This guide explains how to handle bank statements in Netvisor. Open the bank statement handling by selecting Financial management > Bank > Netvisor bank statement > select the bank statement > select the bank statement editing view.

CONTENTS

Check the number of the received bank statement in the upper right corner of the statement. Use the Next link in the upper right corner to move to the next bank statement for the same account.

Bank statement editing view

Note that you cannot edit the bank statement if the financial period or VAT is locked. In this case, the system displays the notification: “The end date of the bank statement period belongs to a locked period, editing is not allowed.”

Proceed in the bank statement editing view as follows:

  • Open the bank statement by selecting the bank statement editing view link.
  • Post lines or manually allocate lines to invoices in the system.

Display vouchers for transactions already posted from the bank statement as follows:

  • Select the List bank statement vouchers button.

Handling erroneous transactions

If the bank statement arrives when VAT, the financial period or accounts payable is locked in the company, automatic processing of purchase invoices does not work and the transactions remain in error.

Correct the situation as follows:

  • Open the locked period (VAT, financial period or accounts payable) if needed.
  • Go to the bank statement view.
  • Restart automatic processing from the bank statement view.
  • Make sure that purchase invoices are acknowledged from the bank statement.


Filtering and posting lines

Filter and display bank statement lines in the editing view as follows:

  • Select whether to show only unposted lines or all lines by using the Show all transaction lines option.
  • Use the Filter lines for payment card commission function when you want to retrieve Nets payment card transactions and possible commission postings from the bank statement. More information is available on the service’s own instruction page.

Use posting rules as follows:

  • Select the Fetch posting rules button to retrieve already created posting rules and post lines using them.
  • Select the Manage posting rules button to create new posting rules. More information is available on the service’s own instruction page.

Post an individual bank statement line as follows:

  • Select Post at the end of the line.
  • Select one account for the line. The counter account is always the bookkeeping account of the bank account.
  • Select a cost object and a possible follow-up object if needed (if they have been created).
  • Create a posting rule from the view if needed.

Create vouchers from posted lines as follows:

  • Select the desired account for the line.
  • Select a cost center if needed.
  • Select the voucher posting method at the bottom of the screen.
  • Select the voucher type.
  • Enter a description if needed.
  • Select the Create vouchers button.

Note that you must not use the Post function for a line that has an invoice in the ledger. In that case, select Other transaction and post the invoice through that.

Posting method

Select the posting method as follows:

  • If you post many bank statement transactions at once, select Post each line as a separate voucher.
  • Note that if you do not post a separate voucher for each line and some posting goes wrong, you will have to correct all transactions posted at the same time.
  • When each line is posted as its own voucher, correcting is easier and faster.

Voucher type

Select the voucher type as follows:

  • Select the desired voucher type for creating the voucher.
  • Manage voucher types in Bookkeeping basic data > Voucher types.

Description

Enter a description for the voucher as follows:

  • Enter the desired description for the voucher if you do not want to use the one offered by the system.

Creating a voucher

Create voucher(s) as follows:

  • Select the lines you want to process.
  • Make the necessary selections for posting method, voucher type and description.
  • Select the Create vouchers button.
  • Let the system create a voucher/vouchers from all selected lines.

Posting an invoice in the ledger

Handle invoices in the ledger in the bank statement editing mode as follows:

  • Select the triangle down icon after the Post button on the bank statement line.

New accounts payable payment

Handle the acknowledgement of purchase invoices as follows:

  • Make sure that the payments traffic contract is in order and that invoice payment feedback is received on the bank statement. In this case, purchase invoices are automatically acknowledged.
  • If automation has not worked, mark the purchase invoice as paid manually.
  • Before posting, check whether there is an invoice in accounts payable corresponding to the payment transaction:
    • If there is no invoice in accounts payable, use the Post function.
    • If the invoice is found in accounts payable, use the Other transaction > New accounts payable payment function.
  • Use the link to go to the purchase invoice list.
  • Search for the invoice related to the payment in the purchase invoice list.

Allocate the payment to the purchase invoice as follows:

  • Find the desired purchase invoice line.
  • Make sure that the purchase invoice is in the approved status so that the "Match to this" link is visible.
  • Select the "Match to this" link in the payment field.
  • Allocate the payment to the invoice.


Finalise the payment as follows:

  • Check that the From account field automatically contains the bank statement account.
  • Check that the Payment date field automatically contains the bank statement line date.
  • Select the "Save" button to return to the bank statement.

Note currency invoices:

  • If it is a currency invoice and there has been a currency exchange rate change between the invoice date and the payment date, the system posts the currency exchange rate difference to the purchases currency exchange rate difference account.

Foreign payment batch reconciliation

-No longer used during the Sepa era.

Adding a new sales transaction

Handle sales invoice payments as follows:

  • If the sales invoice has not automatically been marked as paid, mark it as paid manually.
  • If money has arrived in the account as a bank transfer, check before posting whether there is an invoice in accounts receivable corresponding to the payment transaction:
    • If there is no invoice in accounts receivable, use the Post function.
    • If the invoice is found in accounts receivable, use the Other transaction > Adding a new sales transaction function.
  • Use the link to go to the sales invoice list.
  • Search for the sales invoice related to the payment.

Add a new sales transaction as follows:

  • Find the correct sales invoice line in the sales invoice list.
  • Select "New transaction" from the downward triangle at the end of the line.

Finalise the sales transaction as follows:

  • Check that the payment date is correct and change it if needed.
  • Change the processing method of the transaction if needed.
  • Save the transaction. After entering the transaction, the system directs you back to the bank statement.

Processing methods: 

Note the processing methods as follows:

  • Define the bookkeeping accounts for all processing methods in Bookkeeping default accounts.
  • Note that processing methods cannot be added, edited or deleted.

Normal – Posts the transaction normally according to the default account of the payment account and accounts receivable.
Rounding difference – Posts the separating amount to the default account for rounding differences. For example:

  • If the invoice amount is 100 € and a transaction of 100.01 € arrives, with the processing method "Rounding difference" the entire transaction of 100.01 € is posted.
  • Of the amount, 100 € is posted to the default account for sales transactions.
  • Of the amount, 0.01 € is posted to the default account for rounding differences.
  • Note that the processing method cannot be used solely for posting the rounding difference, but the entire received transaction is processed with this.

Discount – Use this when the invoice transaction is less than the original amount:

  • Select Discount as the processing method for the entire received transaction.
  • Post the unpaid part to the default account for sales discounts.
  • Note that the change in VAT debt is taken into account on the voucher.

Partial transaction – Posts the partial transaction normally according to the default account of the payment account and accounts receivable.

Overpayment – Use this when the transaction is greater than the invoice amount:

  • Post the overpayment to the account defined for overpayment posting.
  • Note that the payer information for the transaction is recorded as "Overpayment adjustment" (visible on the Transactions page).
  • More information on overpayments is available in a separate instruction here.

Collection – Use this when a collection charge has been added to the invoice and the customer pays the invoice including the collection charge:

  • Post the collection charge to the collection account defined in the system’s default accounts.
  • Note that the payer information for the transaction is recorded as "Customer paid collection charge" (visible on the Transactions page).
  • Note that in Netvisor the collection charge is not added to the principal of the invoice, but this processing method corrects both the ledger and the bookkeeping and posts the collection charges to the bookkeeping.
  • You can also use this posting method in a situation where the customer pays only the collection charge separately.

Not allocated – Use this when the transaction is not intended to be allocated to any invoice:

  • Post the transaction normally according to the default account of the payment account and accounts receivable.
  • Note that the description for the transaction is recorded as "Transaction not allocated to invoice, [payer's name]".

Credit loss – Use this when you want to post the invoice as a credit loss:

  • Update the invoice status to credit loss.
  • Post the transaction as credit loss.

Linking a voucher

Link a voucher already posted to bookkeeping to a bank statement line as follows:

  • Make sure that the transaction of the bank statement line has already been posted to bookkeeping.
  • Open the bank statement editing view.
  • Select the blue arrow button on the line and select Linking a voucher.
  • Open bookkeeping voucher browsing, where the system has preselected the amount and date according to the bank statement.
  • Modify the search criteria if needed.
  • Select the Search button.
  • Select the Link link for the desired voucher to link the voucher to the bank statement.

Note the linking of a voucher:

  • Linking a voucher does not affect any possible bank statement difference.
  • Linking makes the bank statement easier to read when the bank statement lines have already been posted to bookkeeping.
  • Finding differences becomes easier, because a linked line can be excluded from the calculation of the difference and the difference comes from some other transaction.


Unlinking a voucher

Unlink a voucher as follows:

  • Select the Unlink button on the transaction line.
  • In the view that opens, check whether you want to:
    • remove only the transaction link information, or
    • also delete the voucher in question.
  • If you do not want to delete the voucher but want to invalidate it, remove only the link information.
  • Invalidate the voucher separately through voucher-specific functions.



Creating a new voucher

Create a new voucher from a bank statement line as follows:

  • Select the Creating a new voucher link on the bank statement line.
  • Open voucher entry.
  • Use this tool when there are multiple counter accounts for a bank account transaction.
  • Note that with the normal Post function you can add only one counter account.
  • Use the fact that the bank account is preselected with the amount of the bank statement line in question.
  • Enter the necessary counter accounts and other data.
  • Select the Save and return to the voucher button to return to the bank statement.

Machine-readable reference material

Enable and handle machine-readable reference material as follows:

  • Agree on machine-readable reference material separately in the payments traffic agreement.
  • Use machine-readable reference material so that sales invoices are automatically acknowledged when the customer pays the invoice with the reference and the correct amount.
  • Note that machine-readable reference material cannot be processed from the bank statement.
  • Process machine-readable reference material in Sales > Transactions.
  • Match the transaction to an existing sales invoice or post the transaction using a posting rule if there is no invoice.
  • Note that processing machine-readable reference material requires the use of the accounts receivable section.
  • If a machine-readable reference arrives at the company but the accounts receivable section is not in use, the voucher must be manually posted to bookkeeping in Bookkeeping new voucher.
  • Note that if the transaction is posted manually, it appears on the bank statement in the machine-readable reference material section as "user-entered transactions in the ledger".

Below is an example of what machine-readable reference material looks like.

Proceed as follows if machine-readable reference material has not arrived at the company:

  • Check on the bank statement whether the reference section reads "Reference notes" and the number of transactions.
  • Contact the bank if you need a breakdown of the transactions.
  • If you want to post the transactions to bookkeeping, mark the invoices manually as paid on the day the transaction appears on the bank statement.

Proceed as follows if the bank statement reference section reads "reference transfer" and the transactions are not detailed:

  • Check whether the payments traffic agreement for machine-readable reference material is in order. The problem may be due to a missing agreement.
  • Note that the reason may also be that the bank statement processing for the day in question has not yet been completed in the background.


Reconciling the bank statement

Reconcile the bank statement in the bank statement view as follows:

  • Let the system compare the closing balance of the bank statement to the balance of the bookkeeping account for the bank account per the last day of the bank statement.
  • Check the bookkeeping account set for the bank account in Company menu > Bank accounts.

Check the result of the reconciliation:

  • If the bank statement and the bookkeeping account for the bank account match, the Difference is 0.00 euros.

Examine bookkeeping entries as follows:

  • Select the balance of the bookkeeping account from the bank statement view.
  • Drill down to account-specific entries for the account in question.

Proceed as follows if there is a difference between the bank statement and the bookkeeping account balances:

  • Check the Difference column in the bank statement view.
  • Note that the Difference column shows a warning triangle and the separating amount.
  • Note that the amount in the Difference column can consist of several separating transactions.

Find differences by comparing the bank statement and bookkeeping as follows:

  • Open the editable bank statement on one browser tab, where the bank account transactions are detailed.
  • Open bookkeeping reports on another tab in Financial management > Bookkeeping reports.
  • Retrieve, for example, the Account balance report (you can also use the General ledger or Voucher browsing report).
  • Limit the Account balance report to the bank statement date range.
  • Add the bookkeeping account used for the bank account to the search criteria.

In the example below, a weekly bank statement is reconciled for the period 2–8 October 2023 and the account-specific entries are limited to the bookkeeping account for the bank account, which in this example is 1930:

Compare account-specific entries and bank statement transactions as follows:

  • Open the account-specific entries for the bookkeeping account of the bank account.
  • Compare the entries to the bank statement transactions line by line.

Identify typical causes of differences:

  • A transaction has been posted twice in bookkeeping.
  • Not all bank statement transactions have been posted to bookkeeping.
  • The amount posted to bookkeeping for a transaction differs from the bank account transaction amount.
  • A transaction has been posted to the wrong bookkeeping bank account if multiple bank accounts are in use.
  • The date of the bookkeeping voucher differs from the bank account transaction date.

Note the following special situation:

  • For example, Nordea may send bank statements with no transactions.
  • In this case, the closing balance of the bank statement is 0.00 € and a notice appears in the Difference column in the bank statement view.
  • This does not cause an actual difference, but the situation is corrected when the next bank statement containing transactions arrives, which also reports the closing balance of the bank statement.

Handling currency account bank statements

Handle a currency account bank statement as follows:

  • Note that bank statements for currency accounts in Netvisor always show a difference.
  • Remember that bookkeeping in Netvisor is always done in euros, even if the currency account transaction is in another currency.
  • Note that no automatic conversion is made between the currency account balance and the euro-denominated bookkeeping balance.


Frequently asked questions

How do I access bank statement handling in Netvisor?

  • Select Financial management > Bank > Netvisor bank statement > select the bank statement > select the bank statement editing view.

Why can’t I edit the bank statement?

  • You cannot edit the bank statement if the financial period or VAT is locked. In this case, the system notifies that the end date of the bank statement period belongs to a locked period and editing is not allowed.

What should I do if automatic processing of purchase invoices does not work on the bank statement?

  • Check whether VAT, the financial period or accounts payable is locked.
  • Open the locked period if needed.
  • Go to the bank statement view and restart automatic processing so that purchase invoices are acknowledged from the bank statement.

When should I use the Post function and when the Other transaction function?

  • Use the Post function when there is no invoice corresponding to the transaction in the ledger.
  • Use the Other transaction function (for example New accounts payable payment or Adding a new sales transaction) when there is an invoice corresponding to the transaction in accounts payable or accounts receivable.

How do I post a bank statement line that has multiple counter accounts?

  • Use the Creating a new voucher function, because with the normal Post function you can select only one counter account.

How is bank statement reconciliation done?

  • Perform reconciliation in the bank statement view by comparing the closing balance of the bank statement to the balance of the bookkeeping account for the bank account per the last day of the bank statement.
  • If a sum is shown in the Difference column, find the cause of the difference by comparing bank statement transactions to account-specific entries in bookkeeping.

Why does a currency account bank statement show a difference?

  • In Netvisor, bookkeeping is always done in euros and no conversion is made between the currency account balance and the euro-denominated bookkeeping balance. For this reason, a currency account bank statement shows a difference.

How does machine-readable reference material affect the acknowledgement of sales invoices?

  • When machine-readable reference material is in use and the customer pays the invoice with the reference and the correct amount, sales invoices are automatically acknowledged.
  • You process machine-readable reference material in Sales > Transactions, not from the bank statement.

What should I do if the bank statement shows Reference notes but the transactions are not detailed?

  • Contact the bank to obtain a breakdown of the transactions.
  • If you want to post the transactions to bookkeeping, mark the invoices manually as paid on the date shown on the bank statement.

How do I handle an overpayment of a sales invoice?

  • Select Overpayment as the processing method.
  • Let the system post the overpayment to the account defined for overpayment posting.
  • Note that the payer information is recorded as "Overpayment adjustment".

How do I link a voucher already posted to a bank statement line?

  • In the bank statement editing view, select the blue arrow button on the line and Linking a voucher.
  • Search for the correct voucher in voucher browsing and select Link.

How do I unlink a voucher from a bank statement line?

  • Select the Unlink button on the transaction line.
  • Select whether you only remove the link information or also delete the voucher.
  • If you only want to invalidate the voucher, remove the link and invalidate the voucher separately through voucher-specific functions.

Keywords: Bank statement, currency account bank statement, bank statement editing view

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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