Company information processings

The following processings are available from the Company information table:

Change counters

Here you have the possibility to change the next unused run number, reserve voucher number or file number.

The numbers are sequence numbers created from certain internal processes.
Note:
Only a user with System supervisor permissions can run this processing.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Change counters.
  3. Make settings in the dialog.
    Option Description
    Pick lists

    Each pick list run is allocated a run number by Business NXT, given to the rows in the Pick list table.

    You can set the next run number in this field.
    Factoring The processing for factoring in the Open customer entry table assigns the next free factoring run number to the entries.
    Payment Run numbers for direct remittance are allocated to the transactions, and are also saved in the EFT transfers table. The run number for payments is used for both giro remittance and direct remittance.
    Note:
    To avoid that Business NXT terminates, make sure that this counter is not set lower than any existing key in the EFT transfers table.
    Payment transfer The run number for payment transfer is used as the primary key in the Payment table.
    Note:
    To avoid that Business NXT terminates, make sure that this counter is not set lower than any existing key in the Payment table.
    VAT report

    Printing of VAT report number.

    When printing VAT reports, a number is retrieved from this series, which can be printed using the macro function @VATReportNumber () for VAT report forms.
    OSS VAT report

    Printing of OSS VAT report number.

    When printing OSS VAT reports, a number is retrieved from this series.
    Last settlement ID AutoCollect Used in integration to Visma AutoCollect.
    Debt collection Used by external systems.
    Currency correction The run number when performing Currency correction processing in the Currency correction data table.
    Wage run In this field you can change the wage run number that is used when a wage file is created from the Appointment table.
    Workflow document The run number for the Workflow document ID used in the Batch table. Workflow document ID is used to identify a voucher that has been sent to Visma.net Approval for approval.
    Appointment reference no. When you click the Appointment reference no. field, you are allocated a new number consecutively for each appointment added.
    Reserve When Business NXT needs to obtain a voucher number or document number from a voucher series and document series, it switches to using reserve voucher numbers if the original voucher and document series have been exhausted. In other words, when the next voucher number exceeds the last voucher number used, the system utilizes the reserve numbers.
  4. Click OK.

Change default currency

In the Currency no. field in the Company information table, you have defined your default currency. This processing enables you to change the default currency.

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

You select the new currency from available options in the Currency table.

Preparation

If there are transactions in the database, you need to make a backup of the database before you run this processing. You can't reproduce the same figures by reversing to the original currency, as the rate uses 6 decimals, and the amount field only has 2 decimals.

Conversion of values in default currency and exchange rates

If you have selected Convert values to default currency, and exchange rates, Business NXT will multiply all values in the default currency, and exchange rates, by the specified conversion factor. The conversion factor is suggested as 1 divided by the exchange rate from the Currency table for the new default currency (multiplied by 0.01 if the currency type is 3). Prices and amounts are rounded to 2 decimals, and exchange rates to 6 decimals. Special selections are made in the following tables:

Table Field Comment
Currency Rows with currency type 0 or 1 will be skipped.
VAT- and accounting information Sp. tax rate/am. Rows with special VAT code 4 - Fixed amount per unit will be converted.

Delivery alternative

Order

Order line

Freight 1 - Freight 4

Customs

 Rows will be converted, except if a setting has been enabled in the associated field for freight processing to be stated in percent.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Change default currency.

If the EURO currency no. field is filled in in the Company information table (and this value is different from the value in the Currency no. field), it will be suggested as the new default currency. When you click OK, the exchange rate in the row for the new default currency in the Currency table will also be updated. (If the currency number isn't specified, or the conversion rate displayed in the dialog is 0 or 1, the processing will stop).

Configure AutoInvoice company

This processing is used to configure settings for Visma.net AutoInvoice.

Prerequisites

The following settings are required:
  • An existing AutoInvoice company UUID key in the Company information table.
  • The signed in user must have an AutoInvoice user API key in the User table, with admin access to the company in Visma.net AutoInvoice.
  • The signed in user must have the same E-mail address as the one connected to AutoInvoice user API key.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Configure AutoInvoice company.
  3. Make settings for the configuration of both Business NXT and Visma.net AutoInvoice in the dialog.
    Option Description
    Use AutoInvoice as default invoice document delivery method for new orders Setting this option has no influence on existing orders.
    Enable print service As print service is by default disabled by Visma.net AutoInvoice, this option is required to be able to send invoices on paper using Visma.net AutoInvoice.
    Create new customers from incoming document automatically This option is only in use when receiving orders. If set, customers that are not found in the Associate table will be created automatically while processing incoming orders.
    Receive from Visma.net AutoInvoice:

    Invoices: Enables receiving invoices.

    Vouchers: Enables receiving documents that are not invoices, scanned by DocScan.

    Orders: Enables download of orders.

    Order responses: Enables download of order responses.

    Despatch advice: Enables download of despatch advices.

    Product catalog: Enables download of product catalogs.

    The download of orders, order responses, despatch advices and product catalogs is done in the Incoming document table.

After finishing the entire processing, you will be ready to use Visma.net AutoInvoice for sending and receiving electronic documents.

Create batch with differences

This processing creates batches with differences per accounting period.

This processing produces an account batch that balances any differences between totals posted to debit and credit for each accounting period. (Business NXT will skip any base accounts for investment tax, defined in the Inv. tax table.)

In the dialog, you can define whether the batch is to be updated directly.

Accounting

  • The batch has a voucher line for each accounting period where there is a general ledger difference.
  • The difference is posted to the Rounding account under Company information, or the posting errors account if none is specified. If neither of them is specified, an error message is generated stating that the rounding account has not been specified.
  • The voucher number and voucher type are retrieved from the Correction series specified under Company information. An error message appears if no correction series is entered.
  • The batch is given a separate origin code (17 - Differences), which means that Business NXT will ignore the Debit/credit control field under Company information when the batch is updated.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Create batch with differences.

Credit control

You can use this processing to select how to handle deviations.

You can choose to ignore, warn or block when entering orders with credit suspension, credit limit exceeded or overdue invoices.

The results of tests are saved in a separate field in the order head, and when printing pick lists, Business NXT tests using them. You can also make Business NXT ignore the test results when printing the first pick list of specific orders, by checking Ignore test result in the order head.

If you have chosen to block on entry, you don't have to do the same for printing pick lists.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Credit control.

The selections you made are saved in the Credit control field in the Company information table.

Date for control

When orders are saved, Business NXT conducts credit checks. It also examines credit suspensions and overdue invoices upon entry of the customer or invoiced customer number. Should a block be activated, the system will prohibit the use of that customer number. The verification is based on the invoice recipient, regardless of whether the invoice recipient is added directly or through the customer number. If multiple notifications arise during the credit check process for an order, they will be displayed together in a single dialog.

Delete orders

This processing deletes finished orders up to and including the order number you specify in the dialog.

Note:
Only a user with System supervisor permissions can run this processing.
Locked orders (orders that are currently edited by another user) will be excluded.
Note:
Only orders with database locks are skipped (for example when someone else works on the order), not orders with the Locked / Transferred status. Orders with the Locked / Transferred status are only preserved when you delete orders manually.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Delete orders.

Delete change log

This processing deletes records in the Company change log table.

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

You can’t make manual changes or deletions in the Company change log and System change log tables.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Delete change log.
  3. If you want to, enter dates to delete records created only during a particular period.

All records in the Company change log table created within the dates you entered will be deleted.

A new record that logs the deletion will also be inserted in the Company change log table. This record can’t be deleted.

Export SAF-T

This processing is used to export a SAF-T (Standard Audit File for Tax) file for selected companies. It is also used for specific tax reporting purposes in Denmark.

You can export different kinds of files using this processing:

  • XML file in SAF-T format
  • CSV file with accounting data transactions
  • CSV file with balance statement

The file can then be uploaded to the tax authorities.

Make sure that the following fields are filled out in the Company information table:

  • Organisation no.
  • Post code
  • Postal area
  • Accountant's name
  • Phone
  • Currency no.

Mapping information between SAF-T XML file and Business NXT can be found here: SAF-T mapping

Starting the processing

  1. Select the Company information rows you want to process.
  2. Make settings in the dialog.
    Option Description
    From Start date of the data export
    To End date of the data export
    Export master data and each periods transactions in separate files Should be used when exporting large amounts of data.
    Omit - Customers without opening or closing balance Customers are limited to those parties with transactions for the selection period or with open balances (opening or closing balances not like 0)
    Omit - Suppliers without opening or closing balance Suppliers are limited to those parties with transactions for the selection period or with open balances (opening or closing balances not like 0)
    Omit - Organisational units without transactions Organisational units are limited to those parties with transactions. If the organisational unit is connected to a customer or a supplier (part of the PartyInfo tag) it will not be omitted.
    Omit - Master data It is possible to create SAF-T files without transactions (only master data)
    Omit - General ledger transactions It is possible to create SAF-T files without master data (only transactions)

    Export

    Select export format for the accounting data:

    1 - Accounting data to Accounting Basis (CSV): CSV file with accounting data (Danish Regnskab Basis format). This export also includes attachments.

    2 - Balance statement to Accounting Basis (CSV): CSV file with balance statement (Danish Regnskab Basis format)

    0 - SAF-T: XML file with accounting data in SAF-T format. The format of the export file is: SAF-T account ID;Name;CB.
    Export header only The SAF-T file will only contain the <Header> information.

The exported file is saved in Files - My files.

Import Danish SAF-T file

This processing is used to import header information from an XML file built according to the requirements for the Danish SAF-T (Standard Audit File for Tax) Financial Standard.

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

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Import Danish SAF-T file.
  3. Browse to the location of the SAF-T file and click OK.

The fields in Business NXT are updated with the values in the SAF-T file, provided that these fields were empty. Existing values won’t be overwritten.

SAF-T mapping

The following fields are mapped to the Company information table in Business NXT:

SAF-T field Business NXT field Comment
RegistrationNumber Organisation no.
StreetName Addressline 1
Number
AdditionalAddressDetail Addressline 2 For example ℅ information
Building

Addressline 3
City Postal area
PostalCode Post code
Country Country no. Country number such as 45 for Denmark
FirstName Accountant's name Accountant’s given name
LastNamePrefix Accountant’s prefix to surname, such as von
LastName Accountant’s surname
Telephone Phone
Fax Fax
Email Accountant's e-mail address
TaxRegistrationNumber VAT reg.no.
DefaultCurrencyCode Currency no. Currency number such as 45 for DKK

The following fields are mapped to the Bank partner table in Business NXT:

SAF-T field Business NXT field Comment
BankAccountNumber. Bank account no.
BankAccountName Bank name
CurrencyCode Currency no. Currency number such as 45 for DKK

Move suspension date

This processing is used to move the suspension date for update of vouchers.

Note:
Only a user with System supervisor permissions can run this processing, unless you enable Move suspension date backwards in time in the Access group table under the Function access processing, type Miscellaneous.

The suspension date shows how far in the future accounts will be considered to have been finally completed. Batches with a value date older than or equal to the suspension date will not be updated.

When you run this processing, the current suspension date is displayed, and you can specify a different date.

You can also move the suspension date by checking Change suspension date in the VAT control dialog when printing a VAT report. You can also increase it manually in the dialog when you have filled in all the vouchers up to a specific date, for example if you are not liable for tax.
Note:
When generating a new voucher from an updated one, if the value date is earlier than the suspension date yet falls within the same period, updating is feasible. During the update process, the system verifies the transaction against the period designated by the lock date, rather than the specific date that would result from manually inputting the posting date on a voucher.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Move suspension date.
  3. Make settings in the dialog.
    Option Description
    Current suspension date The currently set suspension date
    Move suspension date to

    Last day of previous month: The suspension date will be moved to the last day of the previous month.

    Specific date: The suspension date will be moved to a specific entered date.
    Specific date Select the date in the calendar if selected Move suspension to Specific date
    Comment Comment for logging of the action, saved in the Company change log table.

Price/discount processing

This processing defines rules for handling prices and discounts.

You can define which criteria Business NXT is to use for calculating the price and discount matrix, divided into three tabs:

Common

On this tab you enter how the prices will be retrieved. The settings are divided into the following groups:

  • Getting price
  • Comparison date
  • Price quantity extent
  • Freight
  • Expenses
  • Optimization parameters

See also: Company information

Discount

On this tab you enter how the discounts will be processed. The settings are divided into the following groups:

  • When calculating...
  • Discount suggestion
  • Prices/discount total field

See also: Company information

Criteria

In this section, you specify the search parameters that Business NXT will use within the price and discount matrix for entries lacking a product number. The system automatically verifies rows associated with the active product number. It’s important to note that Business NXT conducts checks on all criteria for rows read, regardless of whether they include product numbers. For multiple rows that omit product numbers, indexing these criteria columns may be beneficial.

The dialog presents three columns of checkboxes. The first column pertains to customer-related transactions, including sales, rentals, and loans. The second column is for supplier-related transactions, such as purchases, and the third column covers miscellaneous transactions, including adjustments, consumption of goods, production, and inventory transfers.

Minimising the selected options in each column can lead to faster reference speeds within the price matrix, which in turn accelerates the process of order placement and price list generation. For price list printing, Business NXT prioritises the options set in the customer-related column. The currency checks encompass both the transactional currency (applicable to sales, rentals, and purchases) and the cost currency.

The selections are stored in the Price/disc.-criteria 1 - Price/disc.-criteria 6 fields in the Company information table.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Price/discount processing.

Regenerate account balances

This processing regenerates balances from customer, supplier, general ledger and capital asset transactions.

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

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Regenerate account balances.
  3. Make settings in the dialog.
    Option Description
    Customer Regenerates customer balances.
    Supplier Regenerates supplier balances.
    General ledger Regenerates general ledger balances.
    Capital assets Regenerates capital assets balances.
    From year The first year to be included in the regeneration. If you don’t enter a year, everything is regenerated.
    Period The first period to be included in the regeneration.
  4. Click OK. The parameters are validated towards the Accounting period table.

SIE export

This processing is used to export bookkeeping data in SIE format.

Starting the processing

  1. In the Company information table, select SIE export in the Processing menu.
  2. Make settings in the dialog.
    Option Description
    Type

    Select what type of data you want to export:

    • 1 - Year end balance
    • 2 - Period balance
    • 3 - Period balance with organisational units
    • 4 - Period balance with transactions
    • 4i - Only transactions
    Period Select the accounting year and, if applicable, periods to export. For type 4i, you can also specify series and vouchers.
    Accounts and dimensions For type 3, 4 and 4i, you need to select if you want to export all accounts, or only accounts with transactions. Additionally, you can select to export dimensions - all or only used.
    Additional settings

    When exporting series or vouchers, you can make some additional settings:

    • Including series in the SIE file
    • Including voucher numbers in the SIE file
    • Combining selected series into one series
  3. Select a name for the exported file.
Note:
There’s an option to perform the export even if the vouchers don’t balance, but this isn't recommended.

The exported file is saved in Files - My files.

See also: Export of SIE files

SIE import

This processing is used to import bookkeeping data in SIE format.

Starting the processing

  1. In the Company information table, select SIE import in the Processing menu.
  2. Browse to the file location, where only .se and .si files will be visible.
  3. Select the file you want to import, and click OK.
  4. Select what to import among vouchers, incoming balance, SRU codes and dimensions.
  5. Select to import all vouchers in the file, or vouchers from starting from a particular date.
  6. Make changes to the voucher series when importing, if you want to.
  7. Make changes to the dimensions when importing, if you want to.
  8. Select which accounts and SRU codes to import.
  9. Click OK.

See also: Import of SIE files

Update accounting balances

This processing updates balance tables based on transactions that have been excluded by enabling Postpone updating of accounting balances in the Accounting processing field in the Company information table.

Starting the processing

  1. Select the Company information rows you want to process.
  2. In the Processing menu, select Update accounting balances.