Company settings

A VAT number is made up of a country code followed by up to 12 digits or letters, depending on the country. Special characters are not allowed. The VAT number you enter here will be included on all invoices to the customer. If you will be invoicing without VAT to customers in other EU countries, the customer's VAT number must be indicated on the invoice. This is because VAT-exempt sales must be reported to Belastingdienst in the report EU periodic VAT declaration. If the customer's VAT number is not specified on the invoice, Dutch VAT rules are applied.

If you have synchronisation with Visma Webshop, you can choose to deactivate synchronisation here. If you want to reset the company (see below), you must deactivate synchronisation before carrying out the reset. Bear in mind that if you deactivate synchronisation, you must add terms of payment and shipping method in your webshop again when you reactivate synchronisation.

Tick this box if you want to save this company's settings as a template to use for other companies.

The following settings are copied:

• settings for journal series
• whether to use cost centres and projects
• whether to use transaction texts and
• deprecation interval
• chart of accounts
• standard ledger accounts
• fixed assets ledger settings
• sales VAT and ledger settings
• accounting templates
• VAT codes

You can restart your company by selecting Reset. The company's name and corporate identity number are retained, but other information, such as accounting, invoices, customers and suppliers registers, are deleted. This information cannot be recreated.

Read more in the topic Reset company.

If the box is ticked, the fields required for handling reverse VAT charge are activated in the program. Reverse VAT charge must be used if you are a provider of certain services. It is used for invoicing customers for whom VAT must not be charged.

Tick this box if you are an intermediary in a triangulation within the EU and if what you invoice should be included in the report EU periodic VAT declaration.

Tick the box Apply rules for One Stop Shop (OSS) in Settings - Company settings, tab Invoice settings to activate the settings required to record sales of OSS goods and services. The program will keep track of the sales of these goods and services and create a report for Belastingdienst. For the report to be accurate, a box also needs to be ticked on each article related to the sale of these goods and services. Read more about the rules for OSS on Belastingdienst's website.

Check this if you want to show the price for an article excluding VAT when you invoice private individuals.

If you check this box, you will keep the original draft date on all invoices and draft invoices. If you do not check this box, the date on the invoice will move forward and be the same as the date you complete the invoice.

In the box, enter the amount you want to add when sending payment reminders.

Tick the box if you want to send the first reminder without charging a late payment free.

Tick Receive e-invoices if you want to enable your suppliers to send you e-invoices. When you receive an e-invoice via Visma AutoInvoice, the information in the purchase invoice is added automatically to the program and you can then enter and pay the invoice as usual. For each e-invoice you receive, you are charged a cost. Read more about the prices for receiving e-invoices at visma.com.

Read more about the service in the topic Visma AutoInvoice.

The ID number you have with your service provider is shown here. The Electronic ID and Service provider fields are used to identify your company as sender and receiver of e-invoices.

You may need to give this information to your supplier if they cannot search for your details via Visma AutoInvoice for example.

Read more about the service in the topic Visma AutoInvoice.

The service provider the company uses to send electronic documents is shown here. The Edi Service Deliverer Id and Electronic ID fields are used to identify your company as sender of e-invoices.

Read more about the service in the topic Visma AutoInvoice.

If your are using Visma AutoInvoice scanning services, your purchase invoices sent by mail will be sent to our scanning central instead of being sent to you. At the scanning central, invoices in paper or PDF format will be transformed into e-invoices and sent directly to your program.

Check this box if you want to receive an email saying you have new e-invoices to take a look at in the program. The email address used to send notifications to is retrieved from the tab Basic information in the Company settings but it can be edited whenever you want. You also choose whether you want to receive notification emails each time you receive an e-invoice or if you want to receive them on a daily or weekly basis, provided you actually have received e-invoices. If you choose to receive the notification emails on a daily basis, you will receive them every morning. If you choose to receive the emails weekly, you will receive them on Monday mornings. If you do not make a selection at all, you will by default receive notification emails each time you receive an e-invoice.

By ticking the Allow editing of purchase invoices box, you make it possible to make certain edits directly in the invoice. A purchase invoice can be edited as long as it is not included in a VAT report or a locked period. Read more in the topic Void or edit a purchase invoice.

Check the box to be able to create a payment file for purchase invoice payments. Read more in the topic Send purchase invoices via payment file.

This option applies only if you have active bank integration where purchase invoices are sent to the bank for payment automatically. When you use the setting Confirm payments before sending payment file to bank you get to select which purchase invoices you want to send to the bank for payment.

If you tick this box, you must specify the general ledger accounts for your purchase invoices and whether the amount should be posted in debit or credit. The selection is made under Settings - Company settings - Invoice settings. You can change the setting at any time.

This is where you specify how often you report your VAT. Based on the setting, the program retrieves information for the right period when you draft and register your VAT report.

VAT reports that have already been registered are not affected if you change the setting. If you have started a new VAT report and then want to change the VAT declaration setting, you must close the New VAT report window, change the setting under Company settings - Accounting settings, and then create the VAT report from scratch to ensure the changes are included in the new report.

If you want to change the accounting period for VAT reports that have already been registered, you must undo them. You then change the VAT period setting under Company settings - Accounting settings. After that, you can create new VAT reports with the new periods.

The setting Accounting locked as of allows you to prevent all registrations in a financial year up to a certain period. This can be important if for example, you want to prevent that any changes are being made in a period that you have already checked. Registrations can still be made on the last day of the financial year. If you want to block an entire financial year, you can do this via Settings - Financial years and OB. Selecting a period in this field is independent of whether or not an entire financial year is blocked via Settings - Financial years and OB - Edit - Lock financial year.

The Use cost centres box is activated when you start working with the program. This means that you can add cost centres and cost units in the menu under Accounting- Cost centres. Refer to the topic Cost centres and cost units for more information on how to work with cost centres.

If you untick the Use cost centres box, all settings for cost centres are deactivated. This means that the following is hidden in the program:

• The Accounting menu option no longer shows the option Cost centres. All information you entered under cost centres and cost units is saved in case you want to reactivate Use cost centres.
• No cost centres are shown under Sales invoices, Purchase invoices, Purchase with receipt or Manual journal entries.

Note that if you worked with cost centres previously, these will continue to be shown on created journal entries.

If the box is checked, anyone who registers invoices, where information about cost centres should be specified, will be reminded to add cost centres.

If you want to follow up parts of your business at a more detailed level and over multiple financial years you can use Projects. When checking the box adding information of projects will be available for the following types of documents: purchase invoices, quotes, orders, sales invoices and journal entries for Purchase with receipt and Other withdrawal.

Projects are activated in all ledger accounts between numbers 3000-8999. Other accounts can be activated for accounting entry against projects by editing the respective account under Settings - Chart of accounts.

Read more in Projects

If the box is checked, anyone who registers invoices or other entries, where information about projects should be specified, will be reminded to add projects.

By checking the Use settings for agricultural companies box you will be able to select what columns you would like to include in your purchase invoices, manual journal entries and certain cash and bank transactions. Using this setting reserves the first cost centre as Partner. If you are posting to a ledger account of the type private capital accounts, the cost centre Partner will be mandatory to use when posting purchases to ledger accounts of the type private capital accounts.

When checking the box the registration of manual payable and receivable items will be available. The feature allows you to register sales and purchase invoices using a manual journal entry. Read more in the topic Create manual payable or receivable items.

When checking the box an extra column for Transaction text will be available when registering a journal entry or purchase invoice. The texts added in the column will be searchable in the Account analysis view.

Select this option if you want to be able to create and electronically submit VAT reports to Belastingdienst.

By unchecking this box you switch off the automatic interpretation of source document images. You may switch this feature back on at any time by simply checking the box again.

When you use this setting Visma eAccounting Standaard will post your period allocations automatically. When the date for a planned period allocation is reached, the program will post the period allocation automatically. The first automatic posting will be made the day after the activation of this setting, provided that you have something to be posted.

Set whether you want your fixed assets depreciated Monthly or Annually.

If you tick the box VAT reports must be approved, it means that you have the possibility to send the report for approval under Accounting - VAT report. First you create the VAT report and select Send for approval and post to ledgerSend for approval. The receiver then opens the report and selects Approved or Rejected. If the receiver rejects the VAT report, the receiver must explain why it has been rejected in the mandatory message window that is shown on the screen.

If you tick the box Purchase invoices must be approved, it means that you have the possibility to send the invoice for approval under Purchasing - Purchase invoices before posting it to the ledger. First you create the purchase invoice and select Send for approval. The invoice is then saved under Drafts. When the receiver has opened the invoice and selected Approve and post to ledger, the invoice is saved in the Unpaid purchase invoices list. If the receiver rejects the invoice, the receiver must explain why it has been rejected in the mandatory message window that is shown on the screen.

In the program, you can choose to work with journal series. Here, you can specify which journal series should apply for which part of the program. The advantage of working with journal series is that it makes it easier to later trace a certain type of transaction, especially if you have a large number of entries.

There are 11 types of journal series suggested in the program. You can also add up to 5 additional journal series. To make it easier to keep track of the different types, you can add a description when selecting which letter to assign to the different types of series. If you do not change anything the prefix for all created journal entries will be in alphabetical order by default.

Here, you can add standard texts you want shown on different types of documents in the program. For example, you might want to point out a changed address.

You can add both Dutch and foreign texts. To add texts in a different language, select Show foreign texts. These texts are then included on documents to your foreign customers.

Intra-Community supply of goods/services

For sales invoices to companies with a valid VAT number within the EU, you can specify additional texts here. These texts will then be added automatically on invoices with Intra-Community sales of goods and/or services, which are part of the EU VAT declaration.

Direct debit text

If you use direct debit, the invoice must clearly state that the payment will be collected by direct debit. Here you can enter and/or adjust the desired text, which will replace the text about stating the invoice number on payment in the grey section with payment information on the invoice layout.

When you enter texts here, they are included in the emails sent to your customers from the program. Start with a standard text and adapt it before sending the document to your customer. You can also choose to enter and save the text in another language.

Select the Add/change logotype link to upload an image to use as a logotype. Please note that the file size may not exceed 1 MB and should be in file format gif, jpg or png.

Choose between an invoice layout with or without frame. Choose whether the invoice rows shall have a border or not. You can preview the invoice layout to see the different outcomes of your choices.

Mark what information you want to show on the printouts for your quotes, orders and invoices.

If you want to print the delivery date on invoices, mark the box.

The setting will use the Delivery date field on the sales invoice. If you uncheck the box it will still be possible to enter the delivery date on the invoice, but it will not be shown on the printout.

If you want to print the project name on invoices, mark the box. If the items invoiced all relate to the same project the project name will be printed in the invoice head. If the invoice items relate to different projects the project names will be printed on the individual invoice rows.

Mark the box to show the total amount excluding VAT on quote and order printouts for your business customers. This setting will not apply to private individuals.