Transfer data from SuperOffice to Visma.net Financials

Owned by Thomas Speekenbrink
Last updated: Dec 22, 2021 by Remco Visser
6 min read

Overview

In this article, we will describe how to set up the connection between SuperOffice and Visma.net Financials to transfer data from SuperOffice to Visma.net Financials.

Intended Audience

This article is intended for persons who are the administrator for SuperOffice or Visma.net Financials.

Prerequisites

The following prerequisites are required before you follow the steps below.

  1. A (demo) subscription of DataBridge. To sign-up, follow this URL: https://my-databridge.infobridgeuniverse.com/Account/SignUp
  2. A SuperOffice CRM login name with administrator rights
  3. A Visma.net Financials account
  4. Make sure there is a SuperOffice selection based on companies/contacts you want to synchronize.
    Depending on your implementation strategy, you can choose for:
  • static selection with one company to be used in combination with the Visma Link button and a trigger behind it. Basically, this selection is just used to provide sensible example data for the DataBridge configuration wizard
  • dynamic selection with all (new) companies that always needs to be imported in Visma.net on a scheduled base.


How to create a SuperOffice selection

  1. Create a new selection in SuperOffice by clicking on +NEW and choose Selection
  2. Give the selection a name e.g.: DB - Template
  3. For field "Selection of:" choose Companies/Contacts
  4. Now create a static of dynamic selection

In case of a static selection to be used that manually updates Visma.net with the Visma Link button

  1. The selection should be Static
  2. Add your own company to this selection.
    This selection helps you to select all available fields from the SuperOffice company and contact entity and will only be used to set up the profile. There is no need to include all companies. This profile will be triggered via an Instand Job by the Visma Link button with the company/contact parameters and only the company/contact given by this parameter will be used.

In case of a dynamic selection that automatically updates Visma.net

  1. The selection should be Dynamic
  2. Built your selection based on your own criteria, we have used Category - Is one of - Customer in this example

    All companies can be updated/inserted with a scheduled DataBridge profile.


Configure DataBridge

  1. Login into DataBridge

    At the moment the option to transfer data between SuperOffice and Visma.net is on request only. Please request this via support@infobridge.com before you continue
  2. Create a new profile with Location set to SuperOffice CRM and the Destination to Visma.net Financials

    Click Next

  3. Configure Profile
    Make a connection to Visma.NET Financials and select your company

    Click Next

  4. Configure Source
    Select the selection you have created in SuperOffice.
    Use the Customize fields input field to select the required fields for your situation. You can select Company and Contact fields.
    (Depending on the situation, other fields could have better formatting, so it’s not strictly this list below)

    Click Next

  5. Transform

    Important

    In case AutoNumber generation is ON for CUSTOMER at Visma (search for CS201010) a special transformation "Write back to source" needs to be added to return the generated number in Visma.net to SuperOffice when creating a new customer.
    For this to function properly, make sure to include the ContactId in the selected SuperOffice fields in the previous step.


    When creating a new customer in Visma.net specific fields like the "Postal Codes" can have input masks with validated regexp, that are not in line with the inserted SuperOffice values. The result is that the import will fail. For example, in the Netherlands, both "1010AA" and also "1010 AA" are commonly used for postal codes. When having a strict input mask in Visma.net you have two options:
    a) Comply in SuperOffice to the Visma input masks.
    b) Empty the input mask in Visma.net. (Search for CS20400S) and

    secondly, you have to make Visma.net aware that this new customer has the Netherlands as a base for the insert by creating a transformation of type "Map List" having a list with SuperOffice country codes mapping to Visma countries for the countries in use. (otherwise Visma.net will take the default country with it's own input mask) 

    Do this for all countries your customers are based in.
     
    Click Save and Next

  6. Configure fields
    Select the ‘Customer’ entity and link the fields

    Note

    in the case Vendors need to be handled as well, this can be done by creating separate profiles for the vendor!



    Be sure that SuperOffice's "Number" is linked to Visma's "Customer: Customer ID" field.
    This way this unique number can be used for Duplicate checking to prevent new inserts of the same company in Visma.


    If you are transferring contacts as well, select the ‘Contact’ entity and link these fields too.


    Click Next

  7. Destination settings: Customize the destination settings if required on step 5 of the DataBridge wizard. Especially take care of the deduplication settings.
    Here you must use at least the Customer ID field (linked in step 6) in the Duplicate Match field, to be sure that you will not get duplicate companies in SuperOffice.

    Click Next

  8. Profile Settings:

    In case of a static selection to be used that manually updates Visma.net with the Visma Link button

    Set the scheduling method to TRIGGERED and enable instant jobs. This is required in order to put the functionality behind a button in SuperOffice. Copy and remember the URL for instant jobs!


    To give you an idea about all the possibilities you have available with triggered jobs please have a look at Trigger your import or export job

    Warning

    This URL is sensitive/secret and should not be placed directly behind a link visible to all SuperOffice employees! Therefore the CRM-script is used to make it invisible to the users.

    The URL in the CRM-script needs to be replaced by the URL you get in this step.

    In case of a dynamic selection that automatically updates Visma.net

    Set the scheduling method to SCHEDULED and choose your schedule time options


  9. Save the profile

In practice

To synchronize a company from SuperOffice to Visma.net is very easy. 
Select the company in SuperOffice which you want to transfer to Visma.net
Now click on the Visma Link button you have created in SuperOffice and the company will be created/updated in Visma.net

OR

based on the scheduled profile all new/updated companies are transferred to Visma.net

Download

The profile we used in this example can also be downloaded here:



You are able to import this profile in your own DataBridge account.
Note: When you import this profile the option Triggered job is turned off. So after you have imported this file, go to the Profile Settings and turn it on, like described in Step 16, and then Save.

How to import a profile?
See this article for all the details: Export and import a profile