In the dialog box for the Bokføringstilfeller field in the Bedriftsopplysninger table you can select whether voucher lines produced via invoicing and invoices received should have tax codes. You can also select whether the tax amounts should be entered directly against the tax codes.
The advantage of posting via tax codes is that sales and purchasing transactions will contain complete information about the taxes that have been calculated as well as the gross amount (entered amount) and net amount (posted amount).
Direct updating
You define whether there is to be direct updating in these checkboxes:
If you select these checkboxes you will not bring up a dialog box when you are posting. Posting takes place directly without you having the chance to make changes in the dialog box. If you use direct invoicing no reference is made to the selections you make here.
Posting Sales/Hire using tax codes
Voucher lines with the following accounts are split per tax code:
Voucher lines are also split per:
The tax code for invoice fees is retrieved from the Country table under Base data.
NB! The voucher lines are only split per invoice number if you have checked the General ledger transactions per invoice box in the Bedriftsopplysninger table. The voucher lines will then also be given order numbers. NB! If you select the Order head information to d/c ledger check box in the Bedriftsopplysninger table, Visma Business includes the organisational units in the order head in voucher lines for customers and suppliers. The general ledger entries for profit and loss accounts (sales and product costs) are split regardless by organisation units, whether they come from the Order, Products, Tax and accounting information tables or have been overridden in the order lines.
The amounts that are entered in the accounts are inclusive of VAT when using tax codes, otherwise they are exclusive of VAT. Depending on whether the order is net or gross, the amounts are processed as follows:
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Net order |
Gross order |
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With tax code |
Add VAT |
Unchanged amount |
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Without VAT code |
Unchanged amount |
Unchanged amount Deduct VAT |
Tax Code for special tax
Special tax is only given a VAT code if you have selected the Sp. tax VAT obl. field. You can find this field in the “Tax and accounting information” table in the Goods and services folder. If you have selected the check box for special tax to be included in the sales price, but the special tax is not subject to VAT, it is deducted before calculation of VAT on the sales amount.
Posting purchases using tax codes
Voucher lines with the purchase accounts are split per tax code.
Voucher lines are also split per:
NB! The voucher lines are only split per invoice number if you have checked the General ledger transactions per invoice box in the Bedriftsopplysninger table. The Posting dialog box for invoice received now shows the VAT amount per tax code instead of per VAT number.
The amounts are inclusive of VAT when using tax codes, so that Visma Business will add VAT if it is a net order.
NB! If an incoming invoice covers several purchase orders, i.e. several orders to the supplier have been given the same invoice number or have not been given an invoice number, it is a prerequisite that they have the same gross/net check box selection. This is because Visma Business uses the information from the first order.
Posting product purchases
In addition to posting sales you can also post product purchases. Posting takes place at the point of realisation, while product transactions are produced when goods are received.
Requirements
To post a product purchase you must:
Invoice received
When you receive an invoice, complete the order head with details of the invoice number, invoice date and any other information that is included. Then select the Processing/Invoice received menu item in the order head. You will then see a dedicated dialog box with the VAT amounts that Visma Business has calculated for the invoices. You can select whether you want to use these or override them. Click on the OK button to post the product purchase, or on Cancel if you do not want to post the product purchase.
If you want several orders to be included in the same invoice, enter the same invoice number in the orders. The invoice date and other information are taken from the first order for which the invoice number has been used.
NB! If you complete the Remitteres lev.nr field in the order head this will be used in d/c ledger entries when posting invoices received.
Overriding invoice amounts and due dates in the Posting dialog box
When you use the Processing/Invoice received menu item in the order head, you call up the Posting dialog box for purchase orders as shown in the diagram below. Here you can override the invoice number, net invoice amount, VAT amount, various dates, OCR CID code, payment priority and voucher series. Which fields are available depends on which line you have selected in the list box.
When you select a line with supplier number and invoice number in the list box, the due date and invoice amount before VAT are displayed in their own editing fields. You can override these fields.
The difference between the original and the net amount that you might have overridden is posted to the rounding account referred to in the Bedriftsopplysninger table. This is on the condition that you only override net invoice amounts to take into account rounding differences, and not to process discounts, etc. If you override the VAT amount this is posted directly to the relevant VAT account.
Explanation of the fields in the "Posting" dialog box
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Field |
Explanation |
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Cancel |
If you select CANCEL in the Invoice received dialog box, Visma Business does not make any changes and you can go back to make changes to the orders. You can go to the Bedriftsopplysninger table and the Accounting processing field and select the No cancel button in Invoice received dialog box field. Visma Business then removes the CANCEL button in the Invoice received dialog box. NB! We do not recommend that you use this option, as it does not allow you to undo on receipt of invoices. |
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Invoice number |
This field contains the invoice number you entered in the order head before you started the Invoice received menu item. If you have not entered the invoice number, you can do so now. The value in this field is transferred to the voucher line's invoice number and reference. This applies to the selected row if there are several invoices which are approved simultaneously. When several invoices are approved simultaneously, one supplier entry per supplier number/invoice number is created for the accounts. If you receive several orders from a supplier that you want to post in several invoices, you must enter the invoice numbers in the order head before approval. |
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Net amount |
This field contains the net amount of the order(s) by supplier/invoice number. You can make changes, which are added to the supplier entry without VAT. General ledger entries are posted to the rounding account you defined in the Bedriftsopplysninger table. There is no automatic VAT correction if you change the net amount because it may consist of several tax codes. If you want the change to affect VAT, you must change this manually. |
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Value date |
The value date is set as the last invoice date for the approved orders. If you override this field, the new date applies to all the invoices you approve. |
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Invoice date |
This field contains the invoice date you entered in the order head. If you have not entered the invoice date, the current date is suggested by default. The date is transferred to the voucher line's voucher date and you can override it by supplier invoice. The changes you make here do not affect the due date in the dialog box. |
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Due Date |
This field contains the due date from the order head. If you have not entered the due date, the due date is calculated on the basis of the payment terms in the order in relation to the invoice date. This date is transferred to the due date in the voucher line and you can override the date by supplier invoice. |
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Scan |
You can scan a document in connection with invoice receipt and have the link transferred to the Voucher lines table. In the Scan field, you specify the document number which will be transferred to the ledger entry in the Voucher lines table and to the General ledger transactions table. You must put an x in the GL trans. per inv. field in the Bedriftsopplysninger table. |
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CID Code |
You can enter the CID code when approving invoice received and it is then transferred to the voucher line's CID code. |
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Payment priority |
Here you can enter a priority which is transferred to the priority in the voucher line. The field displays the first priority that you have defined in the Texts table, but nothing is written to batches unless you select a priority in the field. Priority is retrieved by date. |
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Voucher series number |
Here you can select a voucher series other than that defined in the Bedriftsopplysninger table. This choice applies per invoice so that you can choose different series when you receive several invoices simultaneously. |
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VAT amount |
Visma Business displays one line per tax code. If an order contains products that lead to different tax codes, as many lines appear as there are tax codes. When you select a line for Tax code, you can override the VAT amount for the respective tax code. If you make corrections in the field, they are posted to the supplier entry as total net amount + changed VAT amount. In the general ledger, they are posted directly to the VAT account for the respective tax code with the changed amount. |
Voucher number
Voucher lines on incoming invoices are each allocated their own voucher number from their own series, as showed in the Varekjøpsserie field in Bedriftsopplysninger table. The same voucher number series also controls the voucher type of the transactions. You can choose to give all voucher lines the same voucher number as the d/c ledger line by selecting the check box in the Main ledg. trans. as invoice filed in the Bedriftsopplysninger table.
NB! You must enter a voucher number series for product purchases if you have not chosen to give the voucher lines the same voucher number as the d/c ledger transaction.
NB! If you have not entered the voucher series for incoming invoices in the Bedriftsopplysninger table you will receive an error message when you call up the Processing/Invoice received menu item. If you have not selected to produce general ledger transactions per invoice you will also receive an error message if the voucher series for product purchases is not defined.
How does posting of product purchases work?
Batch
Visma Business produces a batch of all invoices. The batch is given origin code 9 for Order processing, the order journal number is entered as Original run no. and the Value date is set at the current date.
Common to voucher lines
The voucher lines in the batch are given the voucher number and voucher type from the voucher series for product purchases. The voucher date and value date are set at the invoice date, or the current date if the invoice date is not stated.
The batch contains voucher lines with crediting of payees, usually the suppliers, and debiting of purchase accounts and VAT accounts, and vice versa for credit notes.
Voucher lines per invoice
One voucher line is produced per invoice per currency. Each voucher line contains:
Voucher lines with totals for invoices
Voucher lines for purchases and VAT are totalled per value date and debit/credit in the batch. Purchases are also totalled per combination of organisational units.