The guide covers different charging bases and services, such as eScan, payments, travel and expense invoices, and payroll service. The charging bases and operating methods of the services are described step by step.

eScan

eScan charges are generated from receipts or vouchers imported via the Visma Scanner mobile application, eScan email import, or eTasku. Charging is transaction-specific, see our current price list here. If the user importing the invoice is using the Travel and Expense Invoices service, the transactions are included in the fixed monthly charge for travel and expense invoices, which is per employee. Please note that if the Travel & Expense Invoices service is activated in the middle of the month, eScan transactions made before then will still be charged on a transaction basis. The eScan transactions made can be viewed in the Netvisor Extensions - eScan data processing view. Here you can find the guide for processing eScan data: Processing eScan data in Netvisor

Payment

The debit of a payment transaction consists of payments sent to the bank, i.e. payments of purchase invoices and credit transfers. Payments do not include the payment of wages and salaries, which are charged on the invoice as recurring payments. Foreign payments constitute a separate debit under "Foreign payment". Payments imported into Netvisor via integration are charged under the product "External payment".

Travel and Expense

A per-user charge for the Travel and Expense invoices service is incurred if the service has been activated in the Netvisor Store, and also selected for the employee. In addition, the employee must have used the service during the month to be invoiced. The functions that activate the charge are the creation of a travel invoice transaction and/or the use of the Visma Scanner receipt scanner.

A chargeable transaction is created when a new transaction line is created for a travel invoice, i.e. the creation of a travel invoice header is not yet charged. When lines are added to a travel invoice, for example in June and July, a charge is created for both months. There is no charge for editing an existing travel invoice line. There is no charge for acknowledging, approving, or paying a travel invoice. If the section is activated in the middle of the month, transaction fees for receipts imported via eScan up to the activation date and the travel and expense invoice service charge for the whole month will be charged. 

You can find out which users have been charged on the invoice if you wish: 
Payroll > Payroll List > Show Columns > Access > Travel > Update View: you can see in the Travel column who has the service and who does not. 

Who has submitted a travel invoice and search for paid travel invoices: 
Travel > Open travel and expense bills > Advanced search > Put the desired date field > Put a tick in the "Show paid" field, leave the "Search word" and "Employee" fields blank > Search. 

Detailed instructions on the billing bases for the payroll and travel sections can be found here: Billing bases for payroll and travel sections

Payroll service

The charging basis for the payroll service is user-specific, i.e. the charge is added to the invoice if the service is enabled for the employee. The mere activation of the Payroll section in the Netvisor Store does not result in a charge. If the services are enabled, a payroll debit will be added to the invoice even if no payroll has been generated. It is therefore advisable to turn off the services for those persons who do not need to calculate payroll. 

You can view the payroll being turned on if you have P rights or all payroll rights per function. To view the status of the services in the payroll list, select the columns for access rights and then select "Salaries". Please also check for employees who do not have a valid employment contract. If such employees have a service on, they will also be charged. These will be displayed in the list of employees under the button "Show in list".
If you close payroll services behind employees, the service will close and the charging basis will end at the end of the current month.

Detailed information and instructions for managing employee services can be found: Billing bases for payroll and travel sections 

PDF-eLetter

The charges for the Pdf eLetter printing service include, for example, sent sales invoices, supplier letters, and payroll invoices. 

PDF-eLetter additional page 

A charge for an additional page of a Pdf letter is generated when there is more than one page sent, i.e. additional pages are charged separately. Also, if the print is made on both sides of the same sheet of paper, an additional page is charged.

A balance search is charged when a customer requests a balance for a bank account in Netvisor using the "Update balance" function.

Email document

The actions that activate the charge for an email document are sales invoices, sales orders, and electronic signature invitation messages sent by email. 

SMS

SMS debits can consist of SMS messages sent in the electronic signature service, a separate "send SMS" function for the employee, and authentication SMS messages for purchase invoice reminder messages. You can easily replace authentication SMS messages by using a fixed PIN code. You can find more detailed instructions here.

Account statement 

An account statement charge is created when a bank delivers an account statement to Netvisor in accordance with a payment transaction agreement. Account statements can be found in Netvisor under the Financial Management section. Note that account statements may arrive in Netvisor at the turn of the month only in the following month. As a result, they may not appear on the invoice for the month to which they relate. Thus, fewer account statements may have been invoiced for the previous month.

Recurring Payment

When salaries are paid from Netvisor, these transactions appear on the invoice as "Recurring Payment". A recurring payment differs from a regular payment in that when a payment is made through the Payroll section as a recurring payment, the payments are sent to the bank on a timed basis, i.e. they are received in the employee's account on the Payroll Payment Date defined in the material. Payments made through the other sections are sent to the bank as bank transfers, i.e. they are received 1-3 banking days after the Due Date. 


Transaction-based purchase and sales invoices

Transaction-based sales and purchase invoices are debited to the invoice at the point when a voucher is created for the invoice. For purchase invoices, a receipt is created when the invoice is verified and accounted for. For sales invoices, the receipt is created at the moment the invoice is sent. You can check the date of the receipt by drilling down into the receipts. 

Please note that in the Basic package, sales and purchase invoices always generate a transaction-based charge and an additional charge based on the receiving or sending channel. In other packages, only the receipt or dispatch channel debits are included. If the Basic package is activated or deactivated in the middle of the month, transaction-based charges will be applied to purchase and sales invoice receipts created during its validity. Therefore, the same month's invoice may include charges for both the Core package and transaction-based sales or purchase invoices. 

Income register notification

Salary information notifications and separate notifications are charged on the Netvisor invoice under the same product name Income register notification. The transaction fee is only charged for new notifications, not for replacement or rejected notifications.

 Salary information notifications are generated:
1) from paid salaries
2) from the payment of travel invoices (if they include per diems or mileage allowances)
3) from paid salary advances
4) from reporting an international situation.

Salary information notifications can be retrieved monthly in Netvisor in the view Payroll > Payroll > Salary information notifications

A separate notification is made monthly by each company in the employer register. A separate notification is made every month even if no salaries, travel invoices, salary advances have been paid, or no notification of an international situation has been made.

Separate notifications can be found in Netvisor: Payroll > Payroll > Separate notifications

Receiving an e-invoice

An e-invoice receipt charge is created for an invoice when e-invoices are received by the company's Netvisor during the invoicing period.

Reference payment

When a bank sends machine-readable reference payments to Netvisor, this creates a transaction debit. The debits for the reference transfers therefore consist of the reference transfer transactions that appear in the bank account.


Keywords: Charging bases, eScan, visma scanner, payment transactions, travel invoices, payroll, PDF-eLetter, balance search, email document, SMS, account statement, recurring payment, transaction-based invoices, income register, e-invoice, reference payment.



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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