Visma eAccounting accountancy integration

Breww integrates with Visma eAccounting as one of its automated accountancy integrations.

Most of the general setup process (mapping customers, choosing accounts, sync settings and enabling the sync) is the same as for all of Breww's automated accountancy integrations, so please read the main Accountancy guide first. This page covers the Visma-specific options, in particular choosing how your invoices are created in Visma.

Choosing how invoices are created in Visma

Breww can upload your invoices and credit notes to Visma eAccounting in one of two ways. You'll be asked to choose when you first connect the integration, and you can change your choice at any time from the integration's settings (Integrations > Accountancy, then next to Visma eAccounting select Actions > Configuration and open the Settings tab).

Journal vouchers (the default)

Each invoice and credit note is posted to Visma as a journal voucher (bokföringsorder), recording the sale directly against your chosen accounts. In this mode:

• Breww's own invoice and credit note numbers are used in Visma.

• A PDF copy of the invoice or credit note is attached to the voucher.

• For Swedish breweries, Breww supplies the OCR payment reference on the voucher.

Because journal vouchers are accounting entries rather than sales documents, they cannot be sent as e-invoices from Visma.

Sales invoices

Each invoice is created as a real sales invoice in Visma, and each credit note as a credit sales invoice. Because these are proper sales documents, Visma's own e-invoicing (AutoInvoice) can send them, which you'll need if you invoice Swedish public-sector customers, as they must receive e-invoices via the Peppol network.

How this mode works is explained in detail below.

Whichever mode you use, payments sync both ways as normal. Payments recorded in Breww are uploaded to Visma, and payments recorded in Visma against Breww's documents are downloaded back to Breww.

Switching between modes

Changing the setting only affects invoices and credit notes uploaded after the change. Documents that have already been uploaded keep working unchanged, so payments continue to sync against them and their PDF copies remain in place. Nothing is re-uploaded or altered retrospectively, so it's safe to switch modes on an established integration.

How sales invoice mode works

Invoice numbers

Visma assigns its own invoice numbers to sales invoices, so the invoice number in Visma won't match the number in Breww. Breww's invoice or credit note number is stored in the sales invoice's "Our reference" field in Visma, so you can always cross-reference the two documents.

Articles created by Breww

Visma requires every sales invoice row to reference an Article, so Breww automatically creates the Articles it needs: one for each combination of sales account and VAT rate that you actually invoice, named and numbered like BRW3001-SE25 (the account number followed by the Visma VAT rate code).

These Articles are simply posting vehicles that tell Visma which account and VAT rate each row should use. They are not a product catalogue, and you don't need to create or manage them. The details of what was actually sold appear in the text of each invoice row, just as they do on the Breww invoice itself.

Sales accounts and Visma sales categories

In Visma eAccounting, the account and VAT treatment an Article posts to is controlled by its sales category (article account coding), and Visma doesn't allow these to be created via its API. This means each sales account you choose in Breww, including your default sales account and any overrides on products, customer types and so on (see Chart of accounts), must be an account that one of your existing Visma sales categories posts to at the relevant VAT rate.

If no sales category matches, Breww will raise a sync message naming the exact account and VAT rate combination, and listing the accounts your existing sales categories would support at that rate. To resolve it, either:

1. Change the sales account in Breww to one of the listed accounts, or

2. Create or adjust a sales category in Visma so that it posts to your chosen account at that VAT rate.

Then retry the upload from the sync messages screen (see Upload issues).

PDF copies

A PDF copy of each invoice and credit note is attached to the sales invoice itself in Visma, rather than to a voucher.

OCR payment references

The Swedish OCR payment reference on a sales invoice is generated by Visma, according to your invoice settings in Visma. This is unlike voucher mode, where Breww supplies it.

Cost centres

If you use tracking categories in Breww, they are carried onto each sales invoice row as Visma cost centres, just as they are onto journal voucher rows.