Supplier ledger

By using the Supplier ledger workspace, you can maintain structured information about an unlimited number of suppliers.

You can enter supplier documents, invoices, and adjustments, as well as track earlier payment discounts, apply payments to invoices, and print payments.

If you have activated the multi-currency support in Visma Net, you can assign a default foreign currency to each supplier account.

The currency and its rate may be overridden on individual transactions if the settings of the supplier account allow currency overriding.

The system automatically computes realised gains or losses upon payment of supplier invoices in foreign currencies.

Outstanding foreign currency invoices can be revalued in the base currency as often as needed.

You can establish supplier classes that provide default values for creating other suppliers.

You can also divide suppliers into classes based on the types of goods or services you purchase from them. On document entry, you specify a supplier, and most of the elements are populated with the supplier's default values.

For more details, see: About supplier defaults and overrides.

If the Invoice rounding functionality is activated in your system, you can set up the rules and the precision to be used to automatically round the amounts of the invoices that you enter or generate in the system.

If expense reclassification is performed as a separate stage of document processing in your organisation, you can configure support for expense reclassification for invoices.

By using Visma Net, you can configure approval to match the approval procedures used in your company.

  • You can set up automatic pre-approval of all invoices and allow access to the Process payments (AP50301S) window only to employees who are authorised to approve invoices and create payments.

  • Alternatively, you can configure the system in such a way that the invoices can be approved only by using the Approve invoices (Approval) (AP50200S) window.

If you frequently have to create supplier invoices that contain the same information, you can assign such invoices to a schedule, so that the system will generate the documents at the frequency you specify:

  • once per financial period, on a specified day of each calendar month

  • on a specified day each week (or a user-specified number of weeks), or

  • on a user-specified number of days (such as daily or every other day)

Inquiries of the Supplier ledger workspace present suppliers' account information in a variety of ways.

  • You can view the total outstanding balances for a supplier or suppliers by a period and by a currency by using the Supplier summary (AP401000)inquiry window.

  • You can view all documents that are past due for a specific supplier, as well as the cash discount amounts taken or lost, in the Supplier details (AP402000) inquiry window.

  • You can use extensive drill-down capabilities to quickly find any specific detail.

Visma Net implements a role-based, task-oriented approach to security.

Users belong to roles, which are given appropriate rights to access only the resources the users need to perform their routine tasks.

To restrict user access to some supplier accounts, you can include the supplier accounts and users authorised to work with them in restriction groups, which restrict other users' access to these sensitive supplier accounts.

With Visma Net, you can define mailing settings for customers and suppliers to send documents to them electronically, by email.

Also, you can configure sending such emails to employees who work with specific suppliers or customers.

You can define site-specific payment terms, which can be associated with specific suppliers (or supplier classes) and customers.

The payment terms, which are applied to both outgoing and incoming payments, define the due dates and the available cash discounts.

Depending on the chosen settings, you can perform various tasks related to supplier accounts, invoices, and payments:

  • Store any number of additional locations and contacts for each supplier
  • Attach scanned images or electronic versions of supplier documents to invoices, adjustments, and prepayments or to lines of the documents
  • Define three ageing periods for outstanding invoices
  • Pay each supplier's invoices by printing one payment or separate payments
  • Automatically calculate realised and unrealised gains and losses on foreign currency transactions
  • Process prepayments and multiple instalments.
  • Void payments
  • Track available and missed discounts