Accounting document processings

The following processings are available from the Accounting document table.

Attach documents

This processing is used to upload documents and connect them to your transaction.

You add documents from My files. You can also add the files directly into the Attach documents dialog by using drag and drop. The documents are added to the records with the same voucher number. You can also split, merge or delete documents. Different parameters can be selected depending on from which table you execute the processing. You can also view your files from this dialog.

Starting the processing

  1. Select the Accounting document rows you want to process.
  2. In the Processing menu, select Attach documents.
  3. Select the My files tab in the dialog.
  4. If needed, upload your file using drag and drop.
  5. Select the document, click Attach and finish by clicking Done.

Download incoming document

This processing is used to download documents from AutoInvoice.

Prerequisites

  • An active integration with AutoInvoice
  • Receival of document type enabled in AutoInvoice

Starting the processing

  1. Select the Accounting document table.
  2. In the Processing menu, select Download incoming document.

Documents ready for download from AutoInvoice are added to the Accounting document table for further processing. Attachments are saved in the Accounting document attachment table.

If a document ID already exists in the Accounting document table, this document won't be downloaded.

Find or create supplier

This processing finds or creates a new supplier based on information found from the invoice.

The Find or create supplier processing attempts to match Organisation no. from the Accounting document table with the corresponding value in the Associate table, and if match is not found, available data in the XML file is used to create a supplier in the Associate table. When creating a new supplier, the Sup. no. will be set based on Default supplier no. series in the Company information table, or if set, the Supplier no. series set on the supplier defined in Default supplier template no. in the Company information table.

Note:
When downloading invoices, Find or create supplier will be run automatically, unless you have selected Do not create suppliers automatically in the Workflow processing field.

See also: Creating suppliers from an incoming invoice

Prerequisites

The following settings are required in order to find or create suppliers:
Field Setting
Document type 1 - Invoice or 7 - Credit note
Origin 1 - AutoInvoice
Sup. no. Not set
Status 0 or 8

Starting the processing

  1. Select the Accounting document table.
  2. In the Processing menu, select Find or create supplier.

The selected or created Sup. no. is set and saved in the Accounting document table, and the invoice is ready for processing.

Nothing to process

This processing is used to change the status of the selected documents to Nothing to process.

You can run this processing when the selected document isn't meant to result in posting of vouchers.

Prerequisites

The Status field of the document has to be empty.

Starting the processing

  1. Select the Accounting document rows you want to process.
  2. In the Processing menu, select Nothing to process.

The status of the document is set to Nothing to process and this will also be displayed in the Nothing to process field in the Accounting document table. The row is now exempt from handling when running the Process document processing.

Process document

This processing sends documents to further processing. The actions depend on the document origin and content of the document.

Prerequisites

The following fields need to be filled in the Company information table, depending on the document to be processed.
Document type Field Comment
Invoice Incoming invoice series
Expense claim Expense voucher series
All other document types Miscellaneous series Alternatively, a valid Voucher series no. can be set on the selected row in Accounting document table.

Processing other document types

When processing other document types, an empty voucher will be created with Voucher date copied from Doc. date on the incoming document. If no date has been set, today's date will be used. If the origin of the document is 3 - Document center, the Visma ID will be copied to the voucher.

Negative invoice amount

When running the processing for a document of type 1 - Invoice or 7 - Credit note, a check on the invoice amount is done. If the value starts with a negative sign, the handling of the document type is reversed. This means that an invoice with a negative amount will be handled as a credit note, while a credit note with negative amount will be handled as an invoice.

Automation of accounting rules

For incoming invoices from AutoInvoice, of document type 1 - Invoice, accounting rules are applied automatically when the incoming document is processed. This doesn't apply for 7 - Credit note, but they may still be applied using the Propose from rules processing.

Starting the processing

  1. Select the Accounting document rows you want to process.
  2. In the Processing menu, select Process document.

See also: Handling rounding differences on supplier invoices

Resend voucher number

This processing is used to resend the voucher number again to origin.

With every voucher update, the voucher number is sent back to origin for better traceability. In case of correction vouchers or technical connection errors there is also a possibility to resend the voucher number to origin manually from a provided voucher listing. The Resend voucher number processing will always override the previous voucher number regardless if the voucher number has been sent before or not.

Starting the processing

  1. Select the Accounting document rows you want to process.
  2. In the Processing menu, select Resend voucher number.

Update bank information

This processing updates the supplier's bank information from the invoice.

The Update bank information processing can be used when the Find or create supplier processing is run, and it finds that the content of the invoice XML is different than what is set on the matched Sup. no.. When running this processing, the contents of the supplier will be updated automatically,including the following fields, depending on the type of account:

  • Bank account
  • IBAN
  • Postal giro
  • Swift code
  • Bank branch
  • Giro type

Prerequisites

The following settings are required in order to update the bank information:
Field Setting
Sup. no. Set
Status 128 (Bank information difference)

Starting the processing

  1. Select the Accounting document table.
  2. In the Processing menu, select Update bank information.

The supplier is updated, and Status is changed to 256 - Bank information updated.