This section describes Account statements.
Account statements for customers, suppliers, general ledger and capital assets are generated by joining the relevant Transactions tables with the Associates, General ledger accounts or Capital assets tables. Account statements for capital assets are also described in the chapter entitled Capital assets. Account statements calculate the period balances for "Currency 2" if one of the Currency 2 fields appears in the transaction rows.
Example If you join the Kundetransaksjon table in the Customer ledger folder to the Associates window via the Customer no. field, you get an account statement for customers when you click Print or Print preview. The subwindow displays the transactions for the customer highlighted in the Customers window.
When you print the window, Visma Business will switch to a new page for each customer, supplier, general ledger account or capital asset if you have set the page break level to 1 in the dialog box for the menu item Home/Print/Page setup. If you change this value to 0 you will have a continuous list. The Page setup dialog box can be used to specify the list form to be used for headers and footers.
Break-line totals
If you want to include break-line totals in an account statement, you can sort by year and period, and set the break line to period. This produces break-line totals for the columns which appear in the transactions window, i.e. amount, quantity, total turnover per customer and total purchases per supplier.
Running total
You can use the Running total field when printing account statements. This field contains the same value as the Amount posted in domestic currency field.
Running total in curr.
With account statements, you can produce a Running total in a selected currency for a general ledge account, customer account or supplier account. You do this by bringing up the Running total in curr. field. The field is calculated in the same way as Running total, but with the Amount in currency field as a basis.
The Account statements/balance lists dialog box
After choosing the icon to print or preview an account statement, either for customers, suppliers, general ledger or capital assets, the Account statement/balance lists dialog box is displayed. Here you enter the parameters for what you want to include in the account statement. You can choose to print several account statements (and balance lists) simultaneously by selecting them in the dialog box and selecting Print. Then all printouts will use the same parameters.
When the layout is saved, Visma Business remembers the choices that were last made in the dialog box, with the exception of the period intervals and the exchange rates.
You can also choose whether you want to print the balance per period for a selected time interval or whether only the interval's OB/CB should be printed.
Period interval
In the Periodeintervall standard table you enter the default values for the from and to years and the period for which you want an account statement (balance list). Visma Business retrieves these values in the fields for period intervals in the print dialog box for account statements/balance lists.
In the period interval fields you can also enter relational values for the current accounting period.
Example
Realised from year: Realised from period: Realised to year: Realised to period: Comparison 1 from year: 0 Comparison 1 from period: -1 Comparison 1 to year: 0 Comparison 1 to period -1
Using these default values the current year and previous period are selected for accounting reports in accordance with the realised year and period you select in the Print dialog box.
Report name/Do not print to printer
Accounting reports are always created as PDF files if you enter a file name in the "Report name" field. Visma Business places the PDF files in the directory that you specified in the PDF sti field in the Bedriftsopplysninger table. Deselect the "Do not print to printer" field if you also want the report to be printed to a printer.
Organisational units
Read balances at once
If you check the option to read balances at once, Visma Business retrieves balances for all the customers, suppliers, general ledger accounts or capital assets collectively. This is normally quicker than retrieving the customers' balances individually, except when you have limited the report to a few customers.
Use the +/- button to select the organisational unit classes for which you want interim reports to be produced. Organisational unit classes that are not processed are shown in brackets. Visma Business suggests producing sub-reports for organisational unit classes for which subwindows have been included in the document window. You can use the Up and Down buttons to change the order of the organisational unit classes.
If you want to make a selection or change the sort order (possibly with break-line totals) in the organisational unit class(es) for which you want an account statement, you must include the organisational unit table(s) as a subwindow of the Associates or General ledger accounts window. You can select an organisational unit number, name or any other column, or even make several selections in combination. You can limit the selection further by selecting the organisational units you want to include. You can also change the sort order or sort with break lines and/or totals in one or more columns. You will still see all the transactions in the window but a printout will only include transactions for the selected organisational unit(s).
Example If you choose an account statement for 1. Department, 2. Project, an account statement is generated for a single department, with sub-reports for each project in which the department is involved. If the order of the organisational unit classes is reversed, an account statement is generated for a single project, with sub-reports for each department involved in the project.
The number and name of the organisational units are printed together with the period limitation on the form where the @Parameter macro is located.
Processing account statements
Include balances on account statements
If you select Include balances on account statements, Visma Business inserts balance lines into the account statements before the first transaction of each new period and after the last period. The transactions are initially sorted by year and period and, within each period, by the other sort columns defined in the layout. The balance for the period is shown in the Posted amount column. The balance is also shown in foreign currency if this column is visible in the transactions subwindow.
Show net instead of total for credit/debit
You can choose whether the debit/credit columns are to show net values instead of credit and debit totals.
Customer processing
If you have selected one or more client responsibilities, this produces a balance list with ledgers containing OB, Motion and/or CB. The fields for OB, Motion and/or CB form the basis for excluding rows and being compared with the general ledger. The accounts are retrieved in the same way as the customer ledger, but client funds in the account are used from the Associates, Account no. series and Form data tables. If you have not selected client responsibility you produce a standard balance list.
Reporting currency
When printing accounting reports in foreign currency, Visma Business suggests an exchange rate from the Valutakurs table. If this is blank, Visma Business retrieves values from the Valuta table. Here the exchange rate that is closest to the last date entered in the to period for the period interval in the dialog box is automatically selected. In the dialog box you can select the currency in which you want the report to be presented:
If you have not entered the reporting currency in the fields for EURO and Group currency in the Bedriftsopplysninger table, these buttons are not available in the dialog box. If reporting currency 4 (other currency) is selected, you copy the currency you want to use from a combo box, using number and name from the Valuta table. If you select reporting currency 1 - 3, the combo box will be greyed out. The combo box then shows the number and name of the relevant currency in accordance with the corresponding field in the Bedriftsopplysninger table. If you have selected Other currency when saving the setup, that is the currency that will be suggested.
PL exchange rate/balance sheet exchange rate
In the PL exchange rate and Balance sheet exchange rate fields you enter the exchange rates to be used for the profit and loss accounts and the balance sheet accounts. Visma Business suggests exchange rates from the Valuta table in accordance with the reporting currency you have selected.
The PL exchange rate is used to convert amounts in profit and loss accounts in account statements (and balance lists) for the general ledger (and profit and loss reports and balance sheet reports).
The balance sheet exchange rate is used in balance sheet accounts in the same reports, and in account statements (and balance lists) for customers, suppliers and capital assets.
Accounts/Account interval
Skip accounts without OB/Flow/CB
You can check whether you want to exclude accounts without an opening balance, flow and/or a closing balance. If you check the Flow field the printout only covers accounts for which there are updated vouchers in the specified period.
The text box for general ledger accounts is explained in the chapter entitled PL Balance sheet columns.