Smart Excel tables - Accounting material import

This guide covers the transfer of accounting data from external systems to Netvisor using a smart form. 

CONTENTS

• General
• Basic functions of the form
• Account number transformation tool

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 cost object data or Vat id. 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 specification of accounts 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 access rights to the form. You can manage the access 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, Date of the voucher, Voucher type, 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:

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, Row sum, and VAT percentage. The table below contains detailed information on the "Voucher line information" fields:

Allowed Vat ids:

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 specification of accounts 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 specification of accounts, 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 id, Account number transformation tool

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