- Before activating the app
- Activate Visma.net app
- Using the Visma.net app
- App settings
- Importing historical orders made in Upsales
Before activating the app
Enable webhook notifications in Visma.net and the app automatically updates companies, products, orders and invoices from Visma.net into Upsales.
Otherwise these will only be imported once when activating the app – not continuously. Webhooks on companies are also required for orders to be imported from Visma.net when created.
Activate the following webhook notifications in Visma before activating the app:
How to set up webhooks in Visma.net.
Authorize 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 on "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
- 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 order stage in Upsales. 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%):
- Select what the purchase cost should be based on in Upsales. Choose between Average cost or Last cost:
- Select a default warehouse in Visma.net for your non-stock items:
- Set up the default credit terms for your orders. This can be overwritten by your own custom fields in the advanced settings. The most common is 30 days:
- If you wish to include purchase cost, toggle on Enable sync of purchase cost on orders:
- Click Continue to activate the app (or continue to set up advanced settings)
- 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:
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.
Click the toggle:
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
If webhooks on companies are activated in Visma.net: An sales will be created in Upsales in the selected order stage. Order rows, company & contacts will be included.
If webhooks on companies are not activated in Visma.net: Nothing will be imported to Upsales.
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
If webhooks on companies are activated in Visma.net: The corresponding sales in Upsales will be updated. Order rows, company & contact information will be reflected in how it looks in Visma.net.
If webhooks on companies are not activated in Visma.net: Nothing will be updated to Upsales.
Paying invoices
The field Paid status is created when the app is activated and is visible on the order. When an order has been paid in Visma.net the Paid status will be updated from "Not paid" to "Paid".
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
If webhooks on companies are activated in Visma.net: The company will be created in Upsales.
If webhooks on companies are not activated in Visma.net: Nothing will be imported to Upsales.
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
If webhooks on companies are activated in Visma.net: The company will be updated in Upsales.
If webhooks on companies are not activated in Visma.net: Nothing will be updated to Upsales.
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 will be created in Upsales within 90 minutes.
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 will be updated in Upsales within 90 minutes.
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.
- If the setting webhook notification is activated on the product, it will be created in Upsales instantly.
- Else, the product will be created in Upsales within a couple of hours
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.
- If the setting webhook notification is activated on the product, it will be updated in Upsales instantly.
- Else, the product will be updated in Upsales within a couple of hours
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.