Relevant error messages

Visma Business rejects invalid values when you enter vouchers, either when you key them in directly or when you paste from the clipboard. Visma Business may also encounter invalid values during voucher updates - for example if you delete an account number, organisational unit or tax code referred to by the vouchers after you entered the vouchers (and before they are updated), or if there is an account reference in the Bedriftsopplysninger table or another table that does not exist.

When the update is completed, Visma Business displays a message in the Statuslinjen indicating the number of transactions containing errors out of the total number of updated transactions. The number of errors also appears in the No. of errors column in the Updates and Updated batches tables. In the Updated vouchers table you can call up the Error message field, which shows which irregularities Visma Business has encountered while the vouchers were being updated. If there are errors, you can call up the Error message field in the Updated vouchers table to view the cause of the error(s). The same field is also available in all transaction and open entry tables. If you do not have a licence for accounts, the system allows you to select Direct updating of batches, even if the batch does not have obligatory values.

Visma Business will deal with different errors during updates differently, depending on the nature of the missing information:

If the value date of a voucher line is invalid, it is replaced with the value date in the batch head (which Visma Business ensured was valid before the update started). Value date will appear in the Error message field. This field is also found in general ledger transactions, customer transactions, supplier transactions and capital asset transactions.
Invalid account numbers are replaced with the posting errors account. This also applies to account references contained in the other tables: Bedriftsopplysninger, Associates, VAT and Investment tax. The Error message field indicates whether the debit or credit account number is invalid. The original account can be located by selecting from the posting error account in the General ledger transactions table. Visma Business aidentifies the transaction on the basis of the voucher journal number and batch number. In the Cross-account no. and Cross-account type fields you can see the account to which the system attempted to post the voucher.
Visma Business disregards payment terms, distribution keys, organisational units, tax codes and taxes which are not contained in the relevant tables. You will be warned that there is an error in the current transactions, and they will be updated without the current reference. The Error message field indicates which reference was invalid, for example department or distribution key.

Correcting updated vouchers

If you find out after the update that a voucher has been posted with an incorrect amount, tax code, account, etc., the voucher must be corrected using a correction voucher.

If you want to reverse several vouchers, you open the Updated vouchers table and use the Copy batch function, where you can choose to swap debit/credit. If you need to reverse a single batch, you can select the same routine as when you are dealing with updated batches. You must then change the voucher numbers manually.

Merk: Make sure that the remaining columns are left in the right order.

You need to take into account several important considerations when entering corrections:

If the voucher to be corrected used a voucher type whose Affect turn./purch. field is enabled, the voucher has been totalled in the turnover/purchases total in the customers' or the suppliers' Balances table. In the Voucher types table supplied with the standard table structure, this field is checked for voucher types 11 to 15 (outgoing invoices/credit notes), and for voucher types 21 to 25 (incoming invoices/credit notes). When correcting vouchers of these types, it is important to use the same voucher type for the correction voucher to make sure that the turnover/purchases remain correct.
If you need to reverse vouchers with tax codes, you must use the same tax code on the correction voucher. This ensures that the tax statement is correct in terms of the tax basis and the taxes calculated. If you need to correct an updated voucher posted in foreign currency, you must also use the same currency number and exchange rate (the rate may have been changed in the Currency table) as on the original voucher.

In other cases, you can use the voucher types Reversed (type 37 in the standard table structure) or Correction/ Correction currency (voucher type 38 or 40 in the standard table structure).