Automated invoice transfer is an additional service available for the Procountor program. This service enables the completely automated transfer of invoices from other software to Procountor.
The automated invoice transfer interface is designed for situations in which a corporate customer would like to transfer invoice data to Procountor with a higher degree of automation than that enabled by the Import data function.
A list of the systems to which Procountor has interfaces is available on the Procountor web site.
General information on the automated invoice transfer interface
The automated invoice transfer interface supports the transfer of sales, purchase, travel and expense invoices, and is suitable for connecting 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 or FTP connection.
Detailed technical specifications:
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 software
1. Preliminary invoice processing
- The sending software pre-processes 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 by the circulation system)
2. Export file generation
- An XML file corresponding to the interface’s record description is generated of the invoices to be transferred
3. File transfer to the Procountor server
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The generated export file is transferred into the agreed folder on the Procountor server via an SFTP or FTP connection
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Note! In case of online shop integrations, Procountor must be notified of the order’s payment in an online bank before the next automated retrieval of bank statement and reference data.
Procountor
4. Importing the export file
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Transferred files are imported from the agreed folder on the Procountor server at specified intervals and their correctness is verified
5. Exporting the invoices into the Procountor environment
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Invoices imported from the export file are exported into the Procountor environment and accounting is generated for them automatically, according to the defaults
6. Further invoice processing
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Imported invoices are processed normally through the Procountor interface (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 set of transfer data.Each invoice can be transferred as a separate file, or the information of several invoices can be compiled into a single file.The invoice status, invoice channel, payment information and other factors can be defined flexibly.
Accounting based on posting defaults is generated automatically for all invoices imported through the automated transfer interface.With the transfer data, you can also import information on the accounts, dimensions and items used at the invoice row level.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:
- The opening of data connections (user ID, firewall, etc.)
- The creation of a testing environment for testing data
- The creation of data transfer keys for the testing environment and one production environment
- The opening of an automated transfer interface with new software included two hours of consultancy.Any travel costs will be charged for separately.
A price according to the price list will be charged for any additional work performed in connection with the interface’s implementation.Such additional work can include the review of software-integration processes, the review of data field equivalence between programs, the testing of data and interfaces, and possible technical changes to the interface.A fee based on the number of receipts transferred via the interface and a monthly fee in accordance with the Procountor price list will be charged for the use of the automated invoice transfer interface.Any additional work, changes or studies performed after implementation will be charged for in accordance with the price list.Fees related to the service will be charged on a monthly basis in connection with other Procountor invoicing.
Measures for service implementation
Implementation of the automated invoice transfer interface requires the implementation of invoice material generation in accordance with the record description specified by Procountor in the program that will send data through the interface.The particulars of data transfer and other details will be agreed on in connection with implementation.The performance of the required tests also needs to be agreed on in case of new sending software.You can order the service’s implementation from Procountor’s sales department (myynti@finago.com) or your contact person.
The implementation of the automated invoice transfer interface must be specifically agreed on with Procountor.Details such as data transfer protocols (SFTP is recommended), user IDs, transfer folders and any firewall exceptions required are agreed on in connection with implementation.The performance of the required tests also needs to be agreed on in case of new sending software.The following matters must be agreed on in connection with implementation (default choices entered).
Different automated interfaces
Some sample automated interfaces that are integrated with Procountor are described below.
Severa automated interface
The Severa automated interface can be ordered as an additional service for Procountor software. The interface enables the completely automated transfer of invoice data from Severa to Procountor.The automated invoice transfer interface between 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 Severa.A copy of the customer and product registers is created in Procountor.Expense information from purchase invoices can be transferred from Procountor to Severa.
ValueFrame automated interface
The ValueFrame automated interface can be ordered as an additional service for Procountor software. 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 shop solutions integrated with Procountor
Online shops enable the fully automated viewing, ordering and paying for products by customers. The logistics related to the shop are also frequently automated to a certain degree.This makes operating online shops very cost-effective.Online shops are nevertheless typified by a multitude of small sales transactions, so a significant portion of the benefits of automation is lost in saving accounting information. Sales can alternatively be entered as a lump sum, which requires manual work and reduces the accuracy of sales and financial tracking.For the resolution of these issues, an online shop interface has been built into Procountor financial administration software. The interface automates the accounting related to operating an online shop.
Vilkas Group Ltd ePages
The ePages on system of Vilkas Group Ltd is a versatile electronic sales system that enables modern electronic commerce via the internet.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
Evolution Solutions
Evolution Solutions delivers modern, easily managed and affordable online shop solutions with the ”turnkey” principle.Our online shop solution is based on an internationally acknowledged online shop application used by large and small companies around the world.We always tailor the online shop software according to your needs.
Additional information is available at: http://www.evolutionsolutions.fi
MyCashFlow
MyCashFlow is a modern software product developed by Pulse247 Ltd for online traders.The software includes all key features required for modern online trading.It is search-engine friendly and includes an e-payment service, warehouse management, and an easy-to-use and clear management tool.
Additional information is available at: http://www.mycashflow.fi
Smilehouse Workspace
Smilehouse Workspace is a software package for electronic business.The Workspace software enables the creation of product lists and order systems, extranet services for retailers, and online shops.Smilehouse Ltd is a service-oriented software developer that specialises in electronic business solutions for companies. The company’s business concept is to enhance the product, order and customer information management processes of its corporate customers.
Additional information is available at: http://www.smilehouse.fi
Notes regarding the interface’s implementation
The following issues need to be taken into account when implementing any automated interface:
In connection with interface implementation, we can create a testing environment for testing the data transfer interface.It is important to check receipts in the testing environment, paying particular attention to the following questions:The amount of data transferred into the correct fields on Procountor receipts, receipt reference numbers, posting to accounts, dimensioning, the product register, the business partner register, invoice statuses, etc.You should also compare invoices in the testing environment with invoices already sent by your company.You will have access to a partly limited set of Procountor functions in the testing environment.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).