Fennoa integration

If you use Fennoa for financial management, you can transfer sales invoices drawn up in BrewOS to Fennoa. BrewOS exports the invoice to Fennoa as an invoice draft: the invoice number, voucher and sending to the customer only happen when the invoice is approved in Fennoa. Credits and the recording of payments are also done in Fennoa, and BrewOS then has neither an Approve nor a Credit button. BrewOS fetches the invoices' payment details from Fennoa automatically, see Payments. See the comparison in the Invoicing guide.

Note that Fennoa charges a monthly fee for the API user according to its own price list.

Getting started

1. Ask the main user of your Fennoa account – usually your accounting firm – to create an API user under Käyttäjät → Luo uusi API-käyttäjä (Users → Create new API user). Fennoa recommends creating the user at the start of the month.
2. The API user needs at least Myynti (Sales) rights. If you want BrewOS to also update the e-invoice addresses of customers already in Fennoa, the user also needs the right to edit customer details; otherwise changed addresses must be corrected in Fennoa by hand.
3. In BrewOS, open Settings > Invoicing and choose Fennoa settings at the bottom of the page (requires the owner role).
4. Copy the API user's username and key into the fields API user and API key.
5. Press Save changes and enable Fennoa. Saving immediately makes Fennoa the account's invoicing system and replaces any previous system.

Customer numbers. BrewOS creates customers in Fennoa with a customer number of the form BOS123, where the number is the customer's BrewOS ID. If the same customers are already in Fennoa with the accounting firm's own numbers, agree on this before getting started – otherwise duplicate customer cards are created for them in Fennoa.

Invoice numbering

Once the credentials have been saved, the Fennoa settings page shows an Invoice numbering section: Highest invoice number used in BrewOS and Highest invoice number used in Fennoa. Fennoa's number series does not know about the numbers already used in BrewOS.

If the page says The number series overlap, the number assigned by Fennoa may hit a number already used in BrewOS. The invoice then transfers to Fennoa normally, but it cannot be approved in BrewOS. Ask your accounting firm to move Fennoa's invoice number series to start from the number suggested on the page or higher.

Transferring an invoice to Fennoa

1. Create the invoice in BrewOS and finalise the draft, see Invoicing.
2. Press Transfer to Fennoa on the invoice's page.
3. BrewOS transfers the invoice immediately. A successful transfer shows the message Invoice transferred to Fennoa as a draft, and the invoice's status is Sent to accounting. The invoice can no longer be edited in BrewOS.
4. Check and approve the invoice in Fennoa.
5. Once Fennoa has given the invoice a number, BrewOS fetches it, approves the invoice on its own side and sets it to the status Sent to customer. BrewOS checks the situation every few minutes.

During the transfer, BrewOS passes the customer's e-invoice address and operator ID to the Fennoa customer card and sets the invoice's delivery method to e-invoice. If the customer's address or operator is missing in BrewOS, the customer is left on Fennoa's default delivery method (paper invoice).

Fennoa accepts only one VAT exemption ground per invoice. An invoice that has both intra-Community EU sales and exports outside the EU cannot be transferred.

Fetching payment details

BrewOS fetches the status and payments of the invoices transferred to Fennoa with the API user's credentials and records the payments on the invoices as payments, see Payments. If Fennoa does not allow the fetch, a notice is shown on the BrewOS home page, on the invoicing > Payments tab and in the customer's invoice list. Then check the API user's ID and key, and that the user has Myynti (Sales) rights in Fennoa.

Error situations

• If the transfer fails, the invoice's page shows the message Error sending to Fennoa: and the cause of the error. The invoice remains in BrewOS as an editable draft; fix the error and press Transfer to Fennoa again.
• If Fennoa reports that delivering the invoice to the customer failed, the invoice's status becomes Error: Transferring the invoice to accounting failed. and Fennoa's error message is shown below the invoice. Fix the situation in Fennoa.
• The button Return from send queue returns an invoice transferred to Fennoa to an editable draft. BrewOS first checks with Fennoa whether the invoice is still there: if it is, BrewOS refuses, so that a second copy of the invoice is not created in Fennoa. If you want to correct or cancel an invoice already transferred, first delete the invoice draft from Fennoa and then press Return from send queue.
• An invoice transferred to Fennoa cannot be cancelled in BrewOS, so the Cancel button is no longer shown: cancelling in BrewOS would not remove the invoice from Fennoa.