Manage accounts
/visma-net-erp/help/general-ledger/manage-accounts
section
Each company has its own structured list of general ledger accounts.
2026-02-19T17:09:06+01:00
# Manage accounts
Each company has its own structured list of general ledger accounts.
Each company has its own structured list of general ledger accounts. When your accounts have
been designed to capture the financial information you need, you are better positioned to make
good financial decisions. Visma Net
provides you with the ability to configure the chart of accounts that suits your company's
needs.
You add accounts of the required types by using the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window.
About account types and classes
/visma-net-erp/help/general-ledger/manage-accounts/about-account-types-and-classes
page
When you make decisions about how to structure the chart of accounts for your company, you must consider a number of questions that will help you to establish the system of accounts that matches your company's operations, such as:
2026-02-19T17:09:06+01:00
# About account types and classes
When you make decisions about how to structure the chart of accounts for your company, you must consider a number of questions that will help you to establish the system of accounts that matches your company's operations, such as:
+ What are the reporting requirements of the country and state (or province) where the company is located?
+ What level of detail do you actually need?
The chart of accounts is created in the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window.
Accounts in the chart of accounts are grouped by account types
and, independently, by user-defined account classes.
## Types of accounts
Four types of general ledger accounts are supported by the system: assets, liabilities (balance
sheet accounts), income, and expenses (income statement accounts).
Assigning
accounts to specific types implements accounting logic. We recommend that you make
the account types recognisable by the account IDs.
## Account classes
The user-defined account class is used as a property of any general ledger account. Visma Net provides a list of predefined account classes that can be modified if needed.
Account classes can be used in reports and inquiries for convenient grouping,
sorting, and filtering of the financial information associated with general ledger
accounts.
For example: Liability accounts can be divided into the following classes:
+ Current liabilities, Supplier ledger
+ Current liabilities, Wages payable
+ Current liabilities, Interest payable
+ Long-term liabilities, Bonds payable
+ Long-term liabilities, Mortgage loan payable
## Populating the chart of accounts
You use the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window to populate the
chart of accounts.
Account IDs should be set in a logical way and should
comply with national standards and any held by the specific industry.
For example: You might use the following account IDs:
+ 1000-1999: Assets accounts
+ 2000-2999: Liability accounts
+ 3000-3999: Income accounts
+ 4000-4999: Cost of goods sold accounts
+ 5000-6999: Expense accounts
+ 7000-7999: Other expenses accounts
The order of accounts in each type of accounts may depend on the industry and differ from
country to country.
In some cases, part or all of the expense accounts are listed in
alphabetical order.
Set up account numbers in each type of accounts with gaps
between them so you can insert new accounts if necessary.
## Special accounts
Visma Net supports two special liability general ledger accounts: **Year-to-date net income** and **Retained earnings**.
These accounts, which should be
specified during General ledger setup in the [General ledger preferences (GL102000)](/visma-net-erp/help/general-ledger/general-ledger-windows/general-ledger-preferences-gl102000/) window, are system-maintained.
Related reference
[Subaccounts](/visma-net-erp/help/general-ledger/general-ledger-windows/subaccounts-gl203000/)
[Segment keys (CS202000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/)
[Segment values (CS203000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-values-cs203000/)
Related pages
Concepts
About account IDs
/visma-net-erp/help/general-ledger/manage-accounts/about-account-ids
page
Accounts of different types should be easily recognisable to users by their IDs.
2026-02-19T17:09:06+01:00
# About account IDs
Accounts of different types should be easily recognisable to users by their IDs.
Account IDs must comply with the following terms:
+ National generally accepted accounting principles (GAAP)
+ Accounting best practices
+ Restrictive rules of financial reporting (in some countries)
Well-planned design of account IDs increases users' efficiency. When
IDs are meaningful, users can make fewer errors and enter data more quickly.
Visma Net accommodates flexible configuration of account IDs with the help of
segmented keys.
Before you start creating a chart of accounts, take the time to think through the whole system of accounts (and subaccounts, if the **Subaccounts** functionality is enabled in your system) and the ways their IDs will be composed. Although you may add a segment to a segmented key or remove it from the key after some accounts have been created, these actions may have unpredictable results.
## Configuration of account IDs
A **segmented key** is a system entity that you use to define the structure of
IDs used in the system.
The segmented key then serves as a template when a
user creates an ID, such as for an account in the system.
To configure the general ledger account IDs, in the [Segment values (CS203000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-values-cs203000/) window, select the segmented
key **ACCOUNT** and specify the settings for this key.
The segmented key may
contain an alphanumeric string of up to 10 characters. It may be divided into
multiple segments or may be non-segmented.
In accounting, accounts are divided into multiple types: **asset**,
**liability**, **equity**, **income**, and **expense**.
In Visma Net, each accounts has a corresponding account type (**Asset**, **Liability**,
**Income**, and **Expense**), associated with it.
The account type can
also be reflected in account IDs to make them recognisable to users.
For example: By using a non-segmented account ID, you may set certain rules to associate the first character in the account ID with the account type as follows: **1** for asset accounts, **2** for current and long-term liabilities, **3** for income accounts, **4** through **7** for expense accounts, and so on. Alternatively, you could create a two-segment account ID, reserve the first one-character segment for account type, and reserve the second segment for the account number within the particular type.
You should create logical and systematic account IDs to make them easy for users to recognise. This reduces the possibility of errors during data entry.
## Validation of account IDs
Visma Net offers validation functionality, which you can use to reduce errors that could occur when the account IDs are defined.
Before you add accounts by using the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) windows, you can turn on the validation for each particular segment of the segment key that is used for accounts. To turn on the validation, in the [Segment values (CS203000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-values-cs203000/) window, you need to select the **Validate** check box for a particular segment or all segments of the **ACCOUNT** segmented key. Once you have configured the **ACCOUNT** segmented key, in the [Segment values (CS203000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-values-cs203000/) window, you specify the list of segment values for the segmented key.
As a result, when you create an account ID, for a segment for which the **Validate** check box is selected, you can add a segment value only by selecting an appropriate one from the list of existing segment values. You open this list by pointing at any segment in the input mask that appears (such as ****_/**/____**, which indicates the number of segments and their lengths) and pressing**F3**.
If the **Validate** check box is not selected for some segments,
values for those segments will not be validated.
When you enter new values for a
non-validated segment, the values will not be added to the list of segment values automatically.
About YTD net income and retained earnings accounts
/visma-net-erp/help/general-ledger/manage-accounts/about-ytd-net-income-and-retained-earnings-accounts
page
In Visma Net, there are two special system-maintained accounts: YTD (Year-to-date) net income and Retained earnings.
2026-02-19T17:09:06+01:00
# About YTD net income and retained earnings accounts
In Visma Net, there are two special system-maintained accounts: YTD (Year-to-date) net income and Retained earnings.
In Visma Net, there are two special system-maintained accounts: **YTD (Year-to-date) net income** and **Retained earnings**.
Both accounts are of the
**Liability** type and must be created in the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window before any actual data is entered.
The **YTD net income** account tracks net income accumulated since the beginning of the financial year or the difference between amounts posted to income and expense accounts. This account is updated by every transaction posted. During closing of the financial year, the balance of **YTD net income** account is transferred to the **Retained earnings** account, and the balance of **YTD net income** is reset to zero for a new financial year.
> [!NOTE]
> Transactions cannot be posted directly to the **YTD net income** account. The account itself cannot be changed once any journal transactions have been posted.
The **Retained earnings** account accumulates the company’s net income (or loss)
that is retained by the company after the dividends have been paid.
Retained
earnings are summarised over the years since the first year of company operations.
During the financial year closing, this account is updated by the amount accumulated
on **YTD net income** account.
You can post direct transactions to this account,
such as dividends paid to shareholders.
This account is normally reported in the
Shareholders' equity section of the balance sheet.
Related reference
[Chart of accounts - reference information](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/)
About denominated accounts
/visma-net-erp/help/general-ledger/manage-accounts/about-denominated-accounts
page
If multi-currency support is activated (the Multi-currency accounting functionality is enabled in the Enable/disable functionalities (CS100000) window), a general ledger account may be marked as denominated.
2026-02-19T17:09:06+01:00
# About denominated accounts
If multi-currency support is activated (the Multi-currency accounting functionality is enabled in the Enable/disable functionalities (CS100000) window), a general ledger account may be marked as denominated.
For more information: [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/).
If multi-currency support is activated (the **Multi-currency accounting** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window), a general ledger account may be marked as denominated. A **denominated** account is one
with a balance maintained in two currencies: the currency of denomination and the
base currency.
The currency of denomination is often a foreign currency, but it can
be the base currency too.
The foreign currency balance represents the actual holding
of the company, whereas the base currency balance is just its reporting
equivalent.
In comparison with ordinary accounts, denominated accounts have a few specific restrictions:
+ You can enter and post to denominated accounts only journal entries in denominated currency.
+ Denominated accounts cannot be used as direct or contra source accounts or destination accounts for allocations.
+ You cannot mark an accounts as denominated if it has at least one journal entry in a currency other than the currency of denomination.
+ Due to currency rate fluctuations, you may need to revalue balances of denominated accounts at the end of the period.
Because of these restrictions, you should denominate only accounts that absolutely
must be denominated. Generally, these are the base accounts for cash accounts.
You can always cancel the account denomination by clearing the **Currency** field in the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window.
## Revaluation of foreign currency accounts
A denominated account has two balances: one in the currency of denomination, and another in the base currency.
Each posted transaction updates both balances: foreign currency amounts update the foreign currency balance, and their base currency equivalents update the base currency balance. Because different transactions may use different exchange rates and even different rate types, the two balances of the denominated account do not relate to one another by any particular exchange rate or rate type.
The rates of nearly all major foreign currencies fluctuate frequently due to changing market
conditions.
At the period end, cash, assets, and liabilities denominated in foreign
currencies are revalued to reflect their current values.
During the revaluation
process, the base currency balance is recalculated using an exchange rate effective
at the date of revaluation.
The default rate type for revaluation is specified for
each denominated account in the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window.
The difference between the accumulated base currency balance and the calculated value is posted to the revaluation gain account or revaluation loss account, depending on the sign of the difference. Revaluation gains and losses are included in the net income for the current period.
Generally, revaluation is performed at the end of each financial period, but you can run it as often as needed, each time the results are adjusted with respect to the previous revaluation.
For each account denominated to a foreign currency, a rate type to be used for revaluations is
specified in the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window.
Related reference
[Currency rates (CM301000)](/visma-net-erp/help/currency-management/currency-management-windows/currency-rates-cm301000/)
Related pages
Concepts
Create an account class
/visma-net-erp/help/general-ledger/manage-accounts/create-an-account-class
section
2026-02-19T17:09:06+01:00
# Create an account class
1. Go to the [Account classes (GL202000)](/visma-net-erp/help/general-ledger/general-ledger-windows/account-classes-gl202000/) window.
1. Click .
1. In the **Account class ID** field, type a unique identifier for the account class.
1. In the **Description** field, briefly describe the class.
1. Click .
You can later delete the account class only if no accounts have been associated with it.
View an account summary
/visma-net-erp/help/general-ledger/manage-accounts/view-an-account-summary
page
2026-02-19T17:09:06+01:00
# View an account summary
1. Go to the [Account summary (GL401000)](/visma-net-erp/help/general-ledger/general-ledger-windows/account-summary-gl401000/).
1. In the **Ledger** field, select the ledger.
1. In the **Financial period** field, select a period. (By default, the current period is selected.)
1. To inquire about the accounts of specific class, select an **Account class**.
1. In the **Subaccount** field, do one of the following:
+ Specify a subaccount.
+ Specify a mask to view a group of subaccounts. To define a mask, specify the values for only some of the segments. The system will select all the different subaccounts that have the specified segment values.
+ Leave this field blank to view transactions on the account detailed by all relevant subaccounts.
1. Select the **Show currency details** check box if you want to view currency details. This option appears only if multi-currency support is activated for your system.
1. In the table, view the summary balance for general ledger accounts and subaccounts that meet the selection criteria you have entered.
1. Optional: View more information by doing any of the following:
+ To view account details, select an account and click **Account details** on the table toolbar.
+ To view account balances by subaccount, select an account and click **Account by sub** on the table toolbar.
+ To view account information by financial period, select an account and click **Account by period** on the table toolbar.
+ To view account activity for the previous period, click **Go to previous record** on the window toolbar.
+ To view account activity for the next period, click **Go to the next record** on the window toolbar.
View account details
/visma-net-erp/help/general-ledger/manage-accounts/view-account-details
page
2026-02-19T17:09:06+01:00
# View account details
1. Go to the [Account details (GL404000)](/visma-net-erp/help/general-ledger/general-ledger-windows/account-details-gl404000/) window.
1. In the **Ledger** field, select the ledger.
1. In the **From period** field in the top part, select the financial period that begins the time range of the batches you want to view.
1. In the **To period** field, select the financial period that ends the time range of the batches you want to view.
1. If you have a lot of data that you want to view, select the **Manually started search** check box. When you have entered the account in the **Account** field.and selected the filter options listed below, you can click the **Search** button. The system will list the first transactions that matches your search filter. If you want to see more search results in the list, click the **Search** button again.
1. If you want the search to start automatically, select an account from the list of existing accounts in the **Account** field.
1. In the **Subaccount** field, do one of the following:
+ Specify a subaccount.
+ Specify a mask to view a group of subaccounts. To define a mask, specify the values for only some of the segments. The system will select all the different subaccounts that have the specified segment values.
+ Leave this field blank to view transactions on the account detailed by all relevant subaccounts.
1. To specify an interval within the selected financial period, specify an appropriate start date and end date.
1. Use the check boxes on the right side of the top part to adjust the information you want to view in the list:
+ To view only daily total credits and total debits, select the **Show summary** check box. Totals are calculated over all the transactions that occur during a day of the period. Per default, seven columns are displayed: **Transaction date**, **Period**, **Beginning balance**, **Quantity**, **Debit amount**, and **Credit amount**, **Ending balance**.
+ To add the batches with the **Unposted** status, select the **Include unposted** check box.
+ To add the batches with the **Balanced** status, select the **Include unreleased** check box.
+ To add the batches with the status **Posted** that have been reclassified, select the **Include reclassified** check box. You can only select this check box when the **Show summary** check box is clear.
+ To view currency details, select the **Show currency details** check box, which appears only if multi-currency support was activated for your system.
1. In the list in the table, view the transactions that updated the account balance (for the selected subaccount or a group of subaccounts) during the selected financial period.
1. Optional: View more data as follows:
+ To view similar information for the financial period preceding the current one, click **Go to previous record** in the window toolbar.
+ To view similar information for the financial period after the current one, click **Go to the next record**.
View account balances by period
/visma-net-erp/help/general-ledger/manage-accounts/view-account-balances-by-period
page
2026-02-19T17:09:06+01:00
# View account balances by period
1. Go to the [Account by period (GL402000)](/visma-net-erp/help/general-ledger/general-ledger-windows/account-by-period-gl402000/) window.
1. In the **Ledger** field, select the ledger.
1. In the **Financial year** field, select a year.
1. In the **Account** field, select an account from the list of existing accounts.
1. In the **Subaccount** field, do one of the following:
+ Specify a subaccount.
+ Specify a mask to view a group of subaccounts. To define a mask, specify the values for only some of the segments. The system will select all the different subaccounts that have the specified segment values.
+ Leave this field blank to view transactions on the account detailed by all relevant subaccounts.
1. Select the **Show currency details** check box if you want to view currency details.
This option appears only if multi-currency support is activated in your system.
1. In the table, view the account balances calculated for the financial periods of the year.
1. Optional: View more information on the account as follows:
+ To view account details, click **Account details** in the table toolbar.
+ To view account balances by subaccount, click **Account by subaccount** in the table toolbar.
+ To view account balances in the previous year, click **Go to previous record** in the window toolbar.
+ To view the data for the next year, click **Go to the next record**.
View the trial balance on reports
/visma-net-erp/help/general-ledger/manage-accounts/view-the-trial-balance-on-reports
page
The trial balance is the listing of all active accounts with their beginning and ending balances, and the debit and credit transactions for the period.
2026-02-19T17:09:06+01:00
# View the trial balance on reports
The trial balance is the listing of all active accounts with their beginning and ending balances, and the debit and credit transactions for the period.
The trial balance is the listing of all active accounts with their beginning and ending balances,
and the debit and credit transactions for the period.
You use the trial balance
report to ensure that accurate data is maintained in the actual ledger, so this data
can be used in the financial reporting for your business.
If the total value of all
debit entries equals the total value of the credit entries, the data is accurate and
can be used to prepare a profit and loss statement and a balance sheet.
If the
totals are not equal, by using the functionality of inquiries and reports, you can
drill down to the transaction that caused the error.
## Use the account summary window
1. Go to the [Account summary (GL401000)](/visma-net-erp/help/general-ledger/general-ledger-windows/account-summary-gl401000/) window.
1. In the **Ledger ID** field, select the actual ledger.
1. In the **Financial period** field, select a period. View the trial balance.
1. Optional: By using the **Account class** and **Subaccount** fields, filter the balances.
1. Optional: By using the **Account details**, **Account by subaccount**, and **Account by period** buttons, drill down to particular debit and credit transactions.
1. Optional: By using the filter text field, set up criteria to display only specific accounts on the list.
## Use the trial balance summary report
1. Go to the [Trial balance summary (GL63200S)](/visma-net-erp/help/general-ledger/general-ledger-reports/trial-balance-summary-gl63200s-report/) window.
1. In the **Ledger ID** field, select the actual ledger.
1. In the **Financial year** field, select a financial year.
1. In the **From period** and **To period** fields, select the period to include.
1. In the **From account** and **To account** fields, select the series of accounts to include.
1. Optional: Select the **Combine totals** check box if you want debits and credits to be calculated to one value.
1. Select the **Suppress zero balances** check box if you want to exclude accounts with zero balances from the report.
1. Click **Run report**.
1. Review the company trial balance information grouped by general ledger account.
## Use the trial balance detailed report
1. Go to the [Trial balance detailed (GL632500)](/visma-net-erp/help/general-ledger/general-ledger-reports/trial-balance-detailed-gl632500/) window.
1. In the **Ledger ID** field, select the actual ledger.
1. In the **Financial period** field, select a financial period.
1. Optional: Select the **Combine totals** check box if you want debits and credits to be calculated to one value.
1. Select the **Suppress zero balances** check box if you want to exclude accounts with zero balances from the report.
1. Click **Run report**.
1. Review the company trial balance information, grouped by the type of general ledger accounts and detailed to a particular subaccount.
Related pages
Concepts
Windows
View reconciled accounts
/visma-net-erp/help/general-ledger/manage-accounts/view-reconciled-accounts
page
The steps of how to view accounts that has been reconciled in the Journal reconciliation (GL30201S) window.
2026-02-19T17:09:06+01:00
# View reconciled accounts
The steps of how to view accounts that has been reconciled in the Journal reconciliation (GL30201S) window.
For more information: [Journal reconciliation (GL30201S)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-reconciliation-gl30201s/).
1. Go to the [Account details (GL404000)](/visma-net-erp/help/general-ledger/general-ledger-windows/account-details-gl404000/) window.
+ If you have a lot of data that you want to view, select the **Manually started search** check box, enter the account that you use to reconcile transactions and click the **Search** button.
1. Optional: If you want to view a reconciliation document, click the number in the **Reconciliation ref. no.** column. You will now be redirected to the [Journal reconciliation (GL30201S)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-reconciliation-gl30201s/) window.
Related pages
Concepts
Windows