Batch processings

The following processings are available from the Batch table.

Assign voucher numbers

This processing is used to assign a new voucher number based on the voucher series of the batch for all voucher lines without voucher number.

Prerequisites

The following prerequisites need to be fulfilled before running this processing:

  • Voucher series no. is set on the batch
  • Voucher no. on the voucher is empty
  • The batch isn't locked

Starting the processing

  1. Select the Batch rows you want to process.
  2. In the Processing menu, select Assign voucher numbers.

The status Tentative - Do not assign voucher numbers is removed from the batch in the Batch processing field, and the next available voucher number is assigned, based on the Voucher series no. of the batch.

Fetch approval status

This processing is used to update the approval status in case the communication with Visma.net Approval was interrupted, causing batches to remain with incorrect approval status.

You need to start the processing manually when there is an approval status mismatch between Visma.net Approval and Business NXT.

Starting the processing

  1. Select the Batch rows you want to process.
  2. In the Processing menu, select Fetch approval status.

Reverse pre-registration

This processing will create and update a reversed batch to book away the updated pre-registration batch linked to this batch. Additionally, it will delete the current batch.

Prerequisites

The following settings need to be made in the Batch table before running this processing:

  • Pre-registration is enabled in the Batch processing field
  • There are values in the Previous batch no. and Previous voucher journal no. fields

The processing will:

  • Delete the original batch, even if Keep or Suspended has been enabled
  • Set the Origin on the new batch to 14 - Previous batch
  • Update the batch automatically
  • Copy all lines from the original batch, but reversing debit and credit accounts on the voucher lines
  • Set the Invoice no. on the supplier line to the Cross reference field and perform matching towards open supplier entries
  • Set the status on the connected Accounting document to Nothing to process (through the Accounting document no. field)

Starting the processing

  1. Select the Batch rows you want to process.
  2. In the Processing menu, select Reverse pre-registration.

Send to Approval

This processing sends batches and its vouchers to Visma.net Approval to be handled in the approval flow.

Prerequisites

  • Active users must have an email address set in the User table. The users must also have a Visma.net account with the same email address.

When sending on flow, the validation checks that the following applies to a recipient:

  • The recipient is an employee
  • An email address has been entered for the recipient
  • The recipient has the Voucher approver role for Visma.net Approval in Visma.net Admin.

This validation applies for sending on flow manually as well as automatically.

See also: Visma.net Approval

Sending on flow manually

When selecting approvers manually, only recipients that are validated according to the criteria above will be displayed in the list.

When approvers are suggested by different rules, invalid recipients are marked in red, and the Send button is inactive until these recipients have been removed or their validation passes.

Sending on flow automatically

If invalid recipients are added to the flow when sending on flow automatically has been enabled, the flow will be stopped. You will see the batch under the For Processing tab, of the Incoming Documents default layout, and you need to correct the recipients and resend it on the flow manually. There will be a warning about this in the Status history, to avoid error states or that blocked documents result in missing a payment due date.

Associate role

To be able to validate recipients based on roles in Visma.net Approval, these roles need to be synchronised in Business NXT. You can see the roles in the Associate role table, but they can’t be edited.

Roles can be synchronised in the following ways:

  • When a change related to the Voucher approver role is done in Visma.net Admin, Business NXT is updated instantly
  • The nightly scheduled synchronisation updates all companies and roles
  • A user with the System supervisor role has access to the Synchronise roles processing in the Associate role table, which is the same processing that runs during the nightly synchronisation.

Starting the processing

  1. Select the Batch row you want to process.
  2. In the Processing menu, select Send to Approval.
  3. If an approver isn't added automatically, add one.
  4. Click Send to send the batch to the approval flow.
    • The batch is now locked / transferred and cannot be updated until it is approved in Visma.net Approval.
    • You can use the Cancel approval processing in the Approval task table to cancel the approval.
  5. After the batch is approved, the lock is removed from the batch status.

Update batch

This processing is used to update selected batches, and match entries using the current matching method.

The processing will update the accounting transaction and balance tables as well as tables containing update history with data entered in the Batch table and the joined Voucher and Cross reference tables.

Prerequisites

The following prerequisites need to be fulfilled before running this processing:

  • Changes in the Batch and Voucher windows have been saved
  • Account numbers exist
  • The Value date is within one of the date ranges in the Accounting period and VAT period tables, and must be later than the suspension date in the Move suspension date processing in the Company information table
  • The batches' Suspended fields are not selected
  • A posting errors account is defined in the General ledger account table, and this is referred from the Company information table
  • All vouchers have valid Voucher no.
  • All the mandatory organisational units have been filled in on the vouchers. A distribution key can't be used instead of an organisational units.
  • Periods exist in the period definition, and the To period must be equal to or greater than the From period. In accrual accounting, the start period is compared to the period definition and the end period, which is in turn checked against valid accounting periods.
  • A voucher series has been defined for automatically generated transactions, and the series is referred from the Company information table.

Debit/credit control

The following options are displayed when you perform a look-up in the Debit/credit control field:
Option Description
Total debit = Total credit The difference must be 0
Check sum = Sum debit The control difference must be 0
Calculated CB bank = CB bank The difference CB bank must be 0

If you have selected enabled any of the options for the Debit/credit control field in the dialog, vouchers with a difference between debit and credit won't be updated. If you are storing an opening balance or if you want to avoid posting batches to an interim account where the batches balance out to zero, you need to disable the Debit/credit control options or change the value in this field to zero.

Note:
Business NXT ignores the Debit/credit control field when updating batches with origin 17 - Differences or 3 - VAT report. The batch is then updated with a comment that an error has occurred.
Note:
Remember to enable Debit/credit control when the batches with differences have been updated. Alternatively, you can balance out the difference by posting to an interim account.

Update procedure

When a batch is updated, updated accounting figures are stored in several different tables.

When vouchers are updated, Business NXT transfers all debit and credit entries with amounts other than 0, or where the amount is entered, to the transaction tables for customers, suppliers, capital assets and the general ledger. All the transactions in an update are given the same Voucher jour. no. and a sequential revision number within each update, which together uniquely identify the individual transactions. The revision numbers start from 1 for each update, so the highest revision number corresponds to the value in the field for the total number of transactions in the Updated journal table.

When the update is complete, the updated batch, vouchers and any cross-references are removed from the entry window. These can be found in the Updated batch, Updated voucher and Updated cross reference tables. You can't change the vouchers once they have been finally posted, except some ledger parameters, which can be changed in the Open customer entry and Open supplier entry tables.

Note:
If you have selected Voucher must have amount in the Company information table, update of batches where an amount is missing in one or more of the vouchers will be rejected.
Note:
If the General ledger transaction and Capital asset transaction tables have a tax code with no turnover class, Business NXT uses the posting errors account from the Company information table when updating vouchers.

Starting the processing

Note:
All other approval routines, such as the matching of open entries, reminders, interest computation, remittance, closing tax periods and regenerating balances, interrupt the update if being used while you are updating one or more vouchers, and the processing can't be started.
  1. Select the Batch rows you want to process.
  2. In the Processing menu, select Update batch.
The Batch table with its joined Voucher and Cross reference tables will be deleted unless the Keep field is checked. The following tables will be updated to keep an update history.
  • Updated journal
  • Updated batch
  • Updated voucher
  • Updated cross reference
The following tables will be updated with accounting transactions mainly in fields that correspond to fields in the Voucher table.
  • General ledger transaction
  • Customer transaction
  • Supplier transaction
  • Capital asset transaction
  • Open customer entry
  • Open supplier entry
The following balance tables will be regenerated:
  • General ledger balance
  • Customer balance
  • Supplier balance
  • Capital asset balance
  • General ledger balance/1 - General ledger balance/12
The following tables will be updated if the following prerequisites are fulfilled: Order no. and Product no. are given on the voucher line and a Voucher type with Update order checked.
  • Order
  • Order line

Errors

If errors occur while running the processing, these are displayed, and the batch won't be updated. The result of the validation is also displayed in the Validation status 1 - Validation status 4 fields in the Voucher table. You can perform a lookup in the field and see which fields are missing or contain invalid values. If you want a printout of the errors, you can copy the content of the dialog. The errors are sorted by Batch no./Line no., and the maximum quantity is 1,000.

Update supplier transactions

This processing splits the batch in two batches, updating supplier transactions while the cost distribution can be performed later.

The batch can be updated even if it doesn't balance, since a cross account will be added in the process.

Prerequisites

The following prerequisites need to be fulfilled before running this processing

  • The batch contains supplier transactions
  • The Interim cost account field must be set in Company information table.

Additional prerequisites for Swedish setup:

  • Pre-registration for incoming invoices must be set in Workflow processing in the Company information table.
  • The Incoming document pre-registration series field must be set in the Company information table.

Update procedure

One batch for supplier transactions is created:

  • The batch Origin is set to 45 - Split batch, supplier transactions
  • All voucher lines with supplier accounts are copied
  • Interim cost account is set as cross account
  • The batch is automatically updated

A second batch for cost transactions is created:

  • The batch Origin is set to 46 - Split batch, cost transactions
  • All lines from the original batch are copied, but supplier accounts are replaced with the Interim cost account
  • The batch is set as Suspended and left for later actions (this does not apply for Swedish setup)
  • The Voucher jour. no. and Batch no. fields are copied from the supplier batch to the Previous voucher journal no. and Previous batch no. fields

The original batch is deleted (unless Keep has been enabled).

Starting the processing

  1. Select the Batch rows you want to process.
  2. In the Processing menu, select Update supplier transactions.
  3. Select the document you want to upload.

Validate batch

This processing is used to validate selected batches.

The processing performs the same validation of the batch and its vouchers as when the batch is updated. It's recommended to run this processing on batches that are imported or established by external applications, before updating.

The following items will be validated:

  • All vouchers have a Voucher no..
  • The Value date is
    • covered by the Accounting period table
    • covered by the VAT period table
    • later than the suspension date
  • The Voucher date is within the number of days given in the No. of days +/- warning in the Company information table
  • The following values in the Batch table = 0, if defined in the Debit/credit control field in the Company information table:
    • Difference
    • Check sum
    • Difference CB bank
    • Curr. diff.
    • Curr. 2 diff.
  • The debit / credit balance is within each accounting period that occurs in the Batch or Voucher lines, if defined in the Accounting processing in the Company information table.
  • Each account given on the Voucher lines exists in the General ledger account table
  • The following values given on the Voucher lines exist in the Associate table:
    • Cust. no.
    • Sup. no.
    • Empl. no.
    • Auth. responsible
    • Delivery associate no.
  • Each Cap. asset no. given on the Voucher lines exists in the Capital asset table
  • Each organisational unit given on the Voucher lines exists in the Organisational unit 1-Organisational unit 12 tables
  • Each VAT code given on the Voucher lines exists in the VAT code table
  • Each Period key given on the Voucher lines exists in the Period key table
  • Each Voucher type given on the Voucher lines exists in the Voucher type table
  • Each organisational unit on Voucher lines with Debit account or Credit account that must be entered together with mandatory organisational unit according to the Organisational unit 1 processing-Organisational unit 12 processing exists in the General ledger account table
  • Each VAT year and VAT term given in the Batch table and on the Voucher lines exists in the VAT period table
  • Each Year and Period given in the Batch table and on the Voucher lines exists in the Accounting period table
  • Each Currency no. and Currency no. 2 given in the Batch table and on the Voucher lines exist in the Currency table
  • Each Distribution key given on the Voucher lines exists in the Distribution key table
  • Each Payment terms given on the Voucher lines exists in the Payment term table
  • Each Payment method given on the Voucher lines exists in the Payment method table
  • Each EFT decl.code given on the Voucher lines exists in the Declaration code table
  • Each Unit given on the Voucher lines exists in the Unit table
  • Each Order no. given on the Voucher lines exists in the Order table
  • Each Product no. given on the Voucher lines exists in the Product table
  • Each Accrual accounting start year/period and Accrual accounting end year/period given on the Voucher lines exist in the Accounting period table
  • Each Period batch no. given on the Voucher lines exists in the Batch table
  • Each Bank no. exists in the Bank table

Starting the processing

  1. Select the Batch rows you want to process.
  2. In the Processing menu, select Validate batch.

Invalid values as well as mandatory values that are missing in both the Batch and Voucher tables will be presented. On the Voucher lines, bit values corresponding to given error messages will be given in the Validation status 1 - Validation status 4 fields. Double-click to see which fields on the voucher line that include invalid values or missing mandatory values.