This section describes balance lists.
Balance lists are created by including the balances table for customers, suppliers, the general ledger or capital assets as a subwindow of the Associates or General ledger accounts window. If these windows are not joined, all the balances will be shown in the balances subwindow. Balance lists for capital assets are also described in the Capital assets chapter. Balance lists calculate the period balances for "Currency 2" if one of the Currency 2 fields appears in the balance rows.
Example If you open the General ledger balances table in the General ledger folder as an independent subwindow of the General ledger accounts window, the window can be printed as a general ledger balance list.
The Associates and General ledger accounts subwindows can be in form format with information such as number, name, address, etc. You hide the columns you do not want in the report. A balance (i.e. opening balance, flow and closing balance) can be generated for amounts in the domestic as well as foreign currency in accordance with the currency number defined for the customer, supplier, general ledger account or capital asset. Visma Business can also display balances for quantities and, in the case of customers and suppliers, for turnover/purchases. If you do not want to include all types of balances in the balance list, you can hide the columns you are not interested in from the balances subwindow. For the sake of appearance, the year and period should be hidden in the balances subwindow to prevent them being printed in every line of the report.
At the bottom of the balance list Visma Business shows the total balances for all balance and flow columns. If the customers, suppliers or capital assets are involved with more than one general ledger account, Visma Business splits the total balance into sub-balances for each general ledger account.
If you print the window with the page break level set to 1, Visma Business starts a new page for each customer, supplier, general ledger account or capital asset. Page break level 0 produces a continuous listing. The page break level can be changed in the Home/Print/Page setup dialog box. Here you can also select the list form to be used for the headers and footers.
The related subfolders for the Layout/2 Accounting folder contain pre-defined balance lists for customers, suppliers, the general ledger and capital assets.
Balance list for organisational units
You can easily get balance lists for organisational units by selecting organisational unit classes in the Account statements/Balance lists dialog box without opening the relevant organisational unit table. The dialog box appears when you choose to print or print preview balance lists.
However, if you want to limit the balance list to specific organisational units, you must include the Organisational Units table(s) in the same document window as the General Ledger Accounts, Associates or and the balance table for the organisational units (not the General ledger balances table). You can then select organisational units by organisational unit number, name or any other column, or even a combined multiple selection. You will still see all the balances in the window but a printout will only include balances for the selected general ledger account(s)/organisational unit(s).
Example If you include the General ledger accounts, Department and General ledger balances/Department tables in the same document window (1) department and (2) project, you will produce department reports with one sub-report for each project that the department has participated in.
Example Sub-reports for organisational units:
In addition to project reports and an overall report, you will then get a sub-report for each project official with the total of the projects for which he or she is responsible.
The Account statements/balance lists dialog box
After you have clicked the button to print or print preview a balance list, whether for customers, suppliers, the general ledger, organisational units or capital assets, the Account statements/balance lists dialog box appears. Here you enter parameters for what you want to include in the balance list. You can choose to print several balance lists (and account statements) simultaneously by selecting them in the dialog box for the Home/Navigation/Layout explorer menu item and selecting Print. Then all printouts will use the same parameters.
Common parameters for balance lists and account statements
The following options apply to both reports, and are described in the chapter Account statements:
Balance lists for customers, suppliers
Age distribution
In the case of balance lists for customers and suppliers, you can choose to include columns showing due amounts for up to six user-defined periods as well as amounts which are not due. In the dialog box you can enter up to five values in ascending order, for example 30, 60, 90, 180 and 360. The values indicate the number of days backwards in time from the current date. Together with the previous value (or 0 for the first one), these values delimit their respective columns, for example 0-30 days, 30-60 days, etc. The last age distribution column (in this example the sixth one) will display amounts for items that are older than the specified value, for example Over 360 days.
The balances window must be customised so that it has the correct number of age distribution columns (equal to the number of periods defined plus one column for all entries older than the last period). A column can also be shown containing balances which are not due.
You cannot print age-distributed balance lists for previous periods. Age-distributed balance lists will therefore always show the current status.
Due date or invoice date
You can choose whether Visma Business is to use the due date or the invoice date (the voucher date) as the starting point for the entries for age distribution.
Compare with general ledger (applies to balance lists for customers, suppliers and capital assets)
If you check the option to compare with the general ledger, Visma Business adds lines that show the balance in the general ledger accounts for the customers, suppliers and capital assets respectively, as well as lines that show any differences. When printing a capital assets list, the comparative values for the general ledger are the sum of the general ledger accounts Cap. asset account and Accum. deprec. account no in the Capital asset classes table.
Customer processing
You can use these buttons to choose only to report transactions with client management from 1 to 4. The period balances then retrieve the values in the fields for client funds for the customer and not the total balance. This enables you to run account extracts and balance lists for transactions included in client fund management in the legal solution.