Associate processings

The following processings are available for the Associate table.

Calculate client interest

This processing is used to suggest client interest on transactions for selected customers.

You can produce a batch of client interest vouchers, for one or several customers simultaneously.

You will receive an error message if the Company information table does not:

  • Include a reference to a general ledger account number in the Client interest account field
  • Include a reference to a voucher series in the Client interest series field
  • Specify a Posting errors account

Calculate client interest on Associate rows are not calculated where the following has not been completed:

  • Cust. no.
  • Interest rate group

The processing also takes the following into account:

  • If you have selected No interest in the Customer options field in the Associate table.
  • If you have posted customer transactions with Client fund management.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Calculate client interest.
  3. Make settings in the dialog.
    Option Description
    To date The date specifies how far ahead in time the client interest amounts are tobe calculated. The current date is suggested.
    Case no. You can restrict processing to the given case number.
  4. Click OK.

Results

This processing updates the following fields in the Open customer entry and Customer transaction tables:

  • Client interest proposal from date
  • Client interest proposal to date
  • Client interest proposal amount
  • Client interest proposal amount in EURO
  • Client interest proposal amount in currency

Interest is calculated on the basis of the client responsibility 1, 2 and 3 fields for the current period. For each client (customer), Business NXT goes through transactions with the value 2, 3 or 4 in the Client processing field. It accumulates the interest for each client (customer) for client responsibility 1, 2 and 3 and for the organisational unit that you have defined in the Company information table in the Case organisational units field. A transaction is included in the basis if the date in the Voucher date field or Client interest to date is less than the To date in the dialog. The Client interest to date field will only show a value if you have already calculated client interest on the transaction.

The Interest days field in the Company information table specifies the number of interest days per year. The program divides by this number and multiplies by the actual number of days the bases is valid for.

Interest rates

  1. The Calculate client interest is limited to rows in the Interest rate table for:
    • The current interest type (client funds 1-3 or all client funds)
    • The current interest group, or where the interest group has not been completed
  2. The date ranges are split into several shorter date ranges if there are several From dates in the interest rate rows that fall within the current period. If the processing does not find an interest rate in the Interest rate table for a date interval for a transaction, the interest suggestion will not be exported for the transaction.
  3. For each date range, Business NXT selects the interest rate from the last of the interest rate rows sorted in ascending order by From date, Minimum amount and Interest rate, where the From date field is earlier or identical to the start of the date range and where the Minimum amount field is less than or equal to the current amount. The value you enter in the Minimum amount field in the Interest rate table is not checked against the interest amount obtained when you calculate the transactions. If you have entered a value in the Minimum amount field, this value determines whether interest will be included in the calculation, as calculated interest may be less than the minimum amount.

The Interest type field is taken into account in the Interest rate table. It must contain a value between 2 and 5 to be taken into account in client interest processing. Rows with interest type2 - Client responsibility 1 - 4 - Client responsibility 3 are calculated using the highest interest rate. Rows with interest type 5 - Client interest, all client responsibilities, are calculated using the lowest interest rate.

Change Customer no./Supplier no.

This processing changes customer number or supplier number on all rows where the New customer no. or New supplier no. field is filled in.

Note:
This is a resource-intensive processing that will impact performance, especially if you’re using common tables. For best results, only process a limited number of rows at a time. Ideally, pick a time outside of business hours to not disturb others, and make sure to monitor the results carefully.

You can use this processing is used when you want to

  • change the number of a customer or supplier
  • combine several customer or supplier numbers into one number
  • change customer or supplier numbers to each other's values

After running the processing to change supplier number, you also need to regenerate supplier balances.

Changing the number of a customer or supplier

Starting the processing

  1. Enter the new customer number in the New customer no. field or the new supplier number in the New supplier no. field for the associates for which you want to change the number.
  2. Select the Associate rows with a value in New customer no. or New supplier no..
  3. Run the Change Customer no./Supplier no. processing.

All foreign keys in all tables that contain customer or supplier numbers are updated so the transactions will be moved to the New customer no. / New supplier no..

If common tables are used, the user needs access to all the companies defined in the common table in relation with the company they do the update in.

Combining several customer/supplier numbers into one number

You can also combine several customer/supplier numbers into one number.

Starting the processing

  1. Create a new customer or supplier.
  2. Enter the new customer or supplier number in the New customer no. or New customer no. field for the customers or suppliers that you wish to combine.
  3. Select the Associate rows with customers or suppliers that you wish to combine.

  4. Run the Change Customer no./Supplier no. processing.

The Cust. no., Sup. no., New customer no. and New customer no. fields are cleared for the customers or suppliers that you have combined.

Changing customer or supplier numbers to each other's values

You can swap customer and supplier numbers.

Note:
To avoid losing required references for electronic invoicing, values in EAN loc. code are moved when running the Change Customer no./Supplier no. processing. As more than one row may be moved, the following rules are used:
  1. If one of the records that is being moved has EAN loc. code, the first one of these is moved to the new record.
  2. If EAN loc. code is not found on any of the records moved, the EAN loc. code value on the new record is kept.
Starting the processing
  1. Enter the new customer number in the New customer no. field or the new supplier number in the New customer no. field for the associates for which you want to change the number.
  2. Select the Associate rows you want to process.
  3. In the Processing menu, select Change Customer no./Supplier no..

Check for AutoInvoice entry

This processing checks if the customer exists in the AutoInvoice address list and updates the document delivery method.

It is used when you want to identify receivers of electronic invoices (including interest notes), purchase orders or order confirmations, and automatically sets AutoInvoice as Document delivery method 1 for the document types found. This is done by checking the AutoInvoice address list for companies that are able to receive electronic documents.

The following search criteria are used:

  • Organisation no.
  • EAN loc. code
  • Country no.
Note:
If Organisation no. is not set, the associate will not be searched for, even if it has EAN loc. code set. If no selected associate qualifies, the processing will stop without updating Document delivery method 1 or Document delivery method 2.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Check for AutoInvoice entry.
Note:
This function replaces delivery method per document type, but does not add to existing settings. For example, if the delivery method for invoices is set to E-mail, this selection will be replaced by AutoInvoice.

Electronic invoices for consumers (Norway)

Receival of electronic invoices for consumers is supported for Norwegian customers.

For the Check for AutoInvoice entry processing to identify a customer as a consumer, one of the following settings in the Associate table is required:

  • Private person is selected for Customer options
  • The AutoInvoice operator no. is identified as used for B2C (Business to consumer) invoicing

If one of the requirements is met, the customer registration is checked in AutoInvoice, using two or more of the following fields for lookup:

  • Mobile phone or Phone
  • AutoInvoice e-mail address or E-mail address
  • Name (only used if the number of values found isn’t sufficient)
  • Post code
  • Postal area
  • Cust. no.

If receival of electronic invoices is supported, the Document delivery method 1 for invoice will be replaced by AutoInvoice and Direct deb. status will be updated, depending on the result of the lookup. The value set in Direct deb. status will not influence what is sent fromBusiness NXT in any way, it only serves as information regarding the intended method of consumer invoice delivery through AutoInvoice.

Delete customer/supplier data

This processing is used to transfer customer or supplier transactions to a generic customer or supplier number and delete orders and related documents.

You use the processing when you want to delete a customer or supplier, including the belonging data.

Note:
Only a user with System supervisor permissions can run this processing.

Since the database needs to be in a consistent state, certain transactions can’t be deleted. The processing will anonymise data by replacing the customer or supplier number and text fields.

Preparation

In the Company information table, enter the Data retention period (minimum 5 years) and the Customer no. for anonymisation or Supplier no. for anonymisation.

The data is validated before deletion. All data must be older than what is required by the data retention period - a minimum of 5 years. The validation is based on the accounting year, and deletion will only be possible if there are no transactions for the entire accounting years within the data retention period.

The data can only be deleted if the customer or supplier balance is 0 and when there are no future appointments and/or budget lines connected to the customer or supplier.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Delete customer/supplier data.
  3. Make settings in the dialog.
Option Description
Data retention period Deletes only data older than the number of years set in this field. By default, the number is fetched from the Company information table.
Customer no. for anonymisation Customer number on transactions will be replaced with this number. By default, the number is fetched from the Company information table.
Supplier no. for anonymisation Supplier number on transactions will be replaced with this number. By default, the number is fetched from the Company information table.

The following updates are made when the processing is run:

  • Orders, order documents, customer documents and appointments are deleted.
  • External files for order document copies are deleted.
  • External files referenced from the Document table, for example Word documents, are deleted.
  • Customer numbers and supplier numbers are replaced by the numbers you entered, in all tables that contain Cust. no./Sup. no. fields.
  • Text and additional text on vouchers and accounting transactions are replaced with standard texts.
  • The Associate record is deleted.

After running the processing, you need to regenerate customer/supplier balances.

Delete interest proposal

This processing is used to delete interest proposal on transactions on selected customers.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Delete interest proposal.
  3. In the dialog, the number of selected clients for which you want to delete interest proposals is displayed. Click Yes, No or Cancel to indicate how you want to proceed.

Exempt from reminder

You can exempt reminders of invoices for selected customers using this processing.

Marks all open entries for the selected customer(s) to be excluded from the next reminder run. If you want to run this processing for multiple customers you need to actively select these.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Exempt from reminder.

Open entries for the selected customer(s) with Reminder suggestion status = 1 - Reminder next time, will be set to 2 - No reminder next time in both the Open customer entry and the Customer transaction table.

Post interest proposal

This processing is used to post interest from selected customers.

This processing performs the following tasks:

  • Updates the Client interest from date field if the field is empty.
  • Updates the Client interest to date field to show the new value.
  • The Client interest amount field is added to the old value plus the value in the Client interest proposal amount field.

The Min. amount client interest field in the Company information table is taken into consideration. The sum of all transactions for the client forms the basis of determining whether the entry will be created.

Prerequisites

The Client interest account and Client interest series fields in the Company information table have to be filled in before running the processing.

Additional parameters

You can set the following parameters in the Accounting processing field in the Company information table:

  • Set entry free of interest on suspended cases: Client interest proposal amounts are calculated and set to no interest on the rows.
  • Post client interest by client voucher: The client bank account is assigned each transaction and not an accumulated amount for each account/currency occurrence. You can use this option to post all organisational units from the case to the cross-account.
  • Split GL transactions when booking client interest: If a client has several cases, the client interest is generated per case, and not as a total for the client.

Client posting

If you have checked the Split GL transactions when booking client interest field in the Accounting processing field in the Company information table, client posting is split by case number. The other organisational units are retrieved from the client and not from Open entries.

Client interest posting

Posting of the client interest account is split by account number.

  • If you have checked Split GL transactions when booking client interest field in the Accounting processing field in the Company information table, client posting is split by case number, i.e. each case has its own voucher line.
  • If you have also checked Post client interest by client voucher in the Accounting processing field in the Company information table, the client interest account is placed in client posting instead of separate voucher lines.
  • If you have checked both Split GL transactions when booking client interest and Post client interest by client voucher, the client interest account is assigned to the same organisational units as the client postings.
  • If you have checked Post client interest by client voucher only the client interest account is split, not the cross-client and cross-account if these are in use.
  • The account is retrieved from the GL account field in the Bank account table. If the field is blank, the account is retrieved from the Company information table.

Cross-client interest posting

Posting of cross-client numbers is performed with a split per client number.

For Business NXT to be able to perform a cross-account posting, the following fields must be filled in the Bank account table:

  • Cross customer no.
  • Case no.

or

  • Client interest type

If you have checked the Split GL transactions when booking client interest field under Accounting processing in the Company information table, cross-account posting is also split by client processing. The other organisational units are retrieved from the cross-client.

Cross-account posting

Posting of cross-accounts is performed with a split per account number.

For Business NXT to be able to perform a cross-account posting, the following fields must be filled in the Bank account table:

  • Cross customer no.
  • Case no. or Client interest type

If you have checked the Split GL transactions when booking client interest field under Accounting processing in the Company information table, cross-account posting is also split by client processing. The other organisational units are retrieved from the cross-client.

The account is retrieved from the Cross-account no. field in the Customer transaction table. If this is not filled in, the GL account field is used. If this is blank, Business NXT retrieves Client interest account from the Company information table.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Post interest proposal.
  3. Make settings in the dialog.
    Option Description
    Value date The current date is suggested as the value date
    Direct update The suggested client interest amount is updated directly in the batch. Account is taken of the additional parameters you set in the Accounting processing field of the Company information table.

Results

The following takes place when posting client interest:

  • The batch is assigned its own origin code for client interest.
  • The value date is set identical to the To date in the dialog.
  • Separate voucher lines are created for client responsibility 1, 2 and 3 per client (customer) per currency and case organisational unit, where the customer is credited with interest.
  • One voucher line per currency is created, where the client interest account is debited with the overall interest amount.
  • The voucher date in the voucher lines is set identical to the To date in the dialog.
  • Voucher number and voucher type are taken from the Client interest series in the Company information table.
  • The Client interest from date, Client interest to date, Client interest amount in currency, Client interest amount in EURO and Client interest amount fields are kept in the transactions. The client interest amount is accumulated from previous interest calculations. The from date is not updated until the first interest calculation takes place.

This processing deletes the following fields from the Open customer entry and Customer transaction tables:

  • Client interest proposal from date
  • Client interest proposal to date
  • Client interest proposal amount
  • Client interest proposal amount in EURO
  • Client interest proposal amount in currency

Regenerate customer and supplier balances

You use this processing to regenerate balances for selected customers and suppliers, from transactions.

This processing is recommended if just a few accounts need to be regenerated, or when the database reaches a size that requires that the regeneration is split into smaller steps. The balances are processed one-by-one. If you need to regenerate all balances, the Regenerate account balances processing in the Company information table is recommended.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Regenerate customer and supplier balances.
  3. Make settings in the dialog.
    Option Description
    From year The first year to be included in the regeneration. If you leave the field empty, everything is regenerated.
    From period The first period to be included in the regeneration.
  4. Click OK.

The parameters are validated against the Accounting period table.

See also: Regenerate account balances

Update directly from Visma Bizweb

This processing is used to update company information directly from Visma Bizweb.

Prerequisites

The following is required to run the processing:

  • An organisation number for the associate

The processing is used to update multiple associates with current company information from Visma Bizweb. The value in Organisation no. is checked against Visma Bizweb, and if found, the company's information in Visma Bizweb is used to update the associate automatically.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Update directly from Visma Bizweb.

If the data exists in Visma Bizweb, the following fields are updated when processing:

  • Organisation no. (letters and spaces will be removed)
  • Name
  • Short name
  • Address line 1
  • Address line 2
  • Post code
  • Postal area
  • Visit post code
  • Visit postal area
  • Phone
  • Fax
  • E-mail address
  • Web page 1
  • No. of employees
  • Credit evaluation (company status)
  • Turnover
  • VAT registered

Update reminder suggestion status

This processing updates reminder suggestion status on invoices for selected customers, which makes it easier to review and tidy up in the customer ledger in connection with reminders.

When reminders are printed and approved, the values in the Reminder suggestion status field in the Open customer entry table are deleted.

Starting the processing

  1. Select the Associate rows you want to process.
  2. In the Processing menu, select Update reminder suggestion status.
  3. Make settings in the dialog.
    Option Description
    All customers with open entries
    Up-to-date from
    Which reminders

    0 - All reminders

    1 - Initial reminders

    2 - Final reminder

    3 - Reminder no.
    From reminder no
    To reminder no
  4. Click OK.

The Reminder suggestion status field in the Open customer entry table is set to 1 - Reminder next time for all open customer entries that meet the criteria for being reminded.

Visma Bizweb

This processing is used to search for company information in Visma Bizweb. Only one row with one associate is processed at a time.

Starting the processing

  1. Select a row for an existing Associate, or for a brand new one, which you want to be updated from Visma Bizweb.
  2. In the Processing menu, select Visma Bizweb.
    1. If the associate exists in Business NXT, the organisation number and name are displayed in the dialog. If the correct business connection appears, click OK to open the mapping tool.
    2. If the associate doesn't exist in Business NXT, you need to enter the name for the correct company in the dialog. Select the correct company if there are several with the same name. Click OK to open the mapping tool.
  3. In the mapping tool, you see all fields with company information that can be mapped. If there are differences between the information provided by Visma Bizweb and the corresponding columns in Business NXT, the status Conflict will be indicated in red. You can select to update a specific field or all fields from Visma Bizweb.
  4. When you have made your selections, select Complete.

The values for the associate in Business NXT are overwritten and stored. The mapped fields get status Up to date in Visma Bizweb.