Automated invoice transfer – Procountor

Automated invoice transfer is an additional service that enables the automated transfer of invoices from another software to Procountor.

Implementation of the automatic transfer of invoices requires that the other system which is sending the data is able to produce invoice data according to file description defined by Accountor Finago.

A list of the systems from which an integration to Procountor has been created is found on Finago's web site.

Overview

The automated invoice transfer interface supports the transfer of sales, purchase, travel and expense invoices, and is suitable for connecting, for example, ERP and online shop software to Procountor. By parametrising the data, the interface can be flexibly adapted to various purposes. Technically, the interface is based on the transfer of slightly expanded Finvoice XML invoice files via an SFTP connection.

Expanded Finvoice XML files are only partly in accordance with Finvoice standard 1.2., which means that the files need to include certain addtional elements outside of the standard, while certain elements that are in accordance with the standard are not read from the file at all.

Record discription and transfer template models

Record discription and examples of transfer templates can be found in the links below:

Record description of automated invoice transfer

Automated invoice transfer template, Travel invoices

Automated invoice transfer template, Sales

Automated invoice transfer template, Sales version 2

Automated invoice transfer template, Purchase

Automated invoice transfer template, Purchase version 2

Process description

Sending system

1. Preprocessing of invoices

The sending software preprocesses the invoices or orders to be transferred (e.g. for sales invoices, the order is received by the online shop or a purchase invoice is approved in the circulation system).

2. Generation of data transfer file

An XML file corresponding to the interface’s record description is generated of the invoices to be transferred

3. Transfer of the file to the Procountor's server via SFTP connection

The generated XML file is transferred into the agreed folder on the Procountor server via SFTP connection.
Note! In case of online shop integrations, orders paid via online bank must be transferred to Procountor before the next automated retrieval of bank statement and reference data files, in order for the payment transactions to be allocated in Procountor.

Procountor

4. Importing of data transfer file

Transferred files are imported from the agreed folder on the Procountor server at approximately 30 minute intervals and their validity is verified in regard to the record discription.

5. Generation of invoices into Procountor environment

Invoices imported from the file are generated into the company's Procountor environment and accounting is generated for them automatically, according to the defaults.

6. Further invoice processing

Imported invoices are processed normally through the Procountor interface, by the user (e.g. unfinished sales invoices are approved and sent, and approved purchase invoices are queued for payment).

Transferred data

All header and row-level data from the invoice can be transferred into Procountor simultaneously in a single data transfer. Each invoice can be transferred as a separate file, or the information of several invoices can be compiled into a single file. Invoice status, invoice channel, payment information and other invoice-specific data can be defined flexibly.

Accounting is generated automatically for all invoices imported through the automated transfer interface, based on posting defaults. Information on the accounts, dimensions and dimension items to be used at invoice row level can also be imported in the data transfer file. Invoices imported through the interface will automatically be allocated to the customer/supplier and product registers in Procountor, which facilitates tracking.

Pricing of the service

An opening fee in accordance with the price list is charged for opening the automated invoice transfer interface.

The opening service includes:

Opening of data connections (user ID, firewall, etc.)
Setting up of a test environment for testing data transfer
Creation of data transfer keys for the test environment and one production environment
Opening of a new automated transfer interface with a system not already linked to Procountor includes two hours of consultancy. Any travel costs will be charged for separately.

Any additional work performed in connection with the interface’s implementation is charged for separately, according to the price list. Additional work can be, for example:

Review of software-integration processes
Review of data field equivalence between systems
Testing of data transfer files and interface
Firewall opening for a new IP address

Please note that consultancy concerning integrations is not included in the free of charge customer service.

A fee based on the number of receipts transferred via the interface and a monthly fee will be charged in accordance with the Procountor price list. If invoices transferred via the interface are sent from Procountor, invoice channel-specific sending fees are charged according to the price list. Fees related to the interface are charged alongside the normal monthly Procountor invoicing.

Measures for service implementation

Implementation of the service can be ordered from Accountor Finago's integration specialists (liittymat@finago.com) or from the company's own contact person.

The particulars of data transfer, such as user IDs, transfer folders and any firewall exceptions required will be agreed on in connection with the implementation. Performance of the required tests also needs to be agreed on in case of a new system not already linked to Procountor.

The following matters must be agreed on in connection with implementation (default choices entered).

Parameter	Agreed value
Procountor's server	procountor.com (IP address 89.250.52.21)
Customer company's server / servers	Customer delivers to Accountor Finago for opening the firewall
Data transfer protocol	SFTP
User ID for data transfer	Accountor Finago delivers to the customer
Password for data transfer	Accountor Finago delivers to the customer
Transfer folder	/invoices/
Naming the transfer folder	File name must to start with the letter "S"
Interface password (data transfer key) for test environment	Accountor Finago delivers to the customer
Interface password (data transfer key) for production environment	Accountor Finago delivers to the customer

Examples of automated interfaces

Some examples of automated interfaces that are integrated with Procountor are described below.

ERP systems

Visma Severa automated interface

Visma Severa automated interface can be ordered as an additional service for Procountor. The interface enables the completely automated transfer of invoice data from Visma Severa to Procountor.
The automated invoice transfer interface between Visma Severa 3 and Procountor supports the transfer of projects, sales and travel invoice information, and customer information into Procountor.
Customer and product registers are updated and maintained in Visma Severa. A copy of the customer and product registers is created in Procountor.
Expense information from purchase invoices can be transferred from Procountor to Visma Severa.

ValueFrame automated interface

ValueFrame automated interface can be ordered as an additional service for Procountor. The interface enables the completely automated transfer of invoice data from ValueFrame to Procountor.
The interface supports the transfer of sub-projects, customers and sales invoices from ValueFrame to Procountor.
Customer and product registers are updated and maintained in ValueFrame. A copy of the customer and product registers is created in Procountor.
Expense information is transferred from Procountor to ValueFrame manually in a CSV file.

Online store software

Online stores enable the fully automated viewing, ordering and paying of products and also the logistics related to the store are also often automated to a certain degree, which makes operating online stores very cost-effective.

Typically, there are lots of rather small sales transactions in online stores, so a significant portion of the benefits of automation is lost in saving accounting information. Sales can alternatively be entered as a lump sum, but this requires manual work and reduces the accuracy of sales and financial tracking. To resolve these issues, online stores have been integrated to Procountor, as the integrations enable automating the accounting related to operating an online store.

Vilkas Group Ltd ePages

The ePages system of Vilkas Group Ltd is a versatile electronic sales system that enables modern electronic commerce online.
Business ePages is equally suitable for trade between companies and consumer trade.
Vilkas Group Ltd is an electronic business service company. Vilkas offers advanced solutions for the needs of electronic sales and purchasing, and the company’s services streamline and enhance the business processes of corporate customers, creating strategic competitive advantages and cost savings.
Additional information is available at: http://www.vilkas.fi

MyCashFlow

MyCashFlow is a modern software product for online traders, developed by Pulse247 Ltd. The software includes all key features required for modern online trading.
MyCashFlow is search-engine friendly and includes, for example, an e-payment service, warehouse management, and an easy-to-use and clear management tool.
Additional information is available at: http://www.mycashflow.fi

Notes regarding the interface’s implementation

In connection with interface implementation, a testing environment is set up for the customer (by Accountor Finago) for testing the data transfer. It is important to review receipts transferred from the other system in the test environment, paying particular attention to the following questions:

is the information correct and is it transferred to the correct fields in Procountor
reference numbers generated to invoices (if reference numbers are imported in the transfer file)
accounting entries (if imported in the transfer file, are they generated correctly)
dimensions (if imported in the transfer file, are they generated correctly)
product register (allocation, updating of existing information)
business partner register (allocation, updating of existing information)
invoice statuses (are invoices generated with the correct status)

In a test environment, the functions available are partly limited. The sending of sales invoices, for example, is only possible via e-mail or by printing out the invoices and sending them manually (Invoice channel = No sending).

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