This section describes the routines and tables associated with registering vouchers.
Before starting to enter vouchers, you should check through all base tables to make sure they are appropriate to the company for which you are keeping accounts. It is particularly important to edit the account plan to avoid having to change accounts once vouchers have been updated for them. It is also worthwhile entering your major suppliers and the organisational units for which you want to run vouchers. New accounts, customers, suppliers and organisational units can always be added later, but progress will be slow if you do not define some of them before starting voucher entry.
During voucher entry you refer to most of the tables in Visma Business, principally the Associates and General ledger accounts tables. On the basis of the account number (general ledger account number, capital asset account number, customer or supplier number), certain base data is automatically retrieved, such as tax codes, distribution among organisational units, currency codes, due dates and processing rules for reminders and interest calculation. You may have to move the cursor back to each of these fields to change the value in a given voucher.
For customers and suppliers you can also specify a fixed cross-account in the Associates table, for example the sales or purchase account to be used. This account will be suggested when posting vouchers for the customer/supplier.
It is also possible to post fixed entries, e.g. automatic entries. You call up automatic entries during voucher entry, either automatically or using the separate menu item. You can use this, for example, when running the payroll, to calculate and post holiday pay and employer contributions automatically.
All batches and vouchers that have been entered but not yet updated can be accessed easily during voucher entry. Vouchers can be edited and changed as necessary until the batch is updated. When you update a batch the vouchers are entered in the general ledger and d/c ledger. The batch is simultaneously deleted from your voucher entry window, so that you can no longer change the vouchers (unless you have created a permanent batch). Once you have updated the vouchers, you must correct any errors using correction vouchers. During the update, the entries are added to the transaction, balance and open entry tables for the general ledger, capital assets, customers, suppliers and organisational units. A number of automated transactions are also generated to post VAT and investment tax, and the customer and supplier ledger entries in the general ledger. The rules relating to updates and a more detailed description of the process are included later in this section.
The voucher entry window contains a number of columns and options. To avoid confusion, you should hide all the columns which will not be used, making the window as clear and easy to use as possible. You do this via the View/Hide menu item. This chapter contains a description of all existing fields in the tables that would be appropriate for inclusion in a voucher entry window. If you cannot find all the fields in your window, this might be because some of them have been hidden. You can call up hidden columns by selecting the View/Unhide menu item.
Voucher lines without a batch head
If there are vouchers in the Vouchers table without an associated batch head, and a batch is created using this batch number from other modules in Visma Business, this batch number is created without a value date and the batch is defined as blocked. The batch created is then assigned the next free batch number. This prevents the generation of vouchers leading to SQL errors and processing being interrupted. The reason why there are vouchers in the "Vouchers" table that are not joined to a batch may be, for example, that a voucher has been imported without an associated batch head, or external applications have been created that have deleted the batch head but not the voucher lines.
This takes place using the following routines: