Enter a foreign currency invoice

Visma.net ERP stores the invoices with their amounts specified both in the base currency, and in the currency of the document with the exchange rate used in the document.

  1. Go to the Purchase invoices (AP301000) window.
  2. Click .
  3. In the top part, in the Type field, select Purchase invoice.
  4. In the Date field, enter the date of the invoice.

    The Post period field is filled out automatically based on the selected document date.

  5. In the Supplier field, select the supplier the invoice is from.

    The default location of the supplier is displayed in Location field. Select another location if necessary.

  6. In the Supplier ref. field, enter the number of the purchase invoice that the invoice is based on.

    This setting is required if the Require supplier reference check box is selected in the Supplier ledger preferences (AP101000) window; otherwise, it is optional.

  7. Make sure the currency of the invoice matches the currency of the supplier document.
    If it does not, select another currency.

    The currency may be overridden only if the Enable currency override check box is selected for the supplier in the Suppliers (AP303000) window.

  8. Optional: Click Exchange rate to access the Rate selection dialog box to view the effective exchange rate for the currency.
    You can override the supplier's default exchange rate type if the account settings of the supplier permit it.
  9. Optional: Add a description of the invoice.
  10. On the Document details tab, enter the details of the invoice. An invoice must include at least one line.
    To add each detail line to the invoice, follow the steps below:
    1. On the table toolbar of the Document details tab, click .
    2. Optional: In the Item ID column, specify the line item by its item ID (if available) or leave it blank.

      Only a non-stock item or service may be selected. The Inventory workspace will not be updated.

    3. Optional: In the Transaction descr. column, enter a description of the transaction.
    4. Optional: In the Quantity column, enter the quantity of the line item purchased from the supplier.
    5. Optional: Enter the unit of measure for the item in the UoM column.
    6. Optional: In the Unit cost column, enter the cost per specified unit.
    7. If necessary, in the Ext. cost column, manually enter the total cost of the line item.
      The column is filled in by the system if you have specified the quantity and the unit cost.
    8. Make sure the account shown in the Account column is correct; by default, the system uses the expense account associated with the supplier location, but you can select another account.
    9. Make sure the subaccount shown in the Subaccount column is correct; by default, it is generated in accordance with the rule in the Combine expense sub. from field in the Supplier ledger preferences (AP101000) window. You can manually change it if necessary.
    10. Optional: In the Deferral code column, select a deferral code if the expenses related to the purchased item or service must be recognised in future periods.
  11. Optional: Attach a scanned image of the original document to this invoice. To do this, click Files on the window title bar.
  12. To save the invoice with the On hold status, make sure the Hold check box is selected.
  13. To save the invoice with the Balanced status, do one of the following steps and then make sure the Hold check box is cleared:
    • If the Amount field in the top part is displayed in the window, enter the total amount of the invoice in this text field.
    • If the Amount field is not displayed in the window, make sure the total amount of the invoice is displayed correctly in the Balance field.
  14. Click .
    Use the Currency toggle button to view the document amounts in the foreign currency or in the base currency.