configuring visma.net expense and visma.net financials name, organization number, country, address,...

Visma Approval Configuration Guide

Visma Software International AS | Contents

| 2

Table of Contents

About this document................................................................................................................. 3

Pre-requisites for the configuration.........................................................................................4

Installing On Premises Gateway..............................................................................................5Installing the Gateway................................................................................................................................... 5

Configuring companies and users............................................................................................7Companies...................................................................................................................................................... 7Create Company.............................................................................................................................................7Update Company............................................................................................................................................8Batch company import tool........................................................................................................................... 9User Groups................................................................................................................................................. 10Create User group........................................................................................................................................ 10Update User Group...................................................................................................................................... 11Delete User Group....................................................................................................................................... 11Users............................................................................................................................................................. 11Create User...................................................................................................................................................12Update User..................................................................................................................................................13Delete User...................................................................................................................................................13Batch user import tool................................................................................................................................. 13

Configuring Visma Document Center................................................................................... 15Upgrading or installing Visma Document Center....................................................................................... 15Mapping company in VDC versions 5.65 - 8.00........................................................................................ 15Mapping company in VDC 5.60 and earlier versions.................................................................................16Configuring the VDC On Demand Bridge service (optional).....................................................................16Activating use of Visma.net Approval........................................................................................................ 17Verification of Installation........................................................................................................................... 18Configuring the user's email address in the ERP system............................................................................19

Configuring Visma.net Expense and Visma.net Financials.................................................20

Visma Software International AS | About this document

| 3

About this document

This document contains information on how to configure Visma.net Approval . It is divided into thefollowing sections:

• Pre-requisites for the configuration• Installing OnPremises Gateway• Configuring companies• Configuring users• Installing Visma Document Center• Configuring Visma.net Expense and Visma.net Financials

Visma Software International AS | Pre-requisites for the configuration

| 4

Pre-requisites for the configuration

Visma.net Approval configuration requires the following steps to be completed before you begin with theconfiguration steps:

About this task

Prerequisites for the configuration:

Procedure

1. Customer must be registered as an On Demand Customer on Visma.net , Visma.net Approval must beordered and your company should have a Visma.net Approval license.

2. An user with Customer Administrator role must be created and activated. Make sure that this user(Customer Administrator) can log on to Visma.net and has access to the Settings Tab. On PremisesGateway installation has to be done by the Customer administrator.

3. After login Customer Administrator should check that Visma.net Approval license is activated for theCompany.

4. Ask your network administrator to ensure that the installer and On Premises Gateway is able to accessodg.visma.net. This can be confirmed by pinging this host. Please allow to connect to any ports ofodg.visma.net (telnet command to test after firewall / network configuration). Refer to On PremisesGateway Installation guide available on static.visma.net for more details.

5. Visma On Premises Gateway must be installed: Refer next section for details.

Visma Software International AS | Installing On Premises Gateway

| 5

Installing On Premises Gateway

Visma.net Approval application requires communication with the customer's On Premises Visma DocumentCenter application. The communication is secured by a gateway that has to be installed at the customer side.This gateway will update itself.

It is the responsibility of the customer administrator to install the Visma OnPremises Gateway. The VismaOnPremises Gateway is available from the web.

Note: You will need the credentials of the Customer Administrator to install the On PremisesGateway.

Note: A detailed procedure on how to install the gateway is available wihtin the ZIP file found athttp://static.visma.net/ipp/current/opg_installer/opg_installer.zip. The next section lists the importantsteps involved in the installation. Read the On Premises Gateway Guide for details.It also hasinformation on installation prequisites, system requirements, installation procedure, error handling,upgrade and uninstallation.

Installing the GatewayOn Premises Gateway can be installed either through an interface or through Scriptable installer. Follow thebelow steps to install the gateway through the interface. Refer to the On Premises Gateway Guide on how toinstall through a Scriptable Installer and for other installation tips.

About this task

The following procedure is to describe the first time installation of this gateway.

Procedure

1. Download and open the ZIP file found at http://static.visma.net/ipp/current/opg_installer/opg_installer.zip.

2. Run the setup.exe application found in the OPG_Installer folder in order to start the Visma Installerpackage.

3. Wait for Welcome Screen, select installation language and press Next.4. Check Applications to install and press Next. We highly recommend you to install Visma Update for

automatic updates of On Premises Gateway. Refer to OPG Guide for Visma Update installation steps.5. Press Next to start installation.6. Welcome screen for Visma On Premises Gateway installation is displayed. Press Next.7. For default installation use Standard and press Next. Default On Premises Gateway location: C:

\Program Files\Visma\OnPremisesGateway\OPGatewayService for 32 bit systems Or C:\Program Files(x86)\Visma\OnPremisesGateway\OPGatewayService for 64 bit systems

8. For custom installation check Custom and press Next.In the case of Custom installation you will be askedto Select the path for On Premises Gateway location.

9. Set path and press Next.10.On Premises Gateway available only from local machine is checked by default. If you need to have

centralized deployment uncheck it and press Next.11.Provide your Visma On Demand user(customer administrator) credentials and press Next. If your user

has “Customer Administrator” role for several Customers you will see Customer list. In this case selectyour customer and press Next.

12.Wait for Visma On Premises Gateway Service to start.

http://static.visma.net/ipp/current/opg_installer/opg_installer.zip



Visma Software International AS | Installing On Premises Gateway

| 6

13.After the installation is completed and the service is started successfully, press Finish.After the installation OnPremises Gateway should be shown in a Windows services list as VismaOnPremises Gateway service and should have Started status. If Visma On Premises Gateway service hasStarting status follow the error handling section in OPG user guide on http://static.visma.net/ipp/current/.

Visma Software International AS | Configuring companies and users

| 7

Configuring companies and users

Customer administrator must create companies, create users and assign roles on Visma.net. The provisioninginterface gives access to a number of settings to perform these actions.

A customer administrator can

• Create company and update company details• Create new users and invoke/revoke roles for existing users• Create new user groups, edit or delete existing ones• Add new users or remove users from existing user groups•

The following sections describe each of these in detail.

CompaniesA Customer may represent 1 or more companies. Not all customers in the distributors Visma Business willbe Companies on Visma On Demand, and not all Companies on Visma On Demand will be customers inVisma Business.

Customer administrator can create, configure new companies and activate Visma On Demand applicationsfor them.

Note: It is not possible to delete a company. It can be inactivated. If a company loses access toVisma On Demand application, users who own roles to that company, will no longer have access toapplications.

Create CompanyCustomer administrator can create Visma On Demand companies.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Companies sub-tab.5. Click New company button6. Add Name, Organization number, Country, Address, Postal code, City

a) Verify if Name already exists for selected customer. A Customer can not have 2 companies with thesame name.

b) Validate Organization number based on selected countryValidate Organization number is done for these country: Denmark, Finland, The Netherlands,Norway, Sweden. For these country there is a Validation algorithm. If the algorithm is not correct, theadministrator will receive an warning message, saving company is allowed.

c) Verify if Combination of Organization number and Country which already exists at Visma level. Itis not possible to add/update a company if this is not unique.

d) Validate Postal codeIt is not possible to save a Company if Postal code is not valide - this will be implemented starting to3.14 release version


| 8

Validate Organization number is done for these country: Denmark, Finland, The Netherlands,Norway, Sweden.

Norwegian postal codes Numeric string from 0001-9999 (Stored with no spaces and are displayed asNNNN)

Danish post codes Numeric string from 0001-9999 (Stored with no spaces and are displayed asNNNN)

Swedish post codes Numeric string from 10000-99999 (Stored with no spaces and are displayed asNNN NN)

Finnish post codes Numeric string from 00000-99999 (Stored with no spaces and are displayed asNNNNN)

Dutch post codes Alphanumeric string NNNNAA 4 digits and 2 uppercase letters (Stored with nospaces and are displayed as NNNN AA)

7. Click Create buttonCompany has been successfully created and linked to that customer. Company details page isautomatically displayed, Company can be updated and Visma On Demand application can be activated.

Note: Mandatory parameters: Company name, Customer, Organization number, Country,Address, Postal code, City. Non-mandatory parameters: E-mail address Phone and Description,these can be added after the company was created.

Update CompanyCustomer administrator can edit details of the company and activate Visma On Demand application for it.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Companies sub-tab.

All the companies are shown in the list, it is possible to filter companies by Name or Organizationnumber.

5. Click on Company NameOption Description

Change Company details It is not possible to modify Organization No. andCountry for a company which is linked to a publiccompany registry. For the other companies, all thedetails can be changed.

Activate/Terminate/Reactivate Visma On Demandapplication

Click on Activate/Terminate/Reactivate link. Seeentire flow and conditions on Activate Visma OnDemand applications.

Edit External Id External Id is given if that license was createdusing an external web sevice. It is possible to editthat field using Edit link. There are applications(Financials, Supperoffice CRM for which External Id isautomatically generated by Manut Provisioning Engeen(aka MPE) . In this situation it cannot be updated (Editlink is not shown)


| 9

The rules for creating a company will be considered for update process - see Create Company .

Results

New settings will be saved for the selected company

Batch company import toolInstead of creating companies one by one the Customer administrator can use Batch company import tool .Customer administrator will then have to collect all data of each company into a .txt file.

About this task

The first line in the import file must contain the names of the columns being imported. Customer administrator candecide the order of the columns.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Companies sub-tab5. Click on Import button

In this page, Customer administrator has the possibility to access On demand help page to see theinstructions about creating the batch file. This can be done using Choose the file to import companiesfrom. The upload will start straight away link.

6. Click Browse7. Select the file8. Click Commit button

The rules for creating a company will be considered for update process - see Create company .

Results

Companies are created and shown in the Company's grid


| 10

User GroupsA User Group is a grouping of users who are authorized to use certain Visma On Demand applications. Usergroups are owned by the customers. Customer administrator is responsible for creating and managing usergroups.

A user may be member of many user groups, and a user group may be member of other user groupsagain. We can link a user group to an activated role in the same way as we do for users through classActivatedRoleUserGroups as shown above. A user will inherit all the ActivatedRoles of the user groupswhich he is a member of.

For example: The role CustomerAdmin is activated for customer CustomerX, and this activated roleis granted to user group UserGroupA. Since UserC is member of UserGroupA, UserC inherits the roleCustomerAdmin for CustomerX.

Create User groupCustomer administrators can create and manage a user group and user group roles.

About this task

User group screens will only be available under Customer context

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click User groups sub-tab5. Click New group6. In the Group name field enter a group name which uniquely describes the group.7. Active is ticked as default. Remove the tick if this group is not yet to be activated.8. In the From field, enter the date from which the group will be active.9. In the Until field, enter the date until which the group will be active.10.Select the Roles to be assigned to User group.

Option Description

Assign roles for customer Check Customer administrator or Primary contactrole.

User groups Check user groups to add user to existing user groups

Company application roles Select wanted company from the list and check roles forrequired Visma On Demand applications.

Customer application roles Check required roles that can be added for CustomerVisma On Demand application.

11.Select the Members of the User group.12.Click Create.

Results

A User group with the defined settings will be created. Users can now be added to the created User group(s).


| 11

Note: It is not possible to create a User group using a Group name which already exists for selectedCustomer.

Update User GroupCustomer administrator is responsible for updating existing user groups.

About this task

The customer administrator can grant/revoke User group roles and can add and remove user(s) from a user group.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users groups sub-tab5. Click on User Group name6. Check/Uncheck Roles7. Check/Uncheck Users

By checking/unchecking users, users can be added or removed from the user group.8. ClickUpdate

Results

New settings will be updated for the selected user group.

Delete User GroupCustomer administrator can delete user group(s).

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users groups sup-tab5. Search for wanted user group using Search box.

It is possible to search for a user by Group name6. Click Delete link7. Click Yes in the confirmation popup

Results

User group is successfully removed from current context.

UsersUsers will be given access to Visma.net Approval when a customer has bought and activated a license.


| 12

Users and User groups are the only object types that can have Roles in Visma On Demand. Users areregistered with credentials (user names and passwords). Credentials are information that can be used toauthenticate users.

The customer administrator is responsible for creating users for one or more companies for the given ondemand customer.

Each user is created with a user name and valid email address. Each user must also be given at minimum arole that defines the access rights within Visma.net Approval. The following roles can be given to a user:

• Approver• System Administrator

Create UserEach customer has at least one customer administrator. This role is granted by Distributor administratorsand by another user having Customer administrator or Primary contact role. Customer administratorcreates the other users for the customer and customer's companies.

About this task

This task describes how the Customer administrator creates users for their companies. Each user must get a user name,password and the appropriate access rights to each Customer's application.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer Context from context selector.4. Click Users sub-tab5. Click New user button6. Type User Email, First Name and Last Name7. Click Next8. Customer administrator can grant customer and company application roles and can add user to existing

user groups. Followings are three possible operations customer administrator can perform:Option Description

Assign roles for customer Check Customer administrator or Primary contactrole.

User groups Check user groups to add user to existing user groups

Company application roles Select wanted company from the list and check roles forrequired Visma On Demand applications.

Customer application roles Check required roles that can be added for CustomerVisma On Demand application.

Customer administrator can select a specific company from the company drop down list to filtercompany's application roles. By default it shows all the company application roles.

9. Click Create

Results

New user is created. Thus, after accessing Activate account link received by e-mail, the user will have access toselected functionality (according to the role), in selected applications, within selected companies.


| 13

Update UserCustomer administrator(s) are responsible for updating existing user accounts.

About this task

Customer administrator can grant/revoke user roles and can add and remove user from the user group. Only active rolesin the selected context can be invoked/revoked for the user.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users sub-tab5. Click on User e-mail or Edit link6. Check/Uncheck User Groups7. Check/Uncheck Roles8. Click Update button

Results

New settings will be updated for the selected user

Delete UserDeleting a user from Customer level is equivalent with removing him from current context. That user willcontinue to exist as Visma On Demand.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users sub-tab5. Search for wanted user using Search box.

It is possible to search for a user by: First name, Last name or User e-mail6. Click Delete link7. Click Yes in the confirmation popup

Results

User is successfully removed from current context.

Batch user import toolCustomer administrators can create set of users all together at once provided a file.


| 14

About this task

This procedure can be followed to create number of user at a time. The first line in the import file must contain thenames of the columns being imported. The user must always include UserEmail (user's e-mail address), FirstName (firstname) and LastName (last name) while the rest are optional. He can decide the order of the columns.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context4. Click Users sub-tab5. Click Import button

In this page, Customer administrator has the possibility to access On demand help page to see theinstructions about creating the batch file. This can be done using Choose the file to import users from.One of the following formats can be used link.

6. Click Browse7. Select the file

User file format should be according to the format specified in On demand help page. Otherwise, the userwill receive an error message: File is invalid.

8. Click Upload

Results

All new users specified in the file will be created, and Activation account mails are sent to the users. Existing userswill be linked to the Customer.

Visma Software International AS | Configuring Visma Document Center

| 15

Configuring Visma Document Center

Visma Document Center customers must perform the following steps to be able to approve documentsusing Visma.net Approval. Only Visma Document Center 5.40 or later versions support Visma.net Approvalintegration.

Upgrading or installing Visma Document CenterIt is recommended to upgrade or install the latest version of VDC to integrate with Visma.net Approval.

Procedure

1. Install or upgrade the Visma Document Center - server.During this setup Visma Document Center On Demand Bridge service will be installed: This serviceis responsible for sending and receiving documents on flow between Visma Document Center andVisma.net Approval

2. Install or upgrade the Visma Document Center client.3. Select Start > All Programs > Administrative tools > Services

The Services window will display.4. Check that the Visma Document Center On Demand Bridge service is running under a user with local

administrator rights.

Mapping company in VDC versions 5.65 - 8.00In order to send documents to the correct company in Visma.net Approval you need to map each companyin Visma Document Center with the corresponding company in Visma.net Approval. From VDC 5.65, thecompany mapping is done through the VDC Client.

About this task

For new installations follow the below steps:

Procedure

1. Logon to Visma Document Center client using administrator credentials.2. Go To -> Tools -> System Settings -> Workflow3. Click on Send workflows to Visma.net Approval4. Input the Organization Number and Country Code (as registered on Visma.net) for the company. Press

OK.The company in VDC is now mapped to the corresponding company in Visma.net Approval.

5. For customers using VDC 8.00, perform the following steps to automatically create companies and userson Visma.net.a) Logon as Customer administrator onVisma.net and check that the company is created with the correct

Organization Number.a) Check that users in the workflow are created with the correct email addresses from VDC. Assign

appropriate roles to these users.Company and users are created and mapped successfully.


| 16

Mapping company in VDC 5.60 and earlier versions

About this task

Stop the Visma Document Center On Demand Bridge service if it is running.

Procedure

1. Select Start > All Programs > Administrative tools > ServicesThe Services window will display.

2. Choose Visma Document Center On Demand Bridge service and click Stop.3. Select Start > All Programs > Accessories > Windows Explorer, and go to the program files folder for

Visma Document Center.In the program files folder for Visma Document Center, a new folder ODBridge Mapping Tool iscreated for Visma Document Center On Demand service

4. Select ODBridge Mapping Tool and open the Visma.Workflow.ODBridge.MappingTool file asadministrator.

5. Create a new and save it as CompanyMappings.xml or load the CompanyMappings xml file fromProgramData\Visma\Visma.Workflow.ODBridge. The file will automatically be saved in theProgramData\Visma\Visma.Workflow.ODBridge folder.

6. Press Add Mapping, and enter the following information for each Visma Document Center client:Option Description

VDC User Username for Visma Document Center

VDC Password Password for Visma Document Center

VDC Company Nr Id of the company/client

VDC Company Name Name of the company

AOD Org Number Organization number of the company

AOD Country Code ISO Country code of the company (e.g. NO)

For each Visma Document Center client a new line with this information must be added in order to mapeach company in Visma Document Centerto a company in Visma.net Approval. The user needs to be anadministrator in Visma Document Center.

7. Save the changes and close the file.Each company is now mapped to the corresponding company in Visma.net Approval

8. Start and log into Visma Document Center with appropriate credentials.9. Select Settings > User rights.10.Check that the user used for VDV User in the ODBridge Mapping Tool has Administrator role as user

right. If not add this role in the New user right column and save the changes.

Configuring the VDC On Demand Bridge service (optional)If required you can change the synchronisation settings of the Visma Document Center On Demand Bridgeservice. The Visma Document Center On Demand Bridge service handles the synchronisation of masterdataand documents between Visma Document Center and Visma.net Approval.

About this task

Visma Document Center is installed. This service send masterdata and documents. This includes:

Masterdata


| 17

• Cost units: both new entries and changes to cost units in the ERP system• GL accounts: both new entries and changes to general ledger accounts in the ERP system

Synchronisation of masterdata is set to once per hour by default.

Documents

• Send documents to recipients• Receive completed documents• Call back documents from Visma Document Center

Synchronisation of documents is set to once every five minutes by default.

Settings

By default Visma.net Approval is configured with substitute, forward and review functionalities. If required you canchange these settings in the configuration file to disable specific functionality.

Table 1: Functionality Settings

Functionality Key Value Description (The values are set to True by default)

Substitute AllowSubstitute True/False Setting AllowSubstitute value to False will disable the optionof allowing substitues in Approval Center.

Escalate Task AllowEscalate True/False In Visma.net Approval 1.3 and later versions, irrespectiveof these settings, escalation is disabled and hence tasks willnever be escalated

Forward Task AllowForward True/False Setting AllowSubstitute value to False will disable forwardingof tasks in Approval Center.

Review Task AllowReview True/False Setting AllowSubstitute value to False will disable review oftasks in Approval Center.

Procedure

1. Select Start > All Programs > Administrative tools > ServicesThe Services window will display.

2. Choose Visma Document Center On Demand Bridge service and click Stop.3. Select Program Files > Visma > Document Center > ODBridge.

The configuration file for this service is to be found in the program files folder of Document Center.4. Right-click the file Visma.Workflow.ODBridge.exe.config, and choose Run as administrator and

choose a text editor.You can, for example, open the file in Notepad.

5. Under appSettings change the update frequency for the settings MasterDataRefreshRate,ApprovalDataRefreshRate and update Values for AllowSubstitute, AllowEscalate, AllowForward andAllowReview.

6. Save the changes and close the file.7. In the Services window, re-start the Visma Document Center OnDemand Bridge Service.

Results

The service will now synchronize data according to the new settings.

Activating use of Visma.net ApprovalIn order to start sending documents on flow to Visma.net Approval, the Visma.net Approval flag must beactivated into Visma Document Center.


| 18

Procedure

1. Start Visma Document Center client with appropriate credentials.2. Select Settings > System Settings3. Click the Workflow tab.4. Click Send workflows to Visma.net Approval.5. Click OK.

Results

Approvals will from now on only be handled on the web with Visma.net Approval for the given company. Rejecteddocuments are returned to the senders working list. Call back from Visma Document Center is possible.

Verification of InstallationAfter you have configured the On Premise Gateway, installed Visma Document Center, mapped thecompanies, created and assigned roles to users on the Provisioning interface, you should check that theinstallation is working correctly.

About this task

Procedure

1. Check that Visma On Premises Gateway service is in Started status.2. Restart Visma Document Center Server.3. Restart Visma OnDemand Bridge Services.4. Check the Integration status. For this, in VDC, Click Tools > System Status > Approval Integration

StatusAn Integration Status window is displayed with statuses of all the integration points. Check and verifyif the integration points and configuration is working correctly. The table below describes in detail thestatuses and what they indicate.

Name Description

On Demand Bridge status This indicates if the bridge is working and connected tothe Visma Document Center server.

Last Notification This will display the time of the last ODBridgeheartbeat (i.e. last time stamp for connection).

On Demand Connection status This will display the ping-request status.

On Demand Platform company Activation status If there are any issues with the registration andactivation of the current company,these will bedisplayed here.

On Demand Connection status is visually represented by showing all the requiredcomponents linked. The visual scheme indicating thestatus between components is based on the followingcolor code:

• Gray: Unknown• Red: Broken• Green: OK


| 19

Name Description

Last processing errors This list will display the last 10 (if any) processingerrors logged from the bridge (upload, download orreactivation errors).

5. Send a workflow to Visma.net Approval.6. Check that an Event is created for the Document ID in Visma Document Center Event log.7. Logon to Visma.net Approval as System Administrator.8. Check that the workflow has been transferred and created in Visma.net Approval.

Configuring the user's email address in the ERP systemIn order to use Visma.net Approval, Visma On Demand requires a valid email address to receive documentssent on flow from Visma Document Center. The email address on the user in the ERP system should be thesame as the login for Visma On Demand.

Procedure

Ensure that all employees attached to the users of Visma.net Approvalhave a valid email address definedin the corresponding ERP system, and that this email address is the same used as username on Visma.net.

Visma Software International AS | Configuring Visma.net Expense and Visma.net Financials

| 20

Configuring Visma.net Expense and Visma.netFinancials

For details on how to configure Visma.net Expense and Visma.net Financials to use Visma.net Approvalrefer to the help documentation of the respective products.