Manage workbooks
/visma-net-erp/help/general-ledger/manage-workbooks
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# Manage workbooks
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About workbooks
/visma-net-erp/help/general-ledger/manage-workbooks/about-workbooks
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As a standard practice, some companies register vouchers that are grouped into batches based on their type (for example, purchase invoices or sales invoices).
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# About workbooks
As a standard practice, some companies register vouchers that are grouped into batches based on their type (for example, purchase invoices or sales invoices).
To follow this practice in Visma Net, you can use the General ledger workbooks functionality. With this functionality, you can add batches of vouchers of a particular type, which means that you can separate vouchers by source or type. Each workbook will also have its own number series.
## Voucher batches
In Visma Net, you add batches of vouchers (voucher batches) by using the General ledger workbooks. Each workbook supports a particular type of vouchers that you can enter in this workbook. In the workbook, you create a voucher batch, to which you then add all required vouchers. When the vouchers are added, you release the batch, which releases all vouchers included in the batch. Vouchers within each batch get a unique voucher number and the batches will get a unique voucher batch number.
## Easy navigation
Visma Net has many windows and often you need to switch between different workspaces in order to complete a task. When you use the workbooks you will have the same starting point no matter which voucher type you want to register. This makes it easy to navigate to the correct window and you can complete your task faster.
## Simplified window layouts
Many of the windows in Visma Net are very complex and contain many tabs and fields, which can be time-consuming and complicated to use. With the workbooks functionality you can use a simplified window layout with less tabs and fields, which makes it much faster and easier to enter your vouchers.
## Voucher default values
To even more improve efficiency it is possible to setup default values on a workbook. The values available depends on the workspace you have selected when you created your workbook. If you, for example, have selected the Customer ledger workspace, you can set a default customer, location and a description. These fields will then be pre-filled in the voucher window.
## Preconfigured workbooks
In Visma Net we have preconfigured workbooks for general ledger transactions and expense and income payments. If you want to add more workbooks you can create new ones in the [Workbooks (GL307000)](/visma-net-erp/help/general-ledger/general-ledger-windows/workbooks-gl307000/) window.
Set up a workbook
/visma-net-erp/help/general-ledger/manage-workbooks/set-up-a-workbook
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# Set up a workbook
1. Click  to add a new workbook.
1. In the **Workbook ID** field, enter an ID for the workbook. You can use up to 10 characters.
1. In the **Description** field, enter a description for the workbook.
1. In the **Workspace** drop-down menu, select the workspace you want to use in this workbook.
1. In the **Transaction type** drop-down menu, select the transaction type you want to use in this workbook. Depending on the workspace you have selected in step 4, you will get different options here.
1. In the **Voucher entry window** field, select a window that will be the entry window for this workbook. Depending on the choices in step 4 and 5, you will get different options here.
1. Optional: Select the check box **Allow only one unreleased voucher batch per workbook** if you need to have only one voucher batch available for editing in this workbook. If you enable this functionality, the voucher numbering sequence in a batch will not be interrupted.
1. In the **Voucher batch** field, select a numbering ID to use as the default number series for the voucher batch.
1. In the **Voucher** field, select a numbering ID to use as the default number series for the vouchers within the voucher batch.
1. In the **Voucher default values** section, you can fill in different default values that should apply for this workbook. The values available depends on the workspace you have selected in step 4. **Example**: If you have selected the workspace Customer ledger, you will get three default values that you can choose to fill in: **Customer**, **Location,** and **Default description**. These will then be pre-filled in the voucher window.
1. Click .
Related pages
Concepts
Tasks
Windows
Create a voucher batch in a workbook
/visma-net-erp/help/general-ledger/manage-workbooks/create-a-voucher-batch-in-a-workbook
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The procedure for creating a voucher batch is the same for all workbooks.
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# Create a voucher batch in a workbook
The procedure for creating a voucher batch is the same for all workbooks.
1. Open the workbook type for which you want to create voucher batches.
1. Click  to add a new voucher batch.
> [!NOTE]
> ** If you have selected the check box **Allow only one unreleased voucher batch per workbook** in the setup, it will not be possible to add a new voucher batch until you have released all previous unreleased batches in the workbook.
1. In the dialog box that is displayed, enter a description for the batch.
1. Click **Create**. The system redirects you to a simplified window for the transaction type that belongs to the workbook.
1. Some of the required fields in the top part of the window are already filled in, like the transaction date and the post period. You can change the transaction date, and the post period will change accordingly. Fill in the rest of the required fields.
1. Click  to add rows to the transaction.
1. Optional: Click **Save and add** if you want to add more vouchers to the voucher batch.
1. Click **Save and close**. This will take you back to the workbook, where you also see a list of all the voucher batches that were created for this workbook.
Related pages
Concepts
Tasks
Windows
Delete a voucher batch from a workbook
/visma-net-erp/help/general-ledger/manage-workbooks/delete-a-voucher-batch-from-a-workbook
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# Delete a voucher batch from a workbook
1. Open the workbook that contains the voucher batch you want to delete.
> [!NOTE]
> ** If you delete a voucher batch, the voucher numbers will also be deleted.
1. Click to select the batch you want to delete.
> [!NOTE]
> that you can only delete one batch at a time. Even though you are allowed to select more than one voucher batch, it is the last one you select that will be deleted.
1. Click  to delete the batch.
Click **OK** in the warning pop-up, to delete the selected voucher batch including all its vouchers.  is displayed to the left of the deleted batch after processing.
Related pages
Concepts
Tasks
Windows
Release a voucher batch in a workbook
/visma-net-erp/help/general-ledger/manage-workbooks/release-a-voucher-batch-in-a-workbook
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# Release a voucher batch in a workbook
1. Open the workbook that contains the voucher batches you want to release.
1. Click one ore more check boxes in front of the listed voucher batches, to select them.
1. Click **Release**.
All released voucher batches will be marked with a  in the leftmost column.
1. Click  to go back to the default view.
All released voucher batches are now marked in the **Released** column.
To view a released voucher batch, select it and click **View and edit**.
Related pages
Concepts
Tasks
Windows
Update a voucher batch in a workbook
/visma-net-erp/help/general-ledger/manage-workbooks/update-a-voucher-batch-in-a-workbook
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# Update a voucher batch in a workbook
1. Open the workbook that contains the voucher batch you want to update.
1. Select a voucher batch and click **View and edit**.
On the left side you see one or more vouchers that are included in this voucher batch.
1. Click each of the vouchers you want to change and make the necessary changes.
1. If you are done, click **Save and close**
or
click **Save and add** if you want to add another voucher. You can only add a voucher if the batch is unreleased.
> [!NOTE]
> You can also delete a voucher. Just do step 1 and 2, on the left side click the voucher you want to delete and then click . Note that the voucher number will be lost.
Related pages
Concepts
Tasks
Windows