This guide covers the transfer of accounting data from external systems to Netvisor using a smart form.
CONTENTS
General
With the accounting data import form, you can import accounting vouchers to Netvisor. The form is designed for transferring data from external systems to Netvisor when the imported material includes dimension data or VAT codes. The principle of using the form is that you either input or copy the voucher information to the form, check the information before sending, and after sending, verify the information through Netvisor's voucher browsing (Financials > Voucher listing). The form also includes an account number transformation tool, which can be used to convert the account numbers of the imported material when the account list in another system differs from that in Netvisor.
Before using the smart form, the preparation for use must be completed. Please first go through the general instructions related to smart forms, which can be found here: Smart Excel Forms.
The smart form for importing accounting data requires the resource accounting.nv, which is used to import accounting material to Netvisor (vouchers). Remember to add usage rights to the form. You can manage the usage rights of interface resources on the Interface Resource Usage Rights page.
Basic functions of the form
The accounting data import form consists of two parts: "Voucher basic information" (see image below, section 1) and "Voucher line information"(2) -fields, the mandatory fields are marked with a red star. The change of voucher is color-coded on the form, meaning consecutive vouchers are marked with different colors.
Voucher change is affected by any change in the voucher basic information: Voucher number, Voucher date, Voucher class, or VAT base. The voucher basic information can be entered either only on the first line of the voucher or on each voucher line. If the information is entered on each line, the basic information must be identical for the lines to be on the same voucher. The table below contains the "Voucher basic information" fields and their additional information:
Field | Additional Information | Example |
Voucher number | Not a mandatory information. Netvisor will automatically provide the next free voucher number if not given on the form. Maximum length 9 numbers. | 12345 |
Voucher date | Not a mandatory information. Current date is used if not given on the form | 1.2.2016 |
Voucher class | Not a mandatory information. By default, the sales invoice voucher class is used if the voucher class is not given. The voucher class must exist in Netvisor. The information can be provided either by the voucher class abbreviation or name if Netvisor's default voucher classes are imported. For user-created voucher classes, the full name of the voucher class must be used (e.g., Payroll vouchers). System-created default voucher classes (abbreviation in parentheses): - Sales invoice (ML) - Sales receipt (MS) - Bank (PT) - Cash (KT) - Imported transactions (PUMP) - Automatic closing entries (T) - System-generated (AT) - Others (MU) - Purchase invoice (OL) - Purchase receipt (OS) - Accruals (JK) NOTE! If the voucher class is not system-created, the information can only be provided by the voucher class name. | ML or Payroll vouchers |
VAT base (gross/net) | Not a mandatory information. Default VAT base is net if not provided | gross |
If you want Netvisor to automatically generate VAT entries during voucher import, the voucher must be imported with a VAT base of gross. If the voucher is imported with a VAT base of net, the voucher line to be posted to the VAT liability account must be manually created on the form or alternatively corrected through Netvisor's user interface after import.
The mandatory fields in the voucher line information are: Account number, Line sum, and VAT percentage. The table below contains detailed information on the "Voucher line information" fields:
Field | Additional Information | Example |
Account number | Mandatory information. Accounting account number. The account number must exist in Netvisor | 3000 |
Line sum | Mandatory information. Sum without currency symbol, decimal separator is a comma. Debit entry as a positive sum, credit as negative | -50,25 |
VAT code | Not a mandatory information. VAT code must exist in Netvisor if provided. If not provided, the information is retrieved based on the account number's tax handling. VAT code must not conflict with the VAT percentage. Allowed VAT codes are listed in the table below. See also instructions VAT handling and VAT codes | KOMY |
VAT percentage | Mandatory information. VAT percentage must exist in Netvisor. | 24 |
Description | Not a mandatory information. Free text description for the voucher line, maximum 200 characters | Free text for voucher line |
Dimension 1-5 | Not a mandatory information. When importing dimensions, the dimension header is defined on the top row of the column. The dimension is then added to the voucher line to which the row is targeted. If the dimension is not found in Netvisor, it is automatically created during import. Dimension data can include a wildcard character at the end, e.g., project 4114* which matches dimension data starting with 4114. The dimension is not linked if there are multiple results with the given search criteria. | Project 123 |
Account dimension | Not a mandatory information. The account dimension must already exist in Netvisor and the name must be exactly as it is in Netvisor. | Fiscal year additions |
Allowed VAT codes:
VAT identifier | VAT code | VAT percentage |
No VAT processing | NONE | 0 |
Domestic sales | KOMY | 0, 10, 14, 24 |
EU sales | EUMY | 0 |
Sales outside the EU | EUUM | 0 |
Domestic purchase | KOOS | 0, 10, 14, 24 |
EU purchase | EUOS | 10, 14, 24 |
EU service purchase | EUPO | 10, 14, 24 |
Non - EU purchases | EUUO | 0 |
100% deductible tax | 100 | 0 |
312 EU service sales | EUPM312 | 0 |
309 EU service sales | EUPM309 | 0 |
Other turnover excluding VAT (310) | MUUL | 0 |
Purchases of goods from other EU countries, non-deductible | EVTO | 10, 14, 24 |
Purchases of services from other EU countries, non-deductible | EVPO | 10, 14, 24 |
Non-deductible reverse charge | EVKV | 0, 10, 14, 24 |
Reverse charge | KAVE | 0, 10, 14, 24 |
Sale of construction services | RAMY | 0 |
Purchase of construction service | RAOS | 10, 14, 24 |
Non-deductible purchase of construction service | EVRO | 10, 14, 24 |
Non-EU imports VAT | MAAL | 0, 10, 14, 24 |
Non-EU imports are not eligible for VAT deduction | EVMA | 0, 10, 14, 24 |
Domestic sales | KOMY0 | 0 |
After entering the voucher information, the form data is imported to Netvisor using the "Send vouchers" button or if the account numbers of the imported material need to be transformed to match Netvisor's account list before sending the material, see the instructions below for the Account number transformation tool.
When importing data, the form indicates successful or erroneous voucher line transfers after sending. Successful transfers are marked in green on the form and the lines are locked from editing to prevent accidental resending. Failed transfers are marked in red and the "Transfer status" column indicates the reason for the failed transfer. For these failed voucher lines, incorrect information can be corrected and the data sent again. The error may be due to missing mandatory information, missing account number from Netvisor's account list, or incorrect data format. All voucher line information must be correct for the voucher data transfer to Netvisor to succeed.
After sending, the user can continue processing failed transfers by removing successful transfers from the form using the "Clear OK transfers" button or view only successful transfers by removing failed transfers with the "Clear failed transfers" button.
Account number transformation tool
The account number transformation tool is found on the "Replace account numbers -settings" tab. Add the account numbers from the other system to the "Account number to be replaced" column and their counterparts in Netvisor to the "Replacement account number" column. Once the account numbers to be replaced and replacement account numbers are set on the "Replace account numbers -settings" -tab and the voucher material is copied to the form's "Accounting material import" -tab, the account numbers of the material can be transformed by pressing the "Transform account numbers" button. Before importing the material to Netvisor, it is advisable to check the material again.
Keywords: Accounting data import, Netvisor, Smart form, Vouchers, Account numbers, VAT code, Account number transformation tool
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