Voucher entry is usually performed by opening the Bunt table or a layout that includes that table. This will include all batches that have not yet been updated.
If you press Ctrl+K or use the menu item, you will call up the dialog box for joining tables, and the item will display vouchers as a default, so all you have to do to join to the Bilag table is to click OK. The vouchers are numbered consecutively in the Vouchers page element. If you are entering invoices or receipts or payments to be matched with invoices or payments already entered, you can also join to the Motreferanse table as a third page element. Here you can see which cross-references you have to match the voucher with, in cases where there is more than one matching entry. The matching entries can be selected directly from a help window containing the open entries relating to the customer or supplier.
Selecting and sorting batches and vouchers
If you only want to display some of the batches or vouchers that you have entered, you can select them on the basis of the values in one or more columns in one or both page elements. You do this via the menu item.
You can also specify how you want to sort batches or vouchers via the menu item. Numbers are sorted before letters.
For normal entry we recommend that you do not use any sorting or selection, as this can cause voucher lines to appear as though they are disappearing or appearing in unexpected positions.
Printing batches and vouchers
When you are in a window with the Bunt table joined to the Vouchers page element, you can print one or more batches. Select the batch(es) to be printed and select the menu item or press the corresponding icon.
To print out a voucher journal, we recommend that you use the Oppdatert bunt table to which updated batches are joined. This table is a copy of the updated batch that you cannot change retrospectively.
Deleting Batches and Vouchers
You can delete one or more batches or vouchers by selecting the row(s) you want to delete. Use the menu item, the Delete key or the corresponding icon to delete the selected batches/vouchers. If you delete batches, you will also delete the associated vouchers.
Only non-updated vouchers are available in the Bilag table, so you can freely change or delete them. If you delete one or more vouchers, there will be a gap in the voucher number series unless you enter new vouchers using the deleted voucher numbers.
Entering batches and vouchers
When you want to enter a new batch of vouchers, the batch is added at the end of the Bunt table. To get to the end of a table, either drag the scroll box in the scroll bar to the right of the window as far down as it will go, or press the Ctrl + down arrow key combination.
You can save, edit or delete vouchers at will until the batch is updated. If you have interrupted voucher entry mid-way through a batch, and you want to resume where you left off, move the cursor to the relevant batch. The vouchers in the batch will then appear in the Bilag table, and you can continue to enter vouchers.
The Bilag table is sorted in the order in which the vouchers were entered in the table, because a consecutive line number forms part of the primary key. You can use the menu item, or the corresponding icon, to add a new row in an appropriate position. The new row is inserted above the currently highlighted row. The voucher number in the new row is set equal to the value in the previous voucher line.
Visma Business is a standard system that meets most requirements of a wide range of different sectors. The Bunt and Bilag tables therefore contain a large number of columns, and it is important that you customise these to meet your needs. The columns which must always be completed should appear first in the page elements, while columns that are not used can be hidden. Columns which you only need to use occasionally (e.g. currency, exchange rate, currency amount, and additional information on customer and supplier entries) can be unhidden when needed or stored in a split page element. You can save a number of different layouts and switch between the layouts.
You can create your own layout for the registration of incoming invoices, outgoing invoices, etc. If you do this it would be a good idea to define default values for fields as voucher series and others as fields that you use each time you register such a voucher.
To simplify voucher entry, you can define which entry rules should apply for each field during voucher entry. You do this via the menu item. Set values for a field can be entered here or you can check the option for Visma Business to repeat values from the preceding line or to suggest values. Alternatively, you can skip the field or specify that the field must be filled in or that changes cannot be made in the field.
If minimum and maximum values are defined in the dialog box, Visma Business displays an error message when you enter values that fall outside this range.
In Design mode, under the menu item, you can check the option for the cursor not to automatically go through split windows or joined windows. This means you avoid going into the Motreferanse table, for example.
If you want to copy the contents of the corresponding field in the previous row, select the menu item under Design mode or type / in the field (not in the edit line, which interprets the / character as part of the field value). If you select the menu item or type + in a field (not in the edit line, which interprets the + character as a part of the field value), Visma Business suggests a value for the field. If the system does not have a logical value to suggest, the command has the same effect as the Repeat value command. You can also cut and paste as in any other Windows program, for example to copy an entire batch to a new batch number. In this case, remember to change the voucher numbers in the copied batch before updating.