OneStop Reporting Light for Visma Business

OneStop Reporting Light is our free-of-charge reporting solution for Visma Business. This version of OneStop Reporting is available as part of the Visma Business license.

We offer a set of reports for your basic reporting needs.

 

Get started with OneStop Reporting Light

There are three main ways to get started with OneStop Reporting Light:

 


NOTE: OneStop Reporting Light users must be Users (and not just in the Employee table) in Visma Business with the same email address as in OneStop Reporting. The user must also have a license and access to at least one module in Visma Business.


 

From Visma Business 15.10 installer

When you install Visma Business version 15.10, you get the option to install OneStop Reporting Light.

  1. In the installer, select the third option, “I want to start using OneStop Reporting and register a new customer“.
    NOTE: If you already have OneStop Reporting, you must select “I have already set up OneStop Reporting” even if this is not set up for this particular client.
  2. Fill in name and email address.

You will receive an email inviting you to the OneStop Reporting portal.

You are now ready to add users and get and run reports in OneStop Reporting.

 

From the registration page: For customers on lower versions of Visma Business

If you have a lower version of Visma Business than 15.10, you can do the following to get started with OneStop Reporting Light:

Go to https://signup.onestopreporting.com/light and fill in the required information.

Then you need to install Cloud Agent and establish a data connection to Visma Business. The steps are described below: Data connection and Cloud Agent.

 

From the full version solution

For customers who already have the full version of OneStop Reporting, you can create new Light tenants in your administration.

  1. Open Administration.
  2. Click New Light tenant in the upper right corner.

Data connection and Cloud Agent

Install OneStop Reporting Cloud Agent

Customers who have not set up OneStop Reporting via Business 15.10 installer must install OneStop Reporting Cloud Agent on their server and set up a connection as described in the steps below.

 

Technical requirements

Minimum:

  • 64-bit version of Windows Server 2012 R2 (or later)

Recommended:

  • 4 core CPU
  • 4 GB memory
  • SSD storage
  • 64-bit version of Windows Server 2012 R2 (or later)

Report Designer:

  • Windows 10 (32-bit or 64-bit) or Windows Server 2012
  • Microsoft Office Excel 2013 (32- or 64-bit)
  • .NET Framework 4.7.2
  • CPU: Dual core or better
  • RAM: 4 GB

 

Before installation

Usually, an administrator installs and configures the Cloud Agent, as it may require special knowledge of the local servers as well as of your ERP system. Here are some things to consider before installing your agent:

  • If you install on a laptop and your laptop is turned off, not connected to the Internet, or asleep, the Cloud Agent does not work and OneStop Reporting cannot retrieve data.
  • If your computer is connected to a wireless network, the gateway may run slower.

 

1. Download the installation file and run

There are two ways to download the installation file:

  1. In the OneStop Reporting portal, go to Data connection, click New and download the installation file.

OR

b. Dowload the installation file from here.

  1. Run the .exe-file.
  2. Select the file path where you want to install the agent. NOTE: The closer the Cloud Agent is to the server, the faster the connection. It is recommended to install the Cloud Agent on a machine that can be left running at all times.
  3. Click Install.

The Cloud Agent Administration screen opens in your browser (http: // localhost: 5002 /). From here you can add a data source and pair it with a connection in the portal.

 

2. Add data source

  1. In Cloud Agent Administration click Add data source.

NOTE: If you are using a proxy server, click the Settings button to access the proxy server settings.

NOTE: You can access the Cloud Agent Administration at any time to add data sources, from http: // localhost: 5002.

Under Database access, enter connection details to the ERP system database.

2. In the Server name field, enter the name of the SQL-server.
3. In the Database field, enter the name of the database for the ERP-main database. For example, for Visma Business it will be vbsys.
4. Select SQL Server Authentication or Windows Authentication * under Authentication. If you select SQL Server Authentication, you must fill in credetials.
5. Under File access, in the Add path field, specify the file path for the vouchers (if you are going to use vouchers). You can add more paths by clicking Add.

NOTE: The account running the OneStop Reporting Cloud Agent service must have access to the paths added here. By default, this account is the local system account. You can change the account, see the procedure under “Change OneStop Reporting Cloud Agent Service Account” below for more information.

6. In the Name field, enter a name for this data source.
7. Click Save.

* You can choose whether to configure the connection with an SQL user or Windows authentication:

  • SQL User: If you configure using an SQL user, that user’s access level controls the overall access level for all OneStop Reporting users (read access to run reports, read + write access to budget and write back to the system).
  • Windows authentication: If you use Windows authentication, the account running the Cloud Agent service must have access to the databases on the SQL server. By default, the OneStop Cloud Agent service is configured to run with a local system account. However, this can be changed to another account. See the “Changing OneStop Reporting Cloud Agent Service Account” procedure below for more information.

You will now receive a pairing key that you must use to set up a connection in the OneStop Reporting portal. Copy the pairing key, you will need it when setting up connections in OneStop Reporting.

IMPORTANT: It is important that you copy and keep the pairing key. OneStop Reporting does not have access to this information, as it is your private information.

 

Change OneStop Reporting Cloud Agent Service Account

By default, the OSR Cloud Agent service account is set up to be local. This can be changed if, for example, you need to access documents located on another file server.

  1. Open Control Panel > Administration tools > Services.
  2. Locate the service OneStop Reporting Cloud Agent.
  3. Right-click the service and select Properties.
  4. On the Log On tab, select This account.
  5. Enter account name and password.
  6. Click OK.

NOTE: The account you created here is also the account that needs permission to access the path (s) where the vouchers are stored.

NOTE: The user must have permission to modify the folder: Program Files \ OneStop Reporting \ Cloud Agent \ Agent Configuration.

 

3. Set up connection in OneStop Reporting

The next thing you need to do is set up a connection to your OneStop Reporting data.

NOTE: To access the OneStop Reporting Portal, you must accept the invitation in the email you received from OneStop Reporting.

IMPORTANT: Make sure you are in the correct tenant before setting up a connection. To change tenant;

  • Click your username in the top right corner, hold the mouse over Tenant and click on the tenant. If you have more than one customer (top level), you must select the correct customer from the list to see the underlying tenants.

 

Set up connection (for local ERP-systems)

  1. Open Data connection, and click New.
  2. In the Enter pairing key field, enter the pairing key you received when you installed Cloud Agent.

Do not have the pairing key? If you did not install Cloud Agent yourself, contact the person who installed it for you. NOTE: If you have already created a connection and want to create a new one, you can find and copy the pairing key from an existing connection by clicking on the connection and then on Edit.

3. Click Next.

4. Select company/companies you want to create a connection to, in the Companies list.

5. Click Next.

6. In the Connection name field, enter a name for the connection.
NOTE: You cannot change the connection name later.

7. Click Save and continue.

8. Select the following under Select document provider:

a. None, if you are not going to use vouchers.

b. Click Finish.

OR

    1. The document provider, such as Visma Document Center, if your company uses this service.
    2. Click Next.
    3. In the Document Center Path field, enter the file path where the vouchers are stored. NOTE: Make sure the path matches what you provided when you installed the Cloud Agent.
    4. Click Finish.

 

Add users

On the Users tab for the tenant, you can manage existing users and add new users.

  1. Click the Users tab. Existing users are displayed in the list. NOTE: In the search field, you can search for existing users.
  2. Click the + Add Users button.
  3. In the Enter E-mail Addresses field, type or paste the e-mail addresses separated by spaces, line breaks, commas, or semicolons. You can add up to 50 email addresses at a time.

NOTE: A validation process takes place once you have added your email addresses. If an email address is in the wrong format, it will appear in the Error field on the left. Hover over the information icon to see the cause of the error. If the error is due to invalid email addresses, you must fix the address before proceeding to the next step.
An additional check is also performed to validate that the user exists in Visma Business.

  1. Select Role *:
    • Standard
    • Administrator
  2. Click Create.

 

*Roles

Administrator:

  • Drill down to underlying transactions
  • Full data access
  • Download reports from Get Templates
  • View vouchers
  • Create connections in Dat connections

Standard:

  • Drill down to underlying transactions
  • Download reports from Get Templates
  • View vouchers

 

Mark user as Auditor

It is possible to mark a user as an Auditor. The advantage of this is if, for example, you want to add temporary users and be able to easily identify such users.

NOTE: Marking a user as an auditor does not grant the user permissions or access rights.

Mark a user as an Auditor:

  • In the Add Users dialog box, under Other, turn on the Auditor switch.

 

Search for Auditor

You can easily search for users marked as Auditor:

  • Either at customer or group level, in the search field above the tenant / group tree, enter is: auditor. Users marked as auditors are marked with .

Get started with Reporting

Get report templates

To download new report templates:

  1. Click Reporting.
  2. Click Get Templates. The Get Templates dialog box appears.
  3. Select the report templates you want to install. Tip: Click the question mark on a report template for more information.
  4. Click Install.
  5. Click the Installed tab at the top to view the installed report templates.
  6. Click X when done. The report templates are now available in the list of report templates.

Here you will find an overview of our standard report templates included in OneStop Reporting Light: https://onestopreporting.com/standardrapporter-light/  (Information in Norwegian only.)

The reports can be used as they are with direct connection to Visma Business. If you want to customize the reports or create your own reports, you can upgrade to the full version of OneStop Reporting and get full access to all functionalities.

 

Run reports

To add data to a new report, or update an existing report with new data, you must run the report. To do so:

  1. Open the report template in one of the following ways:
    • Select the report template in the list and click  Open.
    • Click  the report card.

2. Click to select / edit the period for which you want to retrieve data.

3. If you have multiple companies, select Company.

4. Click Run. The report will be updated.

 

Drilldown and voucher viewer

In a run report template in Reporting, do the following:

  1. Right-click in the cell where you want to drill down.
  2. Select the drilldown item from the Choose drilldown menu.
    If a document is linked to the transaction, there will be an attachment link under the Document Link column.
  3. Click on the voucher link to open it.

 

Chart of Accounts

In OneStop Reporting, we have a standard chart of accounts, but you can customize these to your business needs. The changes you make to the chart of accounts are reflected in the reports in OneStop Reporting.

You can customize the chart of accounts at the top, tenant or company level. For example, if you make changes at the tenant level, all companies under this tenant will receive the customized chart of accounts.

Note that you must be a top-level, group, or tenant-level administrator to access the chart of accounts tool, and the levels you have access to change depend on which level you have administrator rights for.

For top and tenant level, the account overview always performs a validation of the accounts against one of your companies. If you want to change the reference company for this validation, you can change it in the Reference company list at the top right.

If you see an “Not mapped accounts” alert in a yellow box, it means you have accounts that are not part of the chart of accounts. We strongly recommend that you resolve issues, but this warning will not prevent you from adjusting your chart of accounts.

To customize the Chart of Accounts;

  1. Open Chart of Accounts.
  2. (If applicable) Select integration if you have access to multiple integrations.
  3. (If applicable) Select country the new chart of accounts will apply for.
  4. Select the level for which you want to change the chart of accounts, such as for a company, all companies in a tenant, or all companies under the top level. NOTE: If you select the top- or tenant level, all companies under that level will get the new chart of accounts.
  5. Click the  Customize switch.
  6. Click Yes to start customizing.
  7. In the Filters column, select the appropriate filters. (See explanation for Filters and Operators below.*) Use the  Add button in the Action column to add more filter criteria.
  8. Use the  Lookup to select accounts. TIP: You can use the Search field to search for accounts.
  9. Click Use value.
  10. Click Save.

Your new chart of accounts is saved and the changes are reflected in your dashboards, reports, and budgets in OneStop Reporting.

 


*Filter and Operator options:

In the first drop-down box, these two options are available:

OptionFunction
WhereWill include all data inside the specified filter.
Where notWill include all data outside the specified filter.

If there are multiple filters in the same group, these options will also be available in the first drop-down box:

OptionFunction
AndWill filter the first condition AND the second condition.
OrWill filter the first condition OR the second condition.
And NotWill filter the first condition AND NOT the second condition.
Or NotWill filter the first condition OR NOT the second condition.

In the second drop-down box, select Account or other account attributes such as Account type, Account description, or External Code.

In the third drop-down box, these filter operators are available:

OptionFunction
Inaccount is In… (the selected parameters)
<>account is Not equal to… (the selected parameters)
<account is Less than… (for numerical values)
>account is Greater than… (for numerical values)
<=account is Less than or equal to… (for numerical values)
>=account is Greater than or equal to… (for numerical values)
Begins withaccount Begins with… (for any phrase contained in the dimension)
Ends withaccount Ends with… (for any phrase contained in the dimension)
Containsaccount Contains… (any part of the phrase contained in the dimension)
LikeOneStop Reporting will retrieve any data using “LIKE …” in SQL.*