Supplier ledger preferences (AP101000)

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

Introduction

Please note that certain settings, like the number series, cannot be modified once you begin using the workspace.

What to do from this window

The General information tab

The general settings for the Supplier ledger workspace consist of posting and retention settings, ageing settings, and additional options for new documents.

Furthermore, you can define the number series used for generating identifiers of supplier ledger documents and payments issued in response to supplier documents.

You can use different number series for each document type or the same number series for multiple document types. In the latter case, the system gives all documents the same series numbers (identifiers), based on the order in which they were entered or generated, and two successive identifiers may refer to documents of different types.

The Number series section

Element	Description
Batch number series	The number series used for batches generated by the Supplier ledger workspace.
Purchase invoice number series	The number series used for purchase invoices.
Purchase credit note number series	The number series used for purchase credit notes.
Credit adjustment number series	The number series used for credit adjustments.
Payment number series	The number series used for supplier ledger payments.
Price worksheet number series	The number series used for price worksheets.
Inbox rule number series	The number series used for Invoice inbox rules.

The Posting settings section

Element	Description
Post summary when updating the general ledger	When this check box is selected, supplier ledger documents will be posted to the General ledger with summarised row amounts if particular criteria are met. That is, if multiple rows in a supplier ledger document specify the same account (and subaccount, if any) and branch, then in the general ledger batch, these rows will be combined into one row with the summarised amount. You can post the summarised transaction amounts to an account (and subaccount) only if both the Post summary when updating the general ledger check box is selected in this window and the Summary option is specified for the account in the Post option column in the Chart of accounts (GL202500) window. The general ledger batch can contain multiple documents if the General ledger consolidation functionality is enabled in the Enable/disable functionalities (CS100000) window.
Automatically post on release	When this check box is selected, transactions will be automatically posted to the general ledger once they are released in the Supplier ledger workspace.
Activate migration mode	When this check box is selected, you can release documents in Customer ledger and Supplier ledger (both invoices and payments) without creating a general ledger batch in General ledger. The balance will still be added to the customer or supplier. The Sales and Purchases workspaces cannot be used.

Post summary when updating the general ledger

When this check box is selected, supplier ledger documents will be posted to the General ledger with summarised row amounts if particular criteria are met.

That is, if multiple rows in a supplier ledger document specify the same account (and subaccount, if any) and branch, then in the general ledger batch, these rows will be combined into one row with the summarised amount.

You can post the summarised transaction amounts to an account (and subaccount) only if both the Post summary when updating the general ledger check box is selected in this window and the Summary option is specified for the account in the Post option column in the Chart of accounts (GL202500) window.

The general ledger batch can contain multiple documents if the General ledger consolidation functionality is enabled in the Enable/disable functionalities (CS100000) window.

Automatically post on release

When this check box is selected, transactions will be automatically posted to the general ledger once they are released in the Supplier ledger workspace.

Activate migration mode

When this check box is selected, you can release documents in Customer ledger and Supplier ledger (both invoices and payments) without creating a general ledger batch in General ledger. The balance will still be added to the customer or supplier.

The Sales and Purchases workspaces cannot be used.

The Ageing section

You use this section to set up a Supplier ledger ageing schedule. By setting up three ageing periods (each of which is defined by the number of days outstanding or days past due), you can improve cash flow projections, because you can view outstanding supplier ledger documents and payments by ageing categories.

Element	Description
Ageing period 1	The maximum number of days outstanding or past due for the document to be included in the first category.
Ageing period 2	The maximum number of days outstanding or past due for the document to be included in the second category. If the value here is greater than the Ageing period 1 value, documents from the first category are not included in the second category.
Ageing period 3	The maximum number of days outstanding or past due for the document to be included in the third category. If the value here is greater than the Ageing period 2 value, documents from the second category are not included in the third category.

The Invoice inbox settings section

Element	Description
Default action for invoice inbox	Here you can select the action that is by default taken when an invoice comes to the Invoice inbox. The available actions are: Hold - Creates a purchase document with the status set to Hold. Release - Creates a purchase document with the status set to Open, if Automatically post on release is selected in the Supplier ledger preferences (AP101000) (this is the default action in Visma Net ). Send to Approval - Creates a purchase document with the status Balanced which is sent to Approval. Pre-book - Creates a purchase document with the status Pre-released and requires an expense reclassification. This status is only used if the Support for expense reclassification functionality is activated. Pre-book and send to Approval - Creates a purchase document with the status Pre-released, which requires expense reclassification (this status is used only if the Support for expense reclassification functionality is activated), and which is then sent to Approval. Exclude from processing - No purchase document is created or processed, it remains in the Invoice Inbox (AP50604S) window.
Move invoice into the next open/active period	Select this check box to stop all posting into Customer ledger and Supplier ledger at a specific date in each month. From this date there should not be any postings in the previous period in these workspaces. If you for some reason receive an invoice late so that the invoice date is in a period that is closed/inactive, it is not possible to process it from the Invoice inbox. In these cases, you can keep the invoice date and change the period to the next open/active period. It will not be possible to move invoices from one year to another, only within periods in the same accounting year.
Use external item ID	When this option is selected, the column External item ID is available in the Purchase invoices (AP301000) window as well as option Match item during invoice import in the Suppliers (AP303000) window. It allows the system to do matching of items during invoice import to the Invoice Inbox (AP50604S) if the Match item during invoice import option is active on the supplier as well as use external item ID.
Use due date from terms settings	Select this check box to set the due date for purchase invoices coming into the Invoice inbox based on the credit term on the supplier, instead of the due date from the XML file.
Override payment date with invoice date for credit notes	When this option is selected and a credit note is received from AutoInvoice, the due/payment date of the credit note will be set to the due date of the invoice. When this option is not selected, the imported credit notes will have their payment date according to the imported XML file. When you create a credit note manually, the payment date is always the same as the invoice date.
Supplier validation	When receiving invoices from AutoInvoice in Invoice Inbox (AP50604S), you can select here the details based on which the supplier information can be easily updated, if the invoice includes changed/different information than now registered on the supplier. The options are: Supplier name Org.no and VAT no. Payment information Address Email and web Telephone no.

The Data entry section

Element	Description
Default supplier class ID	The supplier class to be used as the default supplier class. When you create a new supplier class by using the Supplier classes (AP201000) window, the settings defined for the class specified here will be inserted in to the appropriate fields. You can change any of these settings.
Combine expense sub. from	The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used for non-stock items in data entry windows in the Supplier ledger workspace. To set up the rule, select a segment, press F3, and select a source of the segment value, which is one of the following options: C The subaccount associated with the company branch E The subaccount associated with the employee I The subaccount associated with the non-stock item L The subaccount associated with the supplier location P The subaccount associated with the project. This option is available only if the Project accounting functionality is enabled in the Enable/disable functionalities (CS100000) window. T The subaccount associated with the project task. This option is available only if the Project accounting functionality is enabled in the Enable/disable functionalities (CS100000) window. For a segment, the characters designating each option are repeated as many times there are characters in the segment.
Hold documents on entry	When this check box is selected, new documents will have the On hold status by default.
Use orig. invoice date on payment terms	When this check box is selected and the original invoice date of the purchase invoice is changed, the dates in the Due date, Cash discount date, and Pay date fields of the purchase invoice will be calculated based on the original invoice date.
Activate Pay separately from Purchase invoices and Suppliers	When the check box is not selected (the default): The Pay separately check box is hidden in the Suppliers (AP303000) and Purchase invoices (AP301000) windows. When the check box is selected: The Pay separately check box is visible in the Suppliers (AP303000) and Purchase invoices (AP301000) windows. In the Process payments (AP50301S) window, the system checks whether the Pay separately check box is selected or not and functions accordingly.
Require approval of invoices before paying	When this check box is selected, approval of invoices is required before invoices can be paid. This option is available if the Manual approval of purchase invoices is enabled in the Enable/disable functionalities (CS100000) window.
Enable early payments, no check on invoice date	When this check box is selected, you can create payments for the invoices posted to future periods and dates.
Validate document totals on entry	When this check box is selected, the Amount field is displayed in the top part of the Purchase invoices (AP301000) window (if selected). To save a document with the Balanced status, you must enter the document total in this field after reviewing the document.
Validate VAT totals on entry	When this check box is selected, the VAT amount field is displayed in the top part of the Purchase invoices (AP301000) window, where you enter the total VAT amount manually in the document.
If the amount is zero, use the application amount	When this check box is selected and you save a supplier ledger payment with no payment amount specified in the Supplier payments (AP302000) window, the system automatically specifies a payment amount that is equal to the application amount. If this check box is cleared (the default value), the system will save the payment with zero payment amount if the Hold check box is selected, or report that the document is out of balance if the Hold check box is cleared.
Require supplier reference	When this check box is selected, you must fill in the Supplier ref. field in data entry windows in the Supplier ledger, VAT, and Purchases workspaces. This check box also controls the Ext. ref. number field in the Journal vouchers (GL304000) window of the General ledger workspace.
Raise an error on duplicate supplier reference number	When this check box is selected, it indicates to the system that an error should be generated when a new document is created with a value in the Supplier ref. field that has already been used in the system.
Suggest applications for purchase invoices before release	With this setting you can define that the system suggests the automatic application of credit notes and prepayments for purchase invoices.

The Retainage settings section

This functionality is available if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.

Element	Description
Mass release of retainage invoices	When this check box is selected, all retainage invoices will be automatically released.
Create and release retainage invoices individually	When this check box is selected, retainage invoices will be individually created and released, not as an automatic mass operation.
Copy supplier ref. from original invoice to retainage invoice	When this check box is selected, the supplier reference of the original invoice will be copied as a reference to the retainage invoice.
Require one project per document	When this check box is selected, each document needs to be connected to a project.

The Write-off section

Element	Description
Write-off limit	The maximum balance of a document that may be a subject to the selected write-off operation.
Reason code	A reason code that defines an account, subaccount and description to be used for writing off balances for supplier invoices. If the reason code has assigned a cash account, you need to change it to a different account in the Reason codes (CS211000) window to allow you to post write-off transactions.

The VAT recalculation settings section

Element	Description
Purchase debit note description	The default description to be used for purchase debit notes that are generated for documents that were paid early and that adjust the VAT and taxable amounts.

The Expense Inbox section

This section is shown only if the Expense integration has been activated.

Element	Description
VAT category ID	A VAT category for the suspense line. This should be a category that does not affect the VAT report.
Suspense account	An account on which the suspense line is registered. The description of the suspense line shown on the invoice is built up from the external claim ID from Expense, the internal claim ID from Visma Net, and the claim description (example: 12345,75642: Travel to Helsinki).
Suspense subaccount	A subaccount to which the suspense line will be registered.
Paid by company account	An account on which the suspense line is registered, when the expense receipt is marked as paid by the company. The description of the suspense line, as displayed on the invoice, consists of several elements: the external claim ID from Expense, the internal claim ID from Visma Net, and the claim description. For example, a description might appear as follows: “3374700,000263: Travel to Stockholm.”
Paid by company subaccount	A subaccount on which the suspense line is registered, when the expense receipt is marked as paid by the company. See also the description for the field above, Paid by company account.

The Approval settings section

Element	Description
Subaccount editing in Approval	You can select the method to be used for editing subaccounts in the document editor in Approval. The options are: Segment columns – Displays a column for each segment of the subaccount. You can select a segment value for each segment by searching in the drop-down list. Single column – Displays a single column for a subaccount. You can select a segment value for each segment from the pop-up window.
Release document from Approval	When this check box is selected and you send an invoice to Approval and approve it, the invoice comes back from Approval with the status Approved and released.

Subaccount editing in Approval

You can select the method to be used for editing subaccounts in the document editor in Approval.

The options are:

Segment columns: – Displays a column for each segment of the subaccount. You can select a segment value for each segment by searching in the drop-down list.
Single column: – Displays a single column for a subaccount. You can select a segment value for each segment from the pop-up window.

Release document from Approval

When this check box is selected and you send an invoice to Approval and approve it, the invoice comes back from Approval with the status Approved and released.

The Payment settings section

Element	Description
Override payment date with current date	When this check box is selected, the payment date of the invoices is replaced by the current date in the Process payments (AP50301S) window. So the payment is done immediately instead of a future date, regardless of the due date of the invoices.
Always take cash discount	When this is activated, discount will be taken also for documents with the cash discount expired. The cash discount amount is calculated using the payment terms associated with the supplier.
Show open cash discount amounts	When this is activated, invoices for which only the amount of cash discount is still open will be displayed.
Create one payment with invoices having the same payment date (when not using the Pay separately option)	With this option selected and when selecting several invoices in one payment for one supplier, the due date is considered for each invoice and the earliest due date will be the payment date in AutoPay. Note If the Pay separately option is selected, the system will create one payment for each invoice.
Process automatically invoices and credit notes where amount to pay is 0	When a credit note is created with the intention to match the invoice amount, you have to apply the two documents to each other manually. When you activate this option, the system will match and process the invoices and credit notes where the amount to pay equals to zero.

The Reporting settings tab

The Reporting settings tab displays a list of predefined mailings for sending purchase orders and other documents to suppliers electronically via email. The mailing settings on this tab serve as the default values for supplier classes, which then become the default values for individual supplier mailings.

The current version of Visma Net provides only one mailing for suppliers, the PURCHASE ORDER mailing.

The Default sources table

Column	Description
Mailing ID	The unique identifier of the mailing.
Default email account	The system email account to be used by default for sending emails for this mailing. If no account is specified, the default system account will be used.
Report	The supplier ledger report to be used by default as the body or attachment of the email, if a report is used rather than an email template.
Notification template	The email template to be used by default to generate personalised emails for this mailing, if a template is used rather than a report. CAUTION: For each mailing, you can use only one of the options as the means of communication: a report or a template.
Format	The format in which the report (if applicable) will be sent by default if no preferences have been specified for a particular recipient in the Suppliers (AP303000) window (for supplier contacts). Select one of the following options: HTML, Excel, or PDF.
Active	When this check box is selected, it indicates that this mailing is active. Emails will be generated only for active mailings.

The Default recipients table

You use the Default recipients table, described in the following table, to view and modify the list of default types of recipients for the selected mailing.

Column	Description
Contact type	The type of contact to receive emails: Primary A primary contact of the supplier. Remittance A remittance contact of the supplier. Shipping A shipping contact of the supplier. Employee An employee of your company who handles the documents of specific supplier classes or suppliers, or is otherwise associated with either of them.
Contact ID	The specific contact. You can select a particular recipient only if you have selected Employee as the Contact type. The employee, if one is selected, will receive emails on behalf of all suppliers.
Format	The format in which the report (if applicable) will be sent to the recipients of this type. Select one of the following options: HTML, Excel, or PDF.
Active	When this check box is selected, it indicates that the contact of this type is active. Only active recipients receive the emails generated for this mailing.
Bcc	When this check box is selected, it indicates that the contact of this type will receive a blind carbon copy (Bcc) of the emails.

The Price/discount settings tab

The Price maintenance section

Element	Description
Supplier price update	The method to be used to automatically update supplier prices based on supplier documents.
Load supplier prices by alternative item ID	When this check box is selected, you can specify prices in supplier price worksheets by the alternative IDs of items, so that the system will find and populate appropriate item IDs automatically. The option is available if the Advanced Logistics group of features is enabled in the Enable/disable functionalities (CS100000) window.

The Price retention section

Element	Description
Retention type	The way the history of prices will be retained. Select one of the following options: Last price: The last defined price is kept. Fixed number of months: The history of price changes is kept for the number of months specified in the Number of months field. The period is calculated back from the current system date.
Number of months	The number of months the history of price changes should be kept. This field is available if the Fixed number of months option is selected in the Retention type field.

Retention type

The way the history of prices will be retained. Select one of the following options:

Last price:: The last defined price is kept.
Fixed number of months:: The history of price changes is kept for the number of months specified in the Number of months field. The period is calculated back from the current system date.

Number of months

The number of months the history of price changes should be kept. This field is available if the Fixed number of months option is selected in the Retention type field.

The Discounts section

Element	Description
Apply quantity discounts to	The way the system applies discounts defined by quantity. Select one of the following options: Document line UoM The system applies the discounts to the quantity in the document line’s unit of measure (UoM). Base UoM The system converts the quantity in the document line’s UoM to the quantity in the base UoM and applies the discounts based on the calculated base quantity.

Apply quantity discounts to

The way the system applies discounts defined by quantity.

Select one of the following options:

Document line UoM: The system applies the discounts to the quantity in the document line’s unit of measure (UoM).
Base UoM: The system converts the quantity in the document line’s UoM to the quantity in the base UoM and applies the discounts based on the calculated base quantity.