Handling automatic entries

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If you want automatic entries associated with particular accounts during voucher entry, you can join one or more automatic entries to the account. You define these in the Automatic entries table.

You select whether you want to expand the entry automatically when posting to the general ledger account, or whether you want to use a manual command to display the automatic entry lines in the Vouchers table. The fact that the automatic entries are expanded means that Visma Business adds voucher lines in the batch according to what you have entered in the Automatic entries table for the general ledger account in question.

Entering automatic entries

You can either open the Automatic entries table in a separate window or join it to the General ledger accounts window as a page element. You can enter one or more accounts by specifying the debit and/or credit account and any VAT code(s). The accounts may be customer, supplier and/or general ledger accounts. The entries may be a fixed amount or a particular proportion of the amount entered for the various vouchers. You can also define how automatic entries are distributed among organisational units, or limit automatic entries to certain combinations of organisational unit classes and account numbers.

Example 1 When posting salaries, it is possible to calculate and post holiday pay and employers' contributions (as a percentage) automatically. You use an employers' contribution of 14.3 %. The following automatic entries are defined in the payroll account, default number 5010:

In the first row of the Automatic entries table, you enter the account number of the allocations for holiday pay account (default account number 5040) in the Debit account field, and the account number for accrued holiday pay (2415) in the Credit account field.

In the Share field, you enter either 10.2 (for holiday pay alone) or 10.2 plus 14.3 % of 10.2 (to include the employers' contribution in respect of holiday pay).

In the second row, you enter the account number for employers' contribution (default account number 5410) in the Debit account field, and the account number for employers' contribution payable (2280) in the Credit account field. You enter 14.3 in the Share field.

When a voucher is posted to account 5010 during voucher entry, both holiday pay and employers' contributions can be calculated automatically on the basis of the information entered. You can see the transactions in the entry screen. The automatic entries have the same voucher type as the voucher line where the account with automatic entries is entered.

Example 2 You can also use automatic entries for posting fixed amounts, for example when paying a subscription, a fixed proportion of which is to be transferred to another account.

The Automatic entries 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. The Home/Edit/Insert menu item, or the corresponding icon, can be used to place a new row in an appropriate position. The new row is inserted above the currently highlighted row.

The following combinations of values produce automatic entries

General ledger account (Example 1)
General ledger account and organisational units (Example 2)
General ledger account and from/to organisational unit (Example 3)
Organisational unit (Example 4)
Organisational unit where debit account and credit account are imported from the voucher line and not from the "Automatic entries" table (Example 5)

Example 1

Voucher with general ledger account "7010". This is what you do:

Open the "Automatic entries" table.
Enter general ledger account "7010" in the "Account no." field.
Enter an account in the "Debit account" and "Credit account" fields.
Enter which share is to go into the "Debit account" and "Credit account" in the "Share" field.
If appropriate, make corresponding entries from items 1 to 4 in a new line with a possible different share, if you want to transfer another share of the voucher to a different account.

Result: When you enter a voucher with general ledger account "7010", the voucher is automatically split into several lines in proportion to the value in the "Share" field when you press "Enter" on the voucher line.

Example 2

Voucher with general ledger account "7010" and department "200" must generate automatic entries. This is what you do:

Open the "Automatic entries" table.
Enter general ledger account "7010" in the "Account no." field.
Enter the value "1. Expand on voucher lines" in the "Auto. entry processing" field.
Enter department "200" in the "R01" field.
Enter an account in the "Debit account" and "Credit account" fields.
Enter which share is to go into the "Debit account" and "Credit account" in the "Share" field.
If appropriate, make corresponding entries from items 1 to 6 in a new line with a possible different share, if you want to transfer another share of the voucher to a different account.

Result: When you enter a voucher with general ledger account "7010" and department "200", the voucher is automatically split into several lines in proportion to the value in the "Share" field when you press "Enter" on the voucher line.

Example 3

Voucher with general ledger account "7010" and department between "200" and "400" must generate automatic entries. This is what you do:

Open the "Automatic entries" table.
Enter general ledger account "7010" in the "Account no." field.
Enter the value "1. Expand on voucher lines" in the "Auto. entry processing" field.
Enter department "200" in the "R01" field and department "400" in the "R1 Aut" field.
Enter an account in the "Debit account" and "Credit account" fields.
Enter which share is to go into the "Debit account" and "Credit account" in the "Share" field.
If appropriate, make corresponding entries from items 1 to 6 in a new line with a possible different share, if you want to transfer another share of the voucher to a different account.

Result: When you enter a voucher with general ledger account "7010" and a department that is between "200" and "400", the voucher is automatically split into several lines in proportion to the value in the "Share" field when you press "Enter" on the voucher line.

Example 4

Voucher with department "200" must generate automatic entries. This is what you do:

Open the "Automatic entries" table.
Enter the value "1. Expand on voucher lines" in the "Auto. entry processing" field.
Enter department "200" in the "R01" field.
Enter an account in the "Debit account" and "Credit account" fields.
Enter which share is to go into the "Debit account" and "Credit account" in the "Share" field.
If appropriate, make corresponding entries from items 1 to 5 in a new line with a possible different share, if you want to transfer another share of the voucher to a different account.

Example 5

Voucher with department "200" and debit account and credit account must be imported from the voucher line and not from the "Automatic entries" table and must generate automatic entries. This is what you do:

Open the "Automatic entries" table.
Enter the value "1. Expand on voucher lines" in the "Auto. entry processing" field.
Enter department "200" in the "R01" field.
Enter which share is to go into the "Debit account" and "Credit account" in the "Share" field.
If appropriate, make corresponding entries from items 1 to 4 in a new line with a possible different share, if you want to transfer another share of the voucher to a different account.

Result: When you enter a voucher with department "200", the voucher is automatically split into several lines in proportion to the value in the "Share" field when you press "Enter" on the voucher line, and debit account/credit account is imported from the voucher line and not from the "Automatic entries" table.

Deleting general ledger accounts

The general ledger account number is not in the primary key in the "Automatic entries" table. When you delete a general ledger account, the rows in the "Automatic entries" table with this account number are not automatically deleted.

Entering vouchers for automatic entries

You can define how the system uses automatic entries during voucher entry for the general ledger account to which the automatic entries are posted. If you want any automatic entries defined for the account to appear automatically during voucher entry, select 1 (Expand on voucher lines) in the Auto. entry processing field. This expands the automatic entries as you fill in the Amount field in the voucher line.

The Vouchers table includes a status field for automatic entries, indicating whether the voucher line is an unexpanded automatic entry definition, an expanded automatic entry definition or an automatic entry line for debit and/or credit account numbers.

Where voucher lines have the status 1 (= unexpanded automatic entry definition), you can display the automatic entry lines during voucher entry by selecting the Processing/Expand automatic entries menu item (or the corresponding icon) when you are in the last column. Visma Business will then call up the automatic entry lines defined in the Automatic entries table, and allocate them status 3 (= automatic entry line). The status of the voucher line is changed from 1 to 2 (= Expanded automatic entry head).

The automatic entry lines can then be edited as normal voucher lines if you want to correct amounts, VAT codes, organisational units, etc.