Voucher processings

The following processings are available from the Voucher table.

Accrual accounting

This processing is used to post the interim posting on the voucher line to selected periods.

Accrual accounting enables you to distribute a voucher amount between several periods. The dialog is displayed by selecting the Accrual accounting processing from the Voucher table.

For the voucher type you may also define an interim account as debit or credit account, or even organisational units. When posting hire for future periods you can, for example, specify an interim account as debit and the supplier as credit.

You can exclude periods from accrual accounting in the Accounting period table.

The system uses the amount on the voucher line as the basis, and deducts VAT for debit or credit in the accrual voucher lines that will be expanded when the processing is executed. The cost percentage and withholding tax as during voucher updates is also taken into account.

Starting the processing

Select the Voucher rows you want to process.
In the Processing menu, select Accrual accounting.

Make settings in the dialog:

Option	Description
To start	Enter the number of periods up until the start period. The default value is 1 (from the next period onwards). 0 (zero) means from the voucher line/batch period onwards. You can specify periods in the past by entering a minus sign before the number.
Duration	Enter the number of periods the accrual accounting is to last. The default value is 2. You can specify periods in the past relative to the start period by entering a minus sign before the number.
Account no.	Enter the account to be used for set-offs. If you have specified a customer number or supplier number on the voucher line, and a cross-account is entered for the customer/supplier in the Associate table, this account is automatically filled in. This field is mandatory and an error message is displayed if the account you enter doesn't exist.
Debit / Credit	Select whether the set-offs should be credited or debited. The default value is debit, unless a customer number or supplier number is specified as debit in the voucher line.

Click OK.

The number of vouchers that you specified as duration are expanded. On the new vouchers, the voucher date is inherited from the original voucher date, while value date is set to the expiry of the relevant accounting period. The account number entered is debited or credited, and is assigned account type 3 - General ledger account. The other side from the opposite side of the main voucher line is retrieved, so that the entry in the interim account is reversed.

The fields for debit and credit tax codes for the new voucher lines are left blank, and are normally not filled in.

Amount, currency amount and quantity are distributed evenly between the periods, and any rounding is performed in the last voucher line inserted. Otherwise the voucher lines inserted are assigned the same values as the main voucher line.

Attach documents

This processing is used to upload documents and connect them to your transaction.

You add documents from My files. You can also add the files directly into the Attach documents dialog by using drag and drop. The documents are added to the records with the same voucher number. You can also split, merge or delete documents. Different parameters can be selected depending on from which table you execute the processing. You can also view your files from this dialog.

Starting the processing

Select the Voucher rows you want to process.
In the Processing menu, select Attach documents.
Select the My files tab in the dialog.
If needed, upload your file using drag and drop.
Select the document, click Attach and finish by clicking Done.

Expand automatic entries

This processing is used to insert voucher lines with automatic entries for debit/credit account.

If you want automatic entries associated with particular accounts during voucher entry, you can join one or more automatic entries to the account by defining these in the Automatic entry table. You select whether Business NXT expands the entry when posting to the general ledger account, or if a manual command is used to display the automatic entry lines in the Voucher table. When automatic entries are expanded, Business NXT adds vouchers in the batch according to what you have entered in the Automatic entry table for the general ledger account in question.

Starting the processing

Select the Voucher rows you want to process.
In the Processing menu, select Expand automatic entries.

Get open entries

This processing copies open entries from the Open customer entry or Open supplier entry table to the Cross reference table.

Starting the processing

The processing will fill the Cross reference table with open entries related to the customer account or supplier account entered in the Debit account or Credit account field, under the condition that Copy open entries on lookup has been selected for the voucher type in the Voucher type processing.

Select the Voucher rows you want to process.
In the Processing menu, select Get open entries.

Propose from rules

This processing applies accounting information on the voucher line from pre-defined accounting rules.

The processing suggests the accounting posting on the selected voucher line, based on the accounting rules defined in the Accounting rule criteria and Accounting rule action tables.

When a rule is proposed, it will be checked in the Accounting rule criteria table in the following order and criteria combinations:

If Suspended is selected, no accounting rule will be suggested.
If a matching Sup. no. is set on the voucher line, only the accounting rules set for this specific supplier will be suggested. If no Sup. no. is set in the Accounting rule criteria table, the rule can apply to any supplier.
The Currency no. field will be validated against the Currency no. field on the voucher. If no Currency no. is added on the voucher, the standard currency will be used. It's not mandatory to add a Currency no. in the Accounting rule criteria table.
The Country no. field is validated against the setting for the associate. If the Country no. field for the supplier is empty, it will be retrieved from the standard Country no. in Company information table.
The Amount in currency on the voucher will be validated so that it's within the limit stated in Minimum amount and Maximum amount in the Accounting rule criteria table. If no amounts are set in the Accounting rule criteria table, any amount on the voucher is validated.
The Value date field on the voucher will be validated so that it's between the From date and To date in the Accounting rule criteria table. If no dates are set in the Accounting rule criteria table, all value dates on the voucher are considered.
Text matching validation is performed on the voucher based on the selection in the Text processing field in the Accounting rule criteria table. If there is the same amount of matched columns on several accounting rules, the row with the 2 - Exactly set on Text processing will be applied first.
The accounting rule is suggested based on Document VAT rate in the Voucher table, and if it isn't filled, the VAT rate in Debit VAT code or Credit VAT code is used. If no VAT rate is set in the Accounting rule criteria table, any document VAT rate is valid.
The source for the Credit note validation is the Document type column in the Accounting document table and is used to find the correct accounting rule.

Then, if still more than one row in the Accounting rule criteria table fulfils the same conditions, the accounting rule will be proposed based on the Priority field.

Credit notes

Credit notes are handled automatically through separate accounting rules in the Accounting rule criteria table, when selected in the Credit note field.

For automatic handling, credit notes are identified automatically based on Document type in the Accounting document table and the equivalent rule is proposed.

Note:

If a supplier account is found on a row, the Voucher row will be exempt from processing without display of an error message. Rounding amount in the XML, posted on the Rounding account and error accounts are excluded from being distributed through the Propose from rules processing.

Starting the processing

Select the Voucher rows you want to process.
In the Processing menu, select Propose from rules.

In order to identify which rule was proposed on the voucher, the used rule number is saved in Accounting rule no. field. The Created by an accounting rule parameter is enabled under the Trans. status field, if a voucher line is created by an accounting rule.

After the Accounting rule no. field is filled, then:

Empty voucher fields will be filled from the rules, if only one action line is set in the corresponding Accounting rule action table.
The original voucher line will be marked for deletion and new voucher lines will be created from the rules, if multiple action lines are set in the corresponding Accounting rule action table.

The voucher lines proposed automatically from the accounting rules can be edited as normal voucher lines if you want to correct Amount, VAT codes, organisational units, Period key or Distribution key.

Validate voucher

This processing is used to validate selected vouchers.

Starting the processing

Select the Voucher rows you want to process.
In the Processing menu, select Validate voucher.

Validation status

This processing is used to show validation of the selected voucher, including missing or invalid data.

Starting the processing

Select the Voucher rows you want to process.
In the Processing menu, select Validation status.

View payment details

This processing displays payment details for incoming payments imported from Visma.net AutoPay.

The payment information is retrieved from the File data field in the Visma.net AutoPay log table.

An internal reference used by the system to find the payment, is placed in the AutoPay payment reference field in the Voucher table.

Starting the processing

Select the Voucher rows you want to process.
In the Processing menu, select View payment details.