CONTENT

General

Netvisor allows not only the delivery of receipts created with Visma Scanner but also the possibility to create a voucher or travel expense line. The more information about the receipt is filled in when taking the picture with Visma Scanner, the faster the accountant can process the information into accounting, but the application also allows you to bring just the picture, and the accountant can handle the rest.

The service offers either a fixed monthly fee (=the person using the scanner has the travel service active) or event-based billing, where eScan pricing is used as the basis for charging. If the Travel service is activated in the middle of the month, a transaction fee is charged for receipts brought until the activation day, as well as the Travel service fee for the entire month. 

You can find a presentation video about the receipt scanner at the following link: Visma Scanner - How to use the receipt scanner

Adding an account to the chart of accounts

For eScan material, an interim account is created in the accounting chart of accounts Financial Management > Accounting Settings > Chart of Accounts > New Account. This is done, for example, in the income statement under the purchases group and named, e.g., Undelivered bank card receipts.

Balance tracking is enabled for the account in question balance tracking, so that transactions recorded to and from the account can be tracked and matched to each other.

Adding tracking objects

Next, different tracking objects are added to this interim account in accounting as needed Financial Management > Financial Statements > Tracking Objects. These tracking objects can be used, for example, to track whose expenses and/or missing receipts are involved. Through the bank statement, the expense can be allocated to a specific tracking object using the bank card number and linked to the accounting account (8888 Undelivered bank card receipts) in the income statement without VAT processing.

Visma Scanner clearing account

To enable the voucher to be created automatically in Netvisor, the added accounting account "8888 Undelivered bank card receipts" is set as the clearing account for using Visma Scanner: Financial Management > Accounting Settings > Accounts Used in Default Accounting > Receipt Scanner (Visma Scanner) Clearing Account. 

Expense category management

The application / Netvisor automatically includes the following expense categories:

  • Accommodation expenses (7820)
  • Travel tickets (7800)
  • Other costs (7860)
  • Parking expenses (7850)
  • Taxi expenses (7810)

In addition to these, expense categories can be added to Netvisor company-specifically.

If the company has the Netvisor Payroll section in use, the expense categories appear in Visma Scanner according to the payroll categories. Instructions for creating a new expense category for travel and expense entries can be read at the following link: Creating a new expense category for travel and expense entries.

If the company does not have the Payroll section in use, the expense categories displayed in Visma Scanner can be managed from the Extensions > eScan Material Processing view:

  1. Press the "Company-specific functions" button
  2. Open the "Expense category management" option from the menu that opens
  3. The expense category and default account can be added from the "Add new expense category" link

The expense category can be edited or deleted through the arrow button in the last column of the row. The accounting account used comes from behind the expense category selection.

If the company has payroll in use, access to the view requires at least read rights in the payroll rights section

Preparations are then complete, and each user of Visma Scanner in the company can create their own Visma Scanner user accounts and download the application to their phone. Separate instructions for setting up Visma Scanner can be found at this link: Instructions for using the app.

Processing incoming material for accounting

Option 1. Automation 

A voucher is automatically created in accounting when at least the following information is written in the application along with the receipt:

  • Total amount
  • VAT 
  • Payment method (something other than "Record travel expense")
  • Expense category
  • Payment date

The system retrieves the account "8888 Undelivered bank card expenses" from the default accounting entries and the account "7850 Parking expenses" from the expense categories.


Vouchers created by the system are recorded under the voucher type "Pump Imported Events". The accounting account is selected based on the expense category chosen by the user in the mobile application. The counter-entry is always made to the receipt scanner (Visma Scanner) clearing account specified in the default accounting entries. If the clearing account is not set in Netvisor, the system cannot automatically create an accounting entry, and the document must be processed manually.

The information given in the Description field in Visma Scanner (Comment field on iPhone) is added in the automatic voucher creation to both the voucher "Line Description" field and the "Description" field. If the voucher is not automatically created when the receipt is imported, the information in the Description field is saved in the eScan material processing as the attachment description, and the information is not saved in the Description or Line Description fields. In this situation, the description given in Visma Scanner must be manually added to the voucher's Description and Line Description fields to make this information visible on the material copy.

To ensure the voucher is automatically created, VAT must be correctly specified in Scanner. If the VAT handling selected behind the accounting account is inconsistent with the VAT rate of the imported material, the voucher cannot be correctly created. For example, the VAT identifier "No VAT handling" selected behind the account is not sufficient for handling receipt VAT 0%, but the correct VAT % must be specified during scanning. For example, if the purchase amount is 100 euros and VAT= 0% for all lines, the entire amount of 100 euros is entered in the "VAT 0%" field. The VAT field always contains the amount to which the respective VAT handling is applied. If the VAT applied is 24%, the amount of 100 euros is entered in the "VAT 24%" field, and Netvisor calculates the VAT portion for the voucher based on this.

 


NOTE! The tracking object cannot automatically be added to the voucher, so if they are in use, the information must be manually added to the voucher. These vouchers will appear to the accountant in the "Unchecked Entries" section if the access rights are set correctly.

Option 2. Manual processing

Processing eScan material for accounting from the Unprocessed Materials view Extensions > eScan Material Processing

At a minimum, it is sufficient to take a photo of the receipt and send it to Netvisor. In this case, it is good for the accountant to regularly review these materials and process them into accounting using the "Create New Voucher" function

If necessary, receipts can also be attached to an existing purchase invoice (credit card invoice) as an attachment.

Option 3. Travel expense

Netvisor automatically creates a new travel or expense report from the imported material if at least the following information is provided in the mobile application:

  • Total amount
  • VAT
  • Payment method is "Record travel expense"
  • Expense category
  • Comment/description

Note that the VAT amount must be exactly the same as on the scanned receipt; otherwise, the travel expense report will not be automatically created in Netvisor.

Detailed instructions "Attaching eScan materials to travel expense" and "Create new travel and expense entry" can be found at the following link: Create new travel and expense report.

Processing payment for accounting from the bank statement

When expenses are recorded in accounting either automatically during the Visma Scanner transfer or from the "Unprocessed Materials" view, the payment transaction can be directly recorded from the bank statement to the interim account "8888 Undelivered bank card receipts". If tracking objects are in use in the company, the transaction is also recorded to the correct tracking object at this point and matched to each other in the internal balance tracking.

Reporting

Missing receipts are visible, for example, in tracking object reports; Financial Management > Accounting Reports; Account Balances report, which directly shows from whom and what size receipt is missing. From the "Show Objects" dropdown menu, select "Tracking Objects" to display.

By clicking on the tracking object, a detailed view of the events is obtained, and if internal balance tracking is enabled, information on previous events is also obtained.

Watch the training video at the following link: Balance tracking

Keywords: Visma Scanner, Netvisor, receipt, accounting, automation, allocation, travel expense, tracking objects

 

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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