What happens during approval

This section describes the details of what happens during approval.

When a payment is approved, the open supplier entries and supplier transactions are marked as remitted to prevent them being remitted more than once. This might otherwise occur if you choose to postpone the posting/matching of the payment.

Visma Business allocates a sequential run number to the transactions. This can be used as a selection criterion in the Supplier transactions table to find out which automatic transactions are posted in the context of a payment, for example if you need to reverse an entire run. The payment is posted to the accounts and matched with the open entries if the corresponding option is enabled in the approval dialog box.

How the payment is posted to the accounts

When you approve the payment, you define whether Visma Business updates the payment automatically in the accounts or whether you prefer to post the payments manually. If you select automatic posting, you must also use the approval dialog box to specify the value date used for updating the automatic transactions. Visma Business suggests the current date.

For payments that Visma Business is to update automatically, a batch is produced and updated containing:

• one voucher line per supplier per currency, in which Visma Business debits the supplier account with the amount in the relevant currency and converted into the domestic currency. Visma Business matches these cross entries automatically with the incoming invoices included in the sent payment. If no currency number is defined for the supplier, Visma Business uses the default currency from the Bedriftsopplysninger table.
• one voucher line per currency, in which Visma Business credits the payment account of the relevant currency in the Currencies table with the total paid amount in that currency.

Voucher numbers are assigned consecutively. Visma Business retrieves the next free number from the voucher series for payments as defined in the Bedriftsopplysninger table. The origin fields of the batch and the transactions are set to payment via giros in the updates and transactions tables. The run number fields are updated to the run number allocated to the payment.

If errors occur during approval

If transaction errors occur during approval, Visma Business resets all data that was updated during the routine. You are notified of this and, at the same time, the status bar displays 0 rows approved. In this way, you avoid having partially updated data after, for example, an abnormal interruption. The condition for this is that you have enabled Other process menu options in the dialog box for the Database transactions field in the Bedriftsopplysninger table.