Business NXT documentation

Home
Accounting
The accounting functionality enables real-time visibility into financial health, enhances accuracy in financial reporting, and facilitates regulatory compliance. Relevant transactions for book keeping, such as payments, expenses and vouchers are automatically received from the services in the Visma.net platform.
Incoming documents and invoices
Incoming documents and vouchers usually arrive from other systems. They can be, for example, new supplier invoices, expense claims or payroll vouchers.
Handling of incoming invoices
Business NXT handles incoming invoices, received from Visma.net AutoInvoice. The invoices are processed in Business NXT, and then sent to managers for approval using Visma.net Approval. After the invoices are approved, they are booked into accounting.
Processing invoices
After downloading the documents, you can review them and perform accounting in Business NXT.
Creating vouchers from an incoming invoice
You can create a batch of vouchers from an invoice delivered through Visma.net AutoInvoice.
Mapping and interpretation tool
The Business NXT Document mapping and interpretation tool parses XML files and interprets accounting information using system-defined and user-defined rules. You can easily see the standard interpretation and add new ones if needed.

Accounting
The accounting functionality enables real-time visibility into financial health, enhances accuracy in financial reporting, and facilitates regulatory compliance. Relevant transactions for book keeping, such as payments, expenses and vouchers are automatically received from the services in the Visma.net platform.
- Base data
  The tables in this section include base data for accounting.
- Budgeting
  You can create a single budget to be used during many years ahead, but you can also enter an unlimited number of budgets.
- Vouchers
  A voucher is an accounting document that serves as a record of a business transaction and verifies certain activities or expenses.
- Incoming documents and invoices
  Incoming documents and vouchers usually arrive from other systems. They can be, for example, new supplier invoices, expense claims or payroll vouchers.
  - Handling of incoming invoices
    Business NXT handles incoming invoices, received from Visma.net AutoInvoice. The invoices are processed in Business NXT, and then sent to managers for approval using Visma.net Approval. After the invoices are approved, they are booked into accounting.
    - Prerequisites for invoice handling
      The settings below in Business NXT are needed for receiving invoices from Visma.net AutoInvoice.
    - Incoming documents layout
      The Incoming documents default layout aligns the user interface with the actual work process from start to finish.
    - Receiving invoices
      To be able to receive and process invoices from Visma.net AutoInvoice, to process them in Business NXT, and then send them to Visma.net Approval, the following prerequisites are required.
    - Processing invoices
      After downloading the documents, you can review them and perform accounting in Business NXT.
      - Creating vouchers from an incoming invoice
        You can create a batch of vouchers from an invoice delivered through Visma.net AutoInvoice.
        Mapping and interpretation tool
        The Business NXT Document mapping and interpretation tool parses XML files and interprets accounting information using system-defined and user-defined rules. You can easily see the standard interpretation and add new ones if needed.
        System-defined and user-defined rules
        Interpretation rules as well as mapping rules include system-defined rules, and you can also create your own user-defined rules.
        Company- and supplier-specific mapping rules
        Mapping rules that are not connected to a company, company group or supplier will run in all companies under a customer. You can configure a mapping rule to be company-specific or supplier-specific by creating a link in the XML mapping links table.
        Default mapping and interpretation rules
        The Business NXT Document mapping and interpretation tool is designed to convert invoice XML files into structured accounting data.
        XML interpretation rule
        Interpretation rules for parsing of incoming documents are saved in this table.
        XML mapping
        In this table, it is determined in which table and column interpreted accounting data is saved.
        XML mapping links
        In this table, you define links between mapping rules and specific companies, company groups or suppliers.
        Limitations
        There are some limitations when using the document interpretation and mapping functionality.
      - Handling rounding differences on supplier invoices
        Creating voucher lines for supplier invoices from AutoInvoice using the Process document processing in the Accounting document table may result in rounding errors and smaller VAT calculation discrepancies.
      - 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.
    - Approving invoices
      Invoices that have been processed in Business NXT can be sent to managers for approval using Visma.net Approval, either automatically or manually.
    - Deleting a batch or accounting document under approval
      A batch or an accounting document can't be deleted if it's part of an active approval process.
  - Handling of Visma.net Expense claims
    This section describes the overall process flow for incoming expense claims to Business NXT.
  - Storage of accounting documents
    File Service is a Business NXT service that stores accounting documents, logos for invoices and SAF-T files in Azure blob storage.
- Customer ledger
  The customer ledger is a financial record that contains detailed information about transactions between a business and its customers.
- Supplier ledger
  The supplier ledger contains detailed information about purchases, payments made, outstanding balances, and any credits or adjustments related to the supplier.
- Payment transfer
- General ledger
  The general ledger is the central accounting record of a company.
- Bank reconciliation
  The purpose of bank reconciliation is to match accounting transactions with account statement transactions from the bank.
- Capital assets
  Capital assets are any kind of property for long-term use that belongs to a company.
- Electronic VAT reporting using Business NXT - Norway
  You can use Business NXT for electronic VAT reporting, either manually or automatically using the Visma.net AutoReport integration.
- Electronic VAT reporting - Denmark (new VAT structure)
  You can use Business NXT for electronic VAT reporting automatically using the connected service Visma.net AutoReport.
- Export of SIE files
  SIE files are used to exchange bookkeeping information between different systems, including the basis for financial statements.
- Import of SIE files
  SIE files are used to exchange bookkeeping information between different systems, including the basis for financial statements.

Mapping and interpretation tool

The Business NXT Document mapping and interpretation tool parses XML files and interprets accounting information using system-defined and user-defined rules. You can easily see the standard interpretation and add new ones if needed.

The accounting information from parsing and validation is mapped into the Batch and Voucher tables based on the rules, forming the starting point of the accounting process.

For a clear overview and to easily set up interpretation and mapping, you can use the Mapping Tool layout that you find under General settings > General setup.

Note:

Values suggested by accounting rules will override values interpreted by the mapping and interpretation tool.

See also: Handling accounting rules

Interpretation

In the interpretation step, the XML in the incoming document is parsed, and values from specific paths are extracted. In some cases, these values are validated or prepared for mapping, which means that XML data is converted into accounting data. The interpretation rules are stored in the XML interpretation rule table.

Mapping

In the mapping step, it is determined in which table and column the interpreted data will be saved. The mapping rules are stored in the XML mapping table.