IMPORTANT GLOSSARY (Absolutely use these translations):{"Käyttöönotto":"Implement, enable, activate, start using","kirjanpitäjä":"accountant","matkalasku":"travel expense report","käsitellä":"handle","Käsitellä":"Handle","kohdistus":"allocating","Kohdistus":"Allocating","tapahtuma":"transaction","tiliöinti":"posting","aineisto":"material","kululaji":"cost type","lähettää":"send","muokata":"edit","poistaa":"delete","tiliote":"bank statement","Lähete":"Dispatch note","lähete":"dispatch note","näkymä":"view","Näkymä":"View","tosite":"voucher","lasku":"invoice","maksu":"payment","Maksu":"Payment","rivi":"row","tase":"balance sheet","tila":"status","Tila":"Status","väli":"range","Työ":"Case"}
TEXT TO BE TRANSLATED:
What changes for the receipt sender
The scanning app will change, a new version is released on 16 October. Instead of Visma Scanner, receipts are scanned with the Netvisor mobile app. This can be done from the Scan button on the mobile app’s home screen or via the Receipts section. If the section is not visible, the reason is user rights or the app version.
Details are checked before sending. The app reads the receipt details, and the sender corrects them if necessary, specifies what the purchase relates to and selects the cost type. A sent receipt can no longer be edited.
Missing receipts are visible in the app. New: when a company card has been used for payment and the receipt has not been sent, the payment transaction is shown to the cardholder in the Requires attention list on the app’s home screen, from where the receipt can be sent directly.
The same app can also be used to send to eScan. From 16 October onwards, files can be sent to eScan from the Netvisor mobile app, as before with Visma Scanner. The image is scanned with the same Scan function, and Document to eScan is selected as the channel. Card receipts are sent to receipt handling, other material to eScan.
Email does not send to receipt handling. The eScan address still works, but receipts sent there end up in eScan and are handled manually.
Cash and out-of-pocket receipts are delivered as before: to eScan (from the app or by email) or to a travel expense report.
What changes for the accountant
One purchase generates two vouchers
Previously, one voucher was created manually from an eScan image. Now a KU voucher is created from the receipt as soon as the mandatory details are in place. A PT voucher is created from the payment transaction when the bank statement arrives, or an OL voucher when the credit card invoice has been verified and posted. Vouchers are created automatically and independently of each other.
Both are posted to the same allocating and clearing account. When the receipt and payment transaction are allocated, the clearing account rows are matched and disappear from open items in the balance sheet specification. Until then, there is an open item on the account, which is also visible in the balance sheet specification.
If a receipt arrives in a locked period, the KU voucher is dated to the first day of the open period. The period does not need to be opened.
Case moves from eScan to two views
Open receipts (Purchases → Receipts): receipts with statuses Incomplete, Not allocated, Allocated and Receipt missing.
Unchecked postings: all automatically created vouchers appear here with a link to the receipt and stay on the list until they have been checked. To access this view, you need edit rights to the notification view for unchecked postings.
Handling in the browser requires KP rights and edit rights to the receipts section.
Allocating is done automatically
A payment transaction is searched for each receipt and a receipt is searched for each payment transaction whenever a new receipt or bank statement arrives, as well as in the nightly run. Allocating is based on the amount, date, last four digits of the card and the place of purchase.
If automatic allocating did not occur, the receipt can always be allocated manually. Manual allocating is started from the receipt: Receipt functions → Allocate to payment transaction. Allocating is not done from the voucher. Most credit card receipts and foreign currency receipts are manually allocated for the time being.
Missing receipts are visible before the bank statement should be posted
Previously, a missing receipt was only noticed when posting the bank statement. Now the nightly run raises every card transaction without a receipt to Open receipts with the status Receipt missing. The payment transaction is posted to the clearing account, and the incoming receipt clears the posting with a contra entry.
A payment transaction with the status Receipt missing is always visible to the accountant in Open receipts. It is visible to the cardholder only if the card has been registered in the receipt settings and allocated to them. In that case, the payment transaction appears for them in the Requires attention list on the app’s home screen, and they can send the missing receipt themselves.
Old posting rules for card purchases are no longer needed
Receipt handling now automatically posts card payments to the allocating account selected in the settings. If there are still rules in the posting rules that concern card purchases, they prevent the new receipt handling automation. These so to say override the receipt handling.
Rules with payment codes 720 and 721 are removed from those transactions for which receipts are to be brought to Open receipts. If certain account transactions are still to be handled directly from the bank statement and no receipts are expected for them, the rules are refined so that they only apply to the intended transactions.
How to prepare
The transition is easiest to handle customer by customer. The old and new handling are not connected: receipts in eScan are handled there until completion, and receipt handling starts with a clean slate from the day it is implemented. Therefore, it is advisable to agree on a clear changeover date for each customer.
Before the changeover date
Choosing the changeover date. The best changeover date is the same day that receipt handling is Implement, enabled for the customer. From then on, card receipts are sent to receipt handling. The day does not have to be 31 October. Start with customers who use Visma Scanner daily. Others can continue with eScan and, after 31 October, send files from the Netvisor mobile app to eScan until it is their turn as well.
Implementing ready before the first receipts. For a smooth transition, three points are the most important:
Payment cards allocated to the user and bank account. This way, receipts are allocated and missing receipts are visible to cardholders in the app. Registering the card does not move already raised payment transactions without receipts to the cardholder; these can be assigned to them afterwards in Open receipts with the selection Do for selected → Set owner.
Posting rules for card payments removed or refined so that automation can start.
A dedicated allocating and clearing account for receipt handling, with transaction tracking enabled. During the transition, more open items than usual will accumulate on the clearing account, and a separate account keeps them clearly separated from old postings.
Informing senders about the changeover date. When the date is clear to everyone, the same receipt will not end up by mistake both in eScan and in receipt handling.
Keeping receipts until the changeover date. It is advisable to ask senders to keep the current month’s receipts so they can be scanned into receipt handling immediately on the changeover date.
On the changeover date and the following morning
Receipt handling is visible from 16 October onwards in the menu for all browser versions, but receipts can be sent and the nightly run starts only when the function is enabled in the settings. On the night following Implementing, receipt handling goes through the previous month’s card transactions and includes those that have not yet been posted. Older and already posted transactions remain in the old handling. This way, the transition is naturally divided:
Payment transaction | What receipt handling does | What the accountant does |
Over one month old or already posted | Remains outside receipt handling | Handled to completion in eScan as before |
Within the month, not posted | Creates a PT voucher on the clearing account and raises the payment transaction to Open receipts with the status Receipt missing | Senders scan receipts into receipt handling on the changeover date, or the image is transferred from eScan to the payment transaction |
Already posted in the old way, receipt now arrives in Open receipts | Creates a KU voucher in the open period; an open item remains on the clearing account | Act according to whether the period is open: Period is open → edit the KU voucher created from the receipt to correspond to the voucher previously created. Period is closed → create an interim voucher that clears both sides. If the receipt is not needed in receipt handling at all, first save the receipt image to your computer, then delete the receipt and attach the image to the previously created voucher. Deleting cancels the KU voucher created from the receipt and removes the image. This situation applies only to the period around Implementing. It disappears once all receipts and payment transactions go through the same handling. |
After the changeover date | Normal handling | Normal checking |
A few things make the first day easier:
Old receipts should be scanned on the changeover date, before the nightly run. The more receipts are in the system before the first nightly run, the more will be allocated immediately and the fewer payment transactions without receipts will be waiting in the morning.
It is a good idea to reserve some time for the first morning. There may be dozens of payment transactions with the status Receipt missing in Open receipts and just as many PT vouchers in Unchecked postings. The volume is normal during the transition phase and will settle once receipts start arriving in receipt handling.
Credit card invoices. When the credit card company is linked to the card, the next nightly run goes through its invoice rows within the month, including those already handled. Dozens of rows may be raised to the status Receipt missing, and already handled rows can be removed from receipt handling at once.
When the transition is complete
The transition is complete when the last card receipt that arrived in eScan has been handled and new card receipts come to receipt handling. Typically, one bank statement cycle is enough for this. After that, eScan remains in use only for those transactions that are not covered by receipt handling, such as travel expense reports.//
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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