Editing the document

• Using the Document editor tab.
• Using the account lines grid in the Task details tab (only applies to invoices from Visma Document Center).

The editing area displays more information about the document and the lines. If you are requested to approve one or more lines, you are able to edit information on these lines prior to approving them.

The availability of the editing functionality depends on the service the document was sent from and whether the system administrator has enabled editing.

Comments & Document data

You can choose to hide or show the comments panel by clicking the name. The number in the header indicates if there are any comments on the document at the moment. The panel remains open whilst you navigate through the different tabs and documents. You close the panel by clicking the name again.

The panel shows comments from the requester and previous approvers. Add a comment by entering text in the field. The comment is automatically saved and you can change it, as long as the document is in your task list. All comments are public and all approvers in the workflow can read them, as well as the system administrator and the system viewer. Comments are also shown in the other service, and the requester and any other users with access to the document can read them. If a document was rejected or cancelled and then resent for approval, the comments from that previous process are shown as well.

In Document data, you see general information about the document. The information provided depends on the type of document. For documents coming from Document Center (version 11.01 or later, depending on which product you use together with Document Center), you can edit the invoice date and invoice due date by clicking the Edit icon.

Editing invoices from Visma.net ERP

• - Save the changes. This is required before you can approve or reject the lines.
• - Undo changes which are not yet saved.

The upper part of the window shows general information about the document, such as the document type, reference number, date, and supplier. Furthermore it provides you with details about the total amount of the document, including the VAT information.

The lower part of the window shows by default the lines that you are assigned to approve. If you are requested to approve the document on document level, you will not see any lines by default. To show all lines, deselect the option Show only my lines. However, you can only edit the lines that you are approving.

If you want to change lines, you must save them within the editor before you can approve or reject the invoice.

Some fields may be locked for editing. If there is an error in these fields, you should reject the task and ask the submitter to enter the correct information.

On document line level, you can edit the following fields:

• Transaction description: To edit the description, click in the field and make your changes.
• Account: To edit the account, click the magnifying glass and select a new account form the pop-up window.
• Subaccount: To edit the subaccounts, you can proceed in two different ways depending on the settings in the Supplier ledger preference window in Visma.net ERP. Either all sub account segments are shown and you can edit them from a drop-down list in each column, or only a single column is shown and you can edit the segment from a pop-up menu.
• Project (if activated): To edit the project, click the magnifying glass and select a project form the pop-up window.
• Project task (if activated): To edit the project task, click the magnifying glass and select a project task form the pop-up window.

If any restrictions are set in Visma.net ERP, the Account, Subaccount, Project and Project tasks fields will take these into account. There are also dependencies between the fields account and projects – only accounts included in an account group can be associated with a project (other than non-project X).

You can also split the cost of the line assigned to you. Select the line you want to split and click the Split button above the document lines. A new line will be created, and the details from the parent line except Ext. Cost (which will be zero), will be copied. You need to update these according to your needs.

If you by accident split a line, click the Undo button next to the Split button to clear the split.

When you change one or more lines, it is possible that you no longer have the rights to approve the line. In this case, the Approve button will change to a Submit button. Once you have submitted your changes, the task is automatically sent to the approver who now has the approval responsibility for that line.

Editing timesheets from Visma.net ERP

The upper part of the window shows general information about the timesheet, such as the employee, week, and total hours.

The lower part of the window shows by default the lines that you are assigned to approve. To show all lines, deselect the option Show only my lines. However, you can only edit the lines that you are approving.

If you do any changes to the lines, you must Save them within the editor before you can approve or reject the timesheet. Some fields may be locked for editing. If there is an error in these fields, you should reject the task and ask the employee to enter the correct information.

Editing expense claims from Visma.net ERP

The upper part of the window shows general information about the document, such as the date, description, employee, amount, and the department.

The lower part of the window shows by default the lines that you are assigned to approve. To show all lines, deselect the option Show only my lines. However, you can only edit the lines that you are approving.

If you do any changes to the lines, you must Save them within the editor before you can approve or reject the expense claim. Some fields may be locked for editing. If there is an error in these fields, you should reject the task and ask the employee to enter the correct information.

Editing expense claims from Visma.net Expense

In the edit window, you can see the different categories of the expense claim. You can click on the categories that have information in them, to see the details of that category. If a category cannot be opened, there is no information in it.

If you do any changes to the expense claim, you must Save them within the editor before you can approve or reject it. Some fields may be locked for editing. If there is an error in these fields, you should reject the task and ask the employee to enter the correct information.

When you do a change on one or more lines, it is possible that you no longer have the rights to approve the line. In this case, the Approve button will change to a Submit button. Once you have submitted your changes, the task is automatically sent to the approver who now has the approval responsibility for that line.

Editing documents from Visma.net Calendar

In the Document editor, you will see a calendar view of all the employees that you are approving for and that have sent a leave request. From here, you can either approve all leave requests from one employee by clicking the Approve button next to an employee. You can also click the Approve all button to approve all leave requests that are assigned to you. Or you can click the Approve or Reject button at the bottom right side to approve only the leave request you have clicked on from My tasks.