About entry types

In general, the configuration of entry types consists of the following steps:

1. You determine which types of cash transactions you usually generate.
2. You create the required entry types by using the Entry types (CA203000) window, specifying at least the following settings: The entry type ID and description.
   • The type of transactions: Receipt to record money coming in, or Disbursement to record money going out.
   • The way the balances of general ledger accounts, customer accounts, and supplier accounts are affected with a transaction based on this entry type or, one of the following options for the workspace setting: Cash management (a transaction affects the balances of general ledger accounts only), Supplier ledger (a transaction affects the balances of general ledger accounts and a supplier account), or Customer ledger (a transaction affects the balances of general ledger accounts and a customer account).
3. You associate the entry types you have created with the cash accounts that are involved in the respective cash transactions.

After configuration is done, you can proceed with recording cash transactions.
The Visma.net ERP windows used for recording transactions that involve entry types are described for each particular entry type later in this topic and in the topics listed in the introduction.

You use the Transactions (CA304000) window to record transactions that affect the balances of general ledger accounts.
These transactions have the Cash entry type.
You can record customer payments, payments to suppliers, bank charges, or interest earned.

To configure an entry type for recording cash entries, you specify the following settings:

• The entry type ID and description
• The type of transaction or whether it is a Receipt (money in) or Disbursement (money out)
• The Cash management workspace
• Optional: The default offset account and subaccount (if any subaccounts are defined in the system)

After you have created the entry type for recording cash entries, you need to associate it with the cash accounts that are involved in the respective cash transactions.

You use the Create transaction button in the Cash account details (CA303000) window to record a transaction for the cash account you select.
In this window, you can record transactions that affect the balances of customers or suppliers, as well as cash entry transactions.

To configure an entry type for recording transactions that affect balances of suppliers, you specify the following settings:

• The entry type ID and description
• The type of transaction or whether it is a Receipt (refund from a supplier) or Disbursement (payment to a supplier)
• The Supplier ledger workspace
• Optionally, a supplier account (if you frequently record transactions that involve a particular supplier)

You don't need to specify a default offset account or subaccount, because the general ledger accounts of the supplier (specified in a transaction) are used by default.

To configure an entry type for recording transactions that affect balances of customers, you specify the following settings:

• The entry type ID and description
• The type of transaction or whether it is a Receipt (payment from a customer) or Disbursement (refund to a customer)
• The Customer ledger workspace
• Optionally, a customer account (if you frequently record transactions that involve a particular customer)

Here, too, there is no need to specify a default offset account or subaccount, because the general ledger accounts of the customer specified in the transaction are used by default.

After you have created the entry type for recording transactions, you need to associate it with the cash accounts that are involved in the respective cash transactions.

To configure an entry type for recording finance charges, you specify the following settings:

• The entry type ID and a description that lets users easily identify the charge when they're applying it to payments
• The type of transaction Disbursement
• The Cash management workspace
• The default offset general ledger account of the expense type and the appropriate subaccount (if subaccounts are used in your system)
• The indication to the system of whether the bank typically deducts the amount of this charge from the payment amount or does not deduct it or the Deduct from payment amount check box should be selected or cleared, respectively.
  
  The finance charges recorded in the Supplier ledger and Cash management workspaces are always recorded as separate transactions.

After you have created the entry type for recording finance charges, you need to associate it with the cash accounts that are involved in the respective cash transactions.

You use the Transactions (CA304000) window to record unknown payments. Such transactions have the Cash entry type.

To configure an entry type for recording unknown payments, you specify the following settings:

• The entry type ID and description
• The type of transaction
• The Cash management workspace
• The Use for payments reclassification check box selected
• The reclassification account (a cash account used to temporary store unknown payments).
  
  The branch and default offset account and subaccount (if any subaccounts are defined in the system) are filled in automatically when you specify the reclassification account.

After you have created the entry type for recording unknown payments, you need to associate it with the cash accounts that are involved in the respective cash transactions.