About support for expense reclassification

Introduction

Visma.net ERP provides support for expense reclassification. If your company requires a separate step for expense reclassification during invoice processing, you can enable this feature. When activated in the Enable/disable functionalities (CS100000) window, the invoice release process consists of two stages:

  1. Pre-release:
    A data entry worker enters an invoice and pre-releases it.
    All the expenses specified in the document are temporarily recorded to the reclassification account.
  2. Release:
    An authorised accountant reviews a pre-released document, specifies the correct expense accounts and subaccounts (the system allows no other changes), and releases the document.

Once the functionality is activated, you can assign the account and subaccount for temporarily recording non-classified expenses for each supplier in the Suppliers (AP303000) window.

To quickly assign accounts to new suppliers, select the default account and subaccount for expenses that need reclassification for each supplier class. This can be done in the General ledger accounts tab of the Supplier classes (AP201000) window. By doing this, every new supplier added to the class will automatically have the specified account and subaccount for that class.

Pending expense reclassification is only allowed for invoices entered manually in the Supplier ledger workspace.

You can use one of the following scenarios:

  • Standard scenario:
    When the data entry worker is familiar with the appropriate expense accounts and subaccounts for an invoice, they can enter the document and release it.
  • Two-step scenario:
    If you are uncertain about the correct expense accounts to select while entering an invoice, keep the default accounts and subaccounts on the document lines. Click Pre-release in the window toolbar to pre-release the document.
    An authorised accountant will review the document later, assign the appropriate expense account and subaccount to each line, and release the document.

An authorised accountant can reclassify expenses for documents pending reclassification using the Purchase invoices (AP301000) window. The accountant selects each document with the Pre-released status, reviews it, and assigns a specific expense account and subaccount to each document line, according to the expense classification used in your organisation.

For a document with the Pre-released status, only the branch, expense account, and expense subaccount may be changed.

The pre-released invoices appear on supplier ledger reports and inquiries as Pre-released documents.
You can also view them in the Purchase invoices (AP301000) window.

To void an invoice with a Pre-released status, make sure that it has not received any payments. If a payment has been made for a pre-released invoice you want to void, you must first void the payment and then void the invoice.