This guide covers creating a new voucher in Netvisor.

You can open the view by selecting Financial management > New voucher or by selecting Create new > Voucher in the upper right corner.

Before creating a new voucher, make sure of the following:

  • You have editing rights for basic accounting functions in your user rights.
    • Editing rights are included by default in the all rights profile.

Voucher details and functions

Voucher number

  • Check from the voucher number field the running number specific to the voucher type, i.e., the next available voucher number.

Voucher type

  • Select the voucher type in the Voucher type field.
  • Manage voucher types via basic accounting information if you want to change or add voucher types.

Group target company

  • Check whether the Group target company selection is visible. The selection is visible if the company has the group processing service enabled.
  • If the group processing service is not yet in use, enable it from Netvisor Store.
  • In inter-group entries, select the group target company for the voucher.
  • By selecting the group target company, you activate a function that allows voucher rows to be marked as group transactions.
  • Note that the marked rows are shown in the group transaction elimination view as transactions between the active company and the selected target company.

Marking rows as group transactions.

Date

  • Check that the date suggested by the system, based on the latest voucher, is correct.
  • If necessary, change the date of the voucher to the desired posting date before saving the voucher.

VAT basis

  • Select the vat basis before entering the voucher row section to avoid errors in VAT calculation.

Vouchers automatically generated from purchases and accounts receivable follow the net vat booking method.

In manual entry of a new voucher, the vat handling method can be selected as either gross or net.

  • Select gross or net as the vat handling method.
  • Enter gross or net amounts on the voucher according to the selected entry method.
  • Enter the counter account posting as the total amount.
  • Take advantage of the fact that the system calculates the tax amount according to the selected VAT rate in real time, following the chosen entry method.
  • Save the voucher with the Save new voucher button, in which case the system:
    • calculates the amount of VAT,
    • converts the figures entered as gross amounts into net booking,
    • posts the VAT amount to the VAT receivables or liabilities account.

Please note the following in vat handling:

  • Even if you initially enter the voucher as gross, the voucher is always in net mode by default during editing.
  • If you switch to gross handling in edit mode, check that the figures behave as desired.

Example of changing the vat basis:

  • First post credit card transactions to a clearing account (VAT 0%) to wait for the receipts to arrive.
  • When the receipts arrive, start processing the transactions by changing the vat basis to gross.
  • Keep the already entered amounts unchanged when switching, if the figures are already correct.
  • Calculate VAT only for those transactions where VAT is still undefined.

Voucher rows

  • You can navigate in voucher entry using the tab separator button (Tab), Enter, or the mouse.
  • Avoid using the browser's back function, because with an https connection the page history is not stored on forms.

Account selection

  • Enter the account number or name directly in the Account field.
  • Open from the magnifying glass a list of the accounts used by the company in this and the previous financial year.
  • If the desired account is not on the list, search it by account number or name.
  • Note that for a new company the account name selection is initially empty.
  • Use accounts on vouchers so that they start to appear in the selection list.

Amount

  • In the amount column, mark a credit entry with the minus sign "-".
  • Use gross entry if you want VAT stripping to be done immediately.
  • View the original amount by clicking the amount column.
  • Take advantage of the fact that the system always suggests the unposted amount for the next row.
  • Start voucher entry with taxable transactions so that the amount of the contra entry is automatically ready.
  • Check the VAT posting amounts at the bottom of the screen.
  • Note that VAT stripping is performed by the system after saving the voucher.

VAT calculation

  • Turn off automatic vat calculation (set to "Off") if you want to enter the vat rows and amounts yourself.
  • Note that when automatic vat calculation is off, the system does not try to correct the vat rows and does not make a contra entry suggestion.
  • Be aware that when editing a saved voucher, automatic vat calculation is off by default so that previously entered vouchers are not modified without your approval.
  • Turn the calculation on in edit mode by selecting "On" if you want to use automatic vat calculation.

Adding new rows

  • Add more rows to the voucher than are visible on the form by default if you need more postings.
  • Add a row manually with the "Add row" button.
  • Enter information on the voucher rows consecutively; the system automatically adds a new row when you move to the last row.
  • Let saving the voucher automatically remove empty rows.

Balance value-added taxes

  • Press the "Balance value-added taxes" button if there is a difference left in VAT receivables or liabilities.
  • Let the system balance the value-added taxes correctly based on the entries.

Processing history

  • Open the processing history from the sidebar on the right side of the page, in the same section as attachments.
  • View voucher events and comments, which are shown in chronological order.
  • Write comments taking into account that the maximum character count for the comment field is 255 characters.

Debit / credit selection

  • Save the voucher so that you can view it in the browsing view.
  • In the voucher browsing view, switch between a single amount field and debit / credit format by clicking the header of the amount column.
  • Return to the single column view by clicking the header of the debit or credit column.

Adding attachments 

  • Save the voucher before adding attachments.
  • Add attachments from the sidebar on the right side of the page.
  • Add an attachment with the "Add attachments" button or by dragging the attachments from your computer onto the attachment section of the sidebar.
  • Indent or expand the attachment section with the arrow button.
  • Note that the maximum size of an attachment added to the voucher is 20MB.
  • Make sure you have the KP role, as adding an attachment requires the KP role.

Allowed attachment file types are: BMP, CSV, DOC, DOCX, EMF, EXIF, GIF, GZIP, HEIC, HTML, ICO, JPG, MP3, ODP, ODS, ODT, PDF, PNG, PPTX, RTF, TIFF, TXT, XLS, XLSM, XLSX, XML, XSL, ZIP, 7ZIP.

The description can be edited if desired; by default, the attachment name is brought in as the description.

If there are many transactions on the voucher, these are divided into multiple pages. You can move from one page to another from the selection at the top of the voucher.

Frequently asked questions

Where can I create a new voucher in Netvisor?

  • Select Financial management > New voucher or select Create new > Voucher in the upper right corner.

What user rights do I need to create a new voucher?

  • You need editing rights for basic accounting functions. This is included by default in the all rights profile.

How do I select and use the vat basis on a voucher?

  • Select the vat basis before entering the row section.
  • In manual entry, select gross or net as the vat handling method and enter the amounts according to the selected method.

What should I do if I want to enter the VAT rows myself?

  • Set automatic vat calculation to "Off", after which you can enter the VAT rows and amounts yourself.

How do I add new rows to a voucher?

  • Use the "Add row" button or enter information on the last row, in which case the system automatically adds a new row.

How do I add attachments to a voucher and what file types can I use?

  • Add attachments after saving the voucher from the sidebar on the right side of the page.
  • You can use the following file types: BMP, CSV, DOC, DOCX, EMF, EXIF, GIF, GZIP, HEIC, HTML, ICO, JPG, MP3, ODP, ODS, ODT, PDF, PNG, PPTX, RTF, TIFF, TXT, XLS, XLSM, XLSX, XML, XSL, ZIP, 7ZIP.

How do I view a voucher in debit / credit format?

  • Open the voucher browsing view and click the header of the amount column to switch to the debit / credit view.

How do I balance value-added taxes on a voucher?

  • Press the "Balance value-added taxes" button if there is a difference left in VAT receivables or liabilities and let the system balance the value-added taxes based on the entries.

Keywords: Voucher, creating a new voucher, voucher attachments.

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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