Visma eAccounting Smart
Common issues and solutions
Here you find useful tips on how to fix things when something has gone wrong.
In this case you have to void the invoice and create a new one. When you void the invoice a credit note is created in the program. The credit note will then automatically offset the original invoice.
To void the invoice, click on the invoice you wish to remove in the purchase invoices overview and select Actions - Void invoice. Read more in Void a sales invoice.
If you have already sent the invoice to the customer, we recommend that you also send them the credit note that was created when you voided the sales invoice, to avoid any confusion.
You cannot make changes to an already paid sales invoice. Instead you have to cancel it out by creating a credit note with the same date, article and amount as the original invoice. When you have refunded the customer from your bank, you match the bank transaction with the credit note. You can then create a new sales invoice with the correct date/article/amount.
Follow the steps below to cancel out an already paid invoice.
- Select the invoice you wish to void in the sales invoices overview.
- Select Actions - Credit.
- Verify that the information corresponds to the original invoice and post it to the ledger.
When you have saved the credit note you log into your bank and refund the customer.
- Go to Cash and bank - New bank transaction.
- Add the refunded amount as Money out.
- Select Match.
- Select that the transaction relates to Payment of sales credit note.
- Choose the credit note in the drop-down menu.
- Select Post to ledger.
You can now create a new sales invoice with the correct date/article/amount.
If a customer has returned an article, you have to create a credit note containing the article that the customer returned. When you have refunded the customer from your bank, you match the bank transaction with the credit note.
Follow the steps below to cancel out an already paid invoice.
- Select the invoice you wish to void in the sales invoices overview.
- Select Actions - Credit.
- Verify that the information corresponds to the original invoice and post it to the ledger.
When you have saved the credit note you log into your bank and refund the customer.
- Go to Cash and bank - New bank transaction.
- Add the refunded amount as Money out.
- Select Match.
- Select that the transaction relates to Payment of sales credit note.
- Choose the credit note in the drop-down menu.
- Select Post to ledger.
If you have matched an invoice with the incorrect amount so it was either fully or partially paid, you have to void the match and then match the invoice with the correct amount paid.
To unmatch the bank transaction go to Cash and bank and select Unmatch on the match you wish to remove. Read more in Unmatch bank transaction.
If you have accidentally offset the wrong sales invoice, or if you have offset an invoice by mistake, you can undo the offset.
- Select the invoice you wish to undo the offset for in the sales invoices overview.
- Select Actions - Undo offset.
To edit which terms of payment that you use for a specific customer, you go to Sales - Customers. Under Payment requirements, you can choose what currency the customer should be invoiced in, if you want your payment as a cash, card or Swish payment as well as which account you want the invoiced amount paid into.
Unfortunately, it is not possible to create an invoice with zero amount in Visma eAccounting.
Absolutely, you do this by using our service Visma Fakturasalg. Read more about Visma Fakturasalg.
If you have entered an incorrect invoice date, due date or amount on the invoice, or if you want to use another account or delete or add rows, you can make these changes directly on the invoice.
Make you sure you are using the Allow editing of purchase invoices setting under Settings - Company settings - Invoice settings. Read more in Void a purchase invoice.
If you have a bank integration where the payments are automatically sent to the bank for payment, remember to cancel the payment in your internet bank.
In this case you have to void the invoice and create a new one. When you void the invoice a credit note is created in the program. The credit note will then automatically offset the original invoice.
To void the invoice, click on the invoice you wish to remove in the purchase invoices overview and select Actions - Void invoice. Read more in Void a purchase invoice.
If you have a bank integration where the payments are automatically sent to the bank for payment, remember to cancel the payment in your internet bank.
If you are due a refund from a supplier, the supplier will send you a credit note which you then register in the program. Read more in Register a credit note from a supplier.
Once the credit note has been registered, you match the refund against the credit note.
- Go to Cash and bank.
- Register the refund by selecting New bank transaction.
- Add the amount to be refunded as Money in.
- Select Match to match the transaction with the credit note.
- Select that the transaction relates to Payment of purchase credit note.
- Choose the credit note in the drop-down menu.
- Select Post to ledger.
In order to cancel out this action you have to create a correcting journal entry where you add the corrected information.
Follow the steps below to correct the purchase invoice.
- Go to Accounting - Journal Entries.
- Select and open the journal entry that corresponds to your paid purchase invoice.
- Select Actions - Create a correcting entry.
- Check the box for the account you would like to change and add the correct account.
- Select Post to ledger.
To undo a payment of a purchase invoice all you have to do is to unmatch the payment.
- Go to Cash and bank and select the incorrect match.
- Select Unmatch.
You can now match the payment with the correct bank transaction.
If you have accidentally offset the wrong purchase invoice, or if you have offset an invoice by mistake, you can undo the offset.
- Select the invoice you wish to undo the offset for in the purchase invoices overview.
- Select Actions - Undo offset.
If you have created an incorrect payment file, or created one by mistake, you can delete it by following the steps below.
- Go to Settings - Import and export.
- Select Create payment file for purchase invoices.
- Select the file no. for the payment file you want to delete.
- Select Undo.
The whole payment file will then be deleted once you have refreshed the page.
If you have entered an incorrect date or amount on a purchase/withdrawal/deposit, you can make changes by following the steps below.
- Go to Cash and bank.
- Choose the incorrect transaction.
- Select Unmatch.
The program will then automatically enter a correcting journal entry and balance your bookkeeping for you.
- Select Edit bank transaction.
- Enter the correct information and select Save.
If you have entered a bank transaction on the wrong account, for example the cash account when you intended to use the operating account, follow the steps below.
- Go to Cash and bank.
- Choose the incorrect transaction.
- Select Unmatch.
- Delete the transaction by clicking the Delete icon to the right.
- Create a new transaction with the correct account.
If you have posted a transaction with the incorrect account or amount as Purchase with receipt, Other withdrawal or Deposit to the ledger, and the transaction lies within an unlocked period, it can be fixed by following the steps below.
- Go to Accounting - Journal Entries.
- Select the incorrect journal entry.
- Choose Open.
- Correct the account directly in the entry.
If you have posted a transaction with the incorrect account as Purchase with receipt, Other withdrawal or Deposit to the ledger, and the transaction lies within a locked period, it can be fixed by following the steps below.
- Go to Accounting - Journal Entries.
- Select the incorrect journal entry.
- Select Open.
- Select Actions - Create a correcting entry.
- Correct the information.
- Select Post to ledger.
If you want to match a bank transaction with a total sum for several transactions, you match the bank transaction as usual under Cash and Bank. Select the first accounting transaction, for example, a sales invoice payment. There is now a remaining amount left to reconcile, and to match this sum, select Add another..., and choose a new transaction to match the sum against.
If you want to match several bank transactions against one purchase/withdrawal, you can select multiple transactions using the checkboxes in Cash and bank to match all at the same time. After selecting the transactions, choose Match all selected.
When matching multiple bank transactions against one accounting transaction, the selected bank transaction must have the same date.
When I retrieve feedback on my a-melding I get a message saying it has been rejected. When I open the message to get more information the text Opplysninger om arbeidsforhold mangler is shown on one or more employees.
This may be due to one of these reasons:
This problem could arise if the employees you reported on the a-melding this month do not correspond to those you reported the previous month. All employees that were registered in your old program or manual Altinn report must also be registered in Visma eAccounting Smart. The only exception is if you for the previous month indicated that an employee has terminated their contract.
It is also important that your employees are registered with the same date of employment in both previous and current reports. You can edit the Date of employment under Payroll - Employees by selecting the employee and then Edit. Please note that it is important to add the correct start date for your employee as it cannot be corrected once the a-melding has been approved.
When the above changes have been done, click on the rejected a-melding and select Regenerate. Alter start date and cancel or regenerate a-melding
If you have sent duplicate reports, e.g. manually in Altinn or from a different system as well as from Visma eAccounting Smart, you will receive the error message the month after the actual error was made. If you are uncertain of whether you have sent reports from two different systems, you can request this information directly from Altinn by ordering a reconciliation report (A06).
It is not possible to report a-melding from more than one system per month, so in order to solve your problem you have to reverse the a-melding that was sent manually from Altinn or from another program than Visma eAccounting Smart by sending a replacement a-melding. Once you have reversed the duplicate report you can regenerate your a-melding in Visma eAccounting Smart.
You can also choose to reverse the a-melding in Visma eAccounting Smart and instead report your a-melding from your old program or Altinn. If you want to send several replacement a-meldinger in Visma eAccounting Smart you have to start in reverse order by replacing the oldest a-melding first.
Alter start date and cancel or regenerate a-melding
If you fail to log in to Altinn due to an invalid system name or password you should go to Settings - Company settings - Accounting settings - Enter Altinn credentials and make sure that the credentials are the same as in the Altinn portal. Select Resend when the credentials are verified and correct.
Should these problems persist, please contact your support agents for further assistance. If your question concerns a rejected a-melding you will need to show your submission from payroll system reports (A02) and feedback files (A03) for the month you received the error message as well as the month before. A total of four files.
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