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 row. 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 bookkeeping, 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 specification of accounts

For eScan material, an interim account is created in the bookkeeping specification of accounts Financial Management > Bookkeeping Settings > Specification of Accounts > New Account. This is done, for example, in the profit and loss 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 follow-up objects

Next, different follow-up objects are added to this interim account in bookkeeping as needed Financial Management > Financial Statements > Follow-up Objects. These follow-up 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 follow-up object using the bank card number and linked to the bookkeeping account (8888 Undelivered bank card receipts) in the profit and loss statement without VAT processing.

Visma Scanner clearing account

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

Cost type management

The application / Netvisor automatically includes the following cost types:

  • Accommodation expenses (7820)
  • Tickets (7800)
  • Other expenses (7860)
  • Parking expenses (7850)
  • Taxi expenses (7810)

In addition to these, cost types can be added to Netvisor company-specifically.

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

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

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

The cost type can be edited or deleted through the arrow button in the last column of the row. The bookkeeping account used comes from behind the cost type 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 bookkeeping

Option 1. Automation 

A voucher is automatically created in bookkeeping 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")
  • Cost type
  • Payment date

The system retrieves the account "8888 Undelivered bank card expenses" from the default posting entries and the account "7850 Parking expenses" from the cost types.


Vouchers created by the system are recorded under the voucher type "Pump Imported Events". The bookkeeping account is selected based on the cost type chosen by the user in the mobile application. The contra entry is always made to the receipt scanner (Visma Scanner) clearing account specified in the default posting entries. If the clearing account is not set in Netvisor, the system cannot automatically create a bookkeeping 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 "Row Specification" field and the "Specification" 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 Specification or Row Specification fields. In this situation, the description given in Visma Scanner must be manually added to the voucher's Specification and Row Specification 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 bookkeeping 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 25.5%, the amount of 100 euros is entered in the "VAT 25.5%" field, and Netvisor calculates the VAT portion for the voucher based on this.

 


NOTE! The follow-up 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 bookkeeping 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 bookkeeping 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 report

Netvisor automatically creates a new travel or account of expenses 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"
  • Cost type
  • 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 report" and "Create new travel and account of expenses" can be found at the following link: Create new travel and account of expenses.

Processing payment for bookkeeping from the bank statement

When expenses are recorded in bookkeeping 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 follow-up objects are in use in the company, the transaction is also recorded to the correct follow-up object at this point and matched to each other in the internal balance tracking.

Reporting

Missing receipts are visible, for example, in follow-up object reports; Financial Management > Bookkeeping Reports; Account balance report, which directly shows from whom and what size receipt is missing. From the "Show Objects" dropdown menu, select "Follow-up Objects" to display.

By clicking on the follow-up 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 sheet tracking

Keywords: Visma Scanner, Netvisor, receipt, bookkeeping, automation, posting, travel expense report, follow-up 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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