Journal vouchers (GL304000)

This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes.

By using this window, you can quickly enter a batch of miscellaneous documents from a single window. For each document type, as determined by the transaction code defined in the Voucher entry codes (GL106000) window, you enter only the required information, by summary or with line details, if needed.

On batch release, the system generates and releases actual documents of the specified types in the General ledger, Customer ledger, Supplier ledger, and Cash management workspaces.

While adding the documents to a batch, you can apply them to payments or apply payments to them, depending on the document type.

## Search line in list window If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view. There are two types of search fields: + White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or **%** and get different results: + space: the result contains the words in any order, + **%**: the result contains the words in the specific order, and the **%** functions as a wildcard as well. + Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

The window toolbar

Button	Description
Release	Initiates the batch release process and changes the batch status to Released if all listed documents have been generated and released successfully.

The top part

This part contains summary information about the batch, such as the branch originator, the batch date, the posting period, the batch debit and credit totals, and the currency of documents and transactions.

Element	Description
Batch number	The unique identifier of the document batch, which is generated by the numbering series assigned to document batches in the General ledger preferences (GL102000) window.
Status	The current status of the batch. The status defines what processing can be applied to the batch. The following options are available: On hold This status is usually assigned to newly created batches. You can add new documents to the batches with the On hold status. You can take the batch off hold only if all the included documents have all the required information. Balanced This status indicates that all the batch’s documents are valid or the documents have all the required information. A balanced batch can be modified or deleted, but changes can be saved only if the added documents are valid. Released This status indicates that all the listed documents were successfully generated.
Hold	A check box that indicates (if selected) that the batch has the On hold status and cannot be released. You can deselect the check box only if the documents included in the batch are valid (have all the required information).
Transaction date	The date when the batch was created.
Post period	The financial period to which all the documents and transactions should be posted. All transactions from a batch are posted to the same financial period. By default, the period is calculated based on the batch date and the definition of financial periods. Nevertheless, you may specify other dates for particular documents or transactions included in the batch.
Branch	The branch to which this batch is related.
Ledger	The ledger to which batch transactions are posted—that is, the default posting ledger specified for the branch in the Inter-branch account mapping (GL101010) window.
Currency	The currency used for all the journal transactions in the selected batch. By default, this is the base currency defined for all branches in the Organisations (CS101500) window. However, it is possible to select a different currency by clicking the field.
Exchange rate	The exchange rate of the document that is valid for the chosen document currency and the Transaction date as defined in the Currency rates (CM301000) window. You can change the rate in the Rate selection dialog box which appears by clicking the exchange rate field.
View base / View currency (button)	By clicking this button you switch between the base currency and the foreign currency view of the document.
Description	A description of the batch.
Debit total	The total of the debit amounts for the batch; the value is calculated automatically.
Credit total	The total of transaction credit amounts for the batch; the value is calculated automatically.
Control total	The batch’s control total, which is used for batch status validation. The batch can be posted, released, or scheduled only if this amount is equal to the Debit total and Credit total amounts. To make this control unavailable, deselect the Validate batch control totals on entry check box under the Data entry section in the General ledger preferences (GL102000) window.

The Rate selection dialog box

This dialog box opens once you click in the Exchange rate field in the top part. It shows the available currency options to use, and has the following elements.

Element	Description
Currency rate type ID	The rate type specified for the selected currency pair.
Effective date	A certain date on which the currency rate becomes effective.
Currency unit equivalents	The rate and reciprocal rate for the selected currency pair
OK (button)	This button saves the settings and closes the dialog box.

The Transactions tab

You use this tab to enter information about the Customer ledger, Supplier ledger, and Cash management documents and General ledger transactions required to generate appropriate documents and transactions in the respective workspaces.

Once you select a document type by specifying the transaction code, the elements specific to this document type will be available, and the elements that are not used for documents of this type will be unavailable.

In each row, you enter information available in the document header, and the line total (the document amount with VAT amounts included) and line subtotal (the document amount before VAT is calculated).

To provide line details, select the Split check box in the table; this leaves the information about document header on the existing row and makes it possible to add rows with information about document lines.

Button	Description
View document	Opens the document generated based on information specified in this row.
Show VAT	Opens the Document VAT dialog box (described below), so that you can view the list of taxes that apply to the selected document.

Column	Description
Ref. no	The reference number to be used for the generated document; the number is assigned as you specify a few values for the document, and it is reserved for the document until the actual document will be generated. This number is generated according to the number series assigned to the selected type of documents.
Trans. code	The transaction code. User-defined transaction codes are assigned to the document types available in Visma Net in the Voucher entry codes (GL106000) window.
Transaction date	The date of the document or transaction.
Customer/supplier	The customer or supplier involved.
Location	The location of the customer or supplier related to the transaction.
Entry type ID	The entry type of the cash transaction if the selected code is associated with the Cash management workspace.
Debit account	The account that will be debited by the document or transaction amount. The system fills in this field automatically according to the settings specified for a selected customer or supplier on the General ledger accounts tab in the Suppliers (AP303000) or the Customers (AR303000) window. For example, on the General ledger accounts tab in the Suppliers (AP303000) window the following will be used: For the supplier invoice, an account specified in the Supplier ledger account field. For a prepayment document, an account specified in the Prepayment account field.
Debit subaccount	The subaccount to be used for the debit journal entry. Inserted by the system automatically cording to the settings specified for a selected supplier or customer. You can overwrite a default value manually.
Credit account	The account that will be credited by the amount of the document or transaction.
Credit subaccount	The subaccount be used for the credit journal entry.
Ext. ref. number	The reference number of the external document or transaction that this document is based on.
Total amount	The amount of the document or transaction, including the tax total amount.
Subtotal amount	The sum of the document (or transaction) details or lines.
VAT zone	The VAT zone for the document, if applicable.
VAT category	The VAT category of the document, if applicable.
VAT amount	The amount of the VAT applicable to the document.
Split	A check box that indicates (if selected) that this document or this transaction includes details specified on other rows.
Transaction description	A description of the document or transaction or any comments relevant to the transaction.
Project	The project with which this transaction is associated, or the code indicating that this batch is not associated with any project. The Non-project code is specified in the Project accounting preferences (PM101000) window. This column appears if the Projects check box is selected and enabled in the Enable/disable functionalities (CS100000) window.
Project task	The particular task of the project with which this batch is associated. This column appears if the Projects check box is selected and enabled in the Enable/disable functionalities (CS100000) window.
Payment method	The payment method used for this document, if this document is a payment.
Terms	The payment terms used for the supplier or customer associated with the document.
Due date	The due date for the document, if applicable.
Cash discount date	The date of the cash discount for the document if applicable.
Cash discount	The amount of the cash discount for the document, if applicable.
Included VAT amount	A check box that indicates (if selected) that the VAT amount is included in the document total.
Doc. total	The document total.
Doc. created	A check box that indicates (if selected) that the document specified by this row has been created.
Released	A check box that indicates (if selected) that the document specified by this row has been released. The system releases the documents once they have been generated.
Line no.	The line number of the displayed batch.
Payment message	The message connected to the payment.
Payment ref. no.	The reference number of the payment.
Payment type	The type of supplier ledger payment document in the Supplier payments (AP302000) window.

The Document VAT dialog box

This dialog box opens once you click Show VAT on the table toolbar of the Transactions tab. It shows the list of VAT applicable to the selected document.

Element	Description
VAT ID	The VAT that applies to the selected document.
Taxable amount	The amount that is subjected to the VAT.
VAT rate	The VAT rate.
VAT amount	The resulting amount of the VAT.
OK (button)	This button closes the dialog box.

The Outgoing payment applications tab

This tab contains two tables, that you can use to apply the checks or prepayments available in the batch to the supplier ledger documents in the same batch or to documents available in the system:

• The upper table displays the payments available in the batch.
• The lower table you can use to select the documents to apply to the payment selected in the upper table.

Make sure you saved the batch before you start applying the payments to the documents. The newly added documents will not appear on this tab until they are saved with the batch.

You can enter a supplier ledger payment and apply it to an invoice or invoices also added to the same batch of documents. The batch cannot be saved as Balanced if it includes a check with non-zero unapplied balance.

The table for payments available in the batch

Column	Description
Trans. code	The code of the supplier ledger payment document.
Ref. no	The reference number of the payment document.
Transaction date	The date of the payment document.
Supplier	The supplier specified on the document.
Location	The location of the supplier associated with the document.
Payment method	The payment method used for the document.
Debit account	The account that will be debited by the document amount.
Debit subaccount	The subaccount used for the debit entry.
Credit account	The account that will be credited by the document amount.
Credit subaccount	The subaccount used for the credit entry.
Ext. ref. no	The reference number of the original supplier document.
Currency	The currency of the transaction.
Application amount	The amount of the application.
Unapplied balance	The unapplied balance of the document.
Subtotal amount	The amount of the payment before taxes.
Transaction description	The description of the document.

The Documents to apply table

Column	Description
Document type	The type of supplier ledger document. Once you have selected the document, the value in this field cannot be edited.
Ref. no	The reference number of the generated document. Once you have selected the document, the value in this field cannot be edited.
Amount paid	The amount paid for this document (that is, the application amount).
Cash discount taken	The amount of the cash discount taken on the document.
With. tax	The tax amount withheld on the document.
Date	The date of the document.
Due date	The due date for the document.
Cash discount date	The date until which the cash discount is available.
Balance	The balance of the document after payment application.
Cash discount balance	The amount of the cash discount that has not been used.
With. tax balance	The balance of the tax withheld on the document.
Description	The description of the document.
Currency	The currency of the document.
Post period	The financial period to post the document.
Supplier ref.	The document’s original reference number as assigned by the supplier (for informational purposes).

The Incoming payment applications tab

This tab contains two tables, that you can use to apply the customer ledger payments available in the batch to the customer ledger documents available in the system:

• The upper table displays the payments available in the batch.
• The lower table you can use to select the documents to apply to the payment selected in the upper table.

Make sure you have saved the batch before you start applying the payments to the documents.

The newly added documents will not appear on this tab until they are saved with the batch.

The table for payments available in the batch

Column	Description
Trans. code	The code of the customer ledger payment document.
Ref. no	The reference number of the generated document.
Transaction date	The date of the document.
Customer	The customer specified on the payment document.
Location	The location of the customer associated with the document.
Payment method	The payment method used for the document.
Debit account	The account that will be debited by the document amount.
Debit subaccount	The subaccount used for the debit entry.
Credit account	The account that will be credited by the document amount.
Credit subaccount	The subaccount used for the credit entry.
Ext. ref. no	The reference number of the original customer document.
Currency	The currency of the document.
Application amount	The amount of the application.
Unapplied balance	The unapplied balance of the document.
Subtotal amount	The amount of payment before taxes.
Transaction description	The description of the document.

The Documents to apply table

Column	Description
Document type	The type of customer ledger document. Once you have selected the document, the value in this field cannot be edited.
Ref. no	The reference number of the generated document. Once you have selected the document, the value in this field cannot be edited.
Amount paid	The amount paid for this document.
Cash discount taken	The amount of the cash discount taken on the document.
Balance write-off	The amount that has been written off.
Write-off reason code	The identifier of the write-off reason code that provides a general ledger account to be updated with the write-off transaction amount.
Date	The date of the document.
Due date	The due date of the customer document.
Cash discount date	The last date when the cash discount for the customer was available.
Balance	The balance of the payment after document application
Cash discount balance	The amount of the cash discount that has not been used.
Write-off limit	The write-off limit allowed for the customer.
Invoice text	The description of the invoice document. But also for debit/credit notes and other documents.
Currency	The currency of the document.
Post period	The financial period to post the document.
Customer order	The reference number of the original customer order.

The General ledger transactions tab

This tab shows the general ledger transactions automatically generated for the documents included in the batch upon the release of these documents.

Column	Description
Ref. no	The reference number of the generated document.
Workspace	The workspace where the document or transaction was generated.
Batch no.	The reference number of the batch.
Transaction date	The date of the document or transaction.
Account	The account updated by the document transaction.
Subaccount	The subaccount used.
Quantity	Optional. The quantity of items associated with the transaction, if relevant.
Currency	The currency of the transaction.
Debit amount	The debit amount of the transaction.
Credit amount	The credit amount of the transaction.
Transaction description	The description of the transaction.

Related pages

Concepts

• General ledger windows - overview

Tasks

• Create a purchase invoice in the general ledger