Pre-registration of supplier invoices for Swedish companies

For Swedish companies, reporting input VAT occurs in the return period when purchases are recorded in the books or should have been recorded. This means that VAT must be reported upon the receipt of an invoice, which makes it necessary to post it even if the invoice processing is still preliminary.

Consequently, VAT should be calculated based on the details from the preliminary invoice.

The following functional description of pre-registration assumes that the default Swedish company setup is used in Business NXT, where VAT codes are assigned to suppliers in the Associate table, rather than being linked to general ledger accounts

Mandatory settings

The following settings are mandatory for pre-registration.

Table Field Setting
Company information Workflow processing Enable Pre-registration for incoming invoices to activate the pre-registration functionality.
Enable Release payment after invoice is approved to update voucher lines and open supplier items with defined priority after the final booking is approved, allowing the records to be paid.
Incoming document pre-registration series The voucher type defined on this voucher series will be used on the first voucher line on both pre-registration and final booking batch.
Voucher type Priority Set to 8 (For approval) or 9 (Shall not be paid) (as entered in the Text table) for the row linked to the voucher series specified in the Incoming document pre-registration series field in the Company information table. This prevents the open supplier entry to be paid before the final booking is approved.
Set to 1 (Payment prio 1) or 2 (Payment prio 2) (as entered in the Text table) for the row linked to the voucher series specified in the field Incoming invoice series in the Company information table. This is updated to the voucher and open supplier entry after the final booking is approved, allowing the record to be paid.
Associate VAT code sup. Enter the supplier's VAT code, to get VAT posted into accounting when working with pre-registration.
Supplier options Enable Suggest VAT code, to get VAT posted into accounting when working with pre-registration.

Optional settings

You can make additional optional settings under Workflow processing in the Company information table. Make sure to configure both of these steps.

  • Set Assign voucher numbers to When voucher is created. This configuration ensures that voucher numbers are automatically allocated to the voucher lines upon creation, and you don't need to run the Assign voucher numbers processing prior to running the Update supplier transactions processing.
    Note:
    This can lead to gaps in voucher number series if created batches are deleted before being updated.
  • Set Update supplier transactions to When voucher is created. This configuration executes the Update supplier transactions processing, splitting up the batch into a pre-registration batch and a final booking batch and updates the pre-registration batch.

See also: Workflow processing

Pre-registration process

The pre-registration process consists of the following steps:
  1. A batch with origin 42 - Accounting document is created from the processing in the Accounting document table, adding the VAT code and VAT amount on the first voucher line, containing the supplier no. Voucher lines containing cost accounts are created without VAT.
  2. Run the Update supplier transactions processing in the Batch table. The original batch is deleted after creating two new batches:
    • Preliminary booking batch: Contains a single voucher line with the interim account, VAT code, VAT amount and supplier account, and is subsequently updated.
    • Final booking batch: The first voucher line contains a reversed interim account without VAT. Voucher lines containing cost accounts are added without VAT. The batch is flagged as suspended to avoid update before approval.
  3. Approval: The final booking batch is sent for approval and after approval, the suspension flag is removed. The priority on Voucher and Open supplier items are updated to enable payment.
  4. Final update: When updating the final booking batch, cost account lines are booked and the posting on the interim account is nullified.

Reversing pre-registration

In cases where a pre-registration was posted incorrectly, you can use the Reverse pre-registration processing in the Batch table to cancel the updated pre-registration batch and at the same time delete the final booking batch. However, if the invoice has been sent to Visma.net Approval, you must first run processing Cancel approval in the Approval task table.

Sending pre-registration to Approval

Once Pre-registration for incoming invoices has been enabled for a Swedish company, the system checks that the correct batch - the final booking - is sent to Approval. The initial batch can't be sent.

In order to prevent that the initial batch is sent to Approval before the pre-registration process is complete, the following conditions have to be met:

  • A final booking batch must exist.
  • The Origin of the batch is 46.
  • Active approval task no. is 0.
  • The booking was created after successfully completing the Update supplier transactions processing.

Sending pre-registration to Approval automatically

In order to send the pre-registration to Approval automatically, the following setup is recommended:

Paramenter Setting
Send automatically to Approval Enabled
Assign voucher numbers When voucher has been created
Update supplier transactions When voucher is created

This setup makes it possible for the system to:

  1. Create the voucher
  2. Assign voucher number
  3. Run Update supplier transactions
  4. Create the final booking batch
  5. Check that the Origin of the final booking batch is 46
  6. Check that Active approval task no. is 0
  7. Send the final booking batch to Approval

Troubleshooting of automatic sending to Approval

If the system for some reason can't safely send the final booking batch to Approval, the process is stopped. This can happen if:

  • Update supplier transactions hasn't been run.
  • The final booking batch doesn't exist.
  • The batch doesn't have Origin 46.
  • The batch already has an active approval task.
  • The voucher number is missing.
  • The workflow setup doesn't support automatic pre-registration before Approval.

If this happens, the document isn't sent to Approval, no approval task is created for the preliminary or non-split batch, and you can find the reason, for example in status history.

After correcting the issue, you can continue manually, but the validation will still be performed, and sending to Approval will be stopped if the conditions stated above aren't met.