News and Improvements Visma Document Center - Amesto · Visma Auto Invoice Integration ... Lookup in R7-R12 ... 72 – Release Notes . Visma Document Center 5.60.0 – Release Notes

News and Improvements Visma Document Center

2 Visma Document Center 5.60.0 – Release Notes

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TABLE OF CONTENTS TABLE OF CONTENTS ................................................................................................. 2

Introduction ..................................................................................................................... 9

News in version 5.60.0 ..................................................................................................... 9

Visma Nova Integration .......................................................................................................... 9

Accounting line fields ....................................................................................................... 10

Relationships among the accounting line fields ................................................................. 10

Fields transferred to Nova ................................................................................................. 11

Additional accounting line functionality implemented for Nova ........................................ 11

Credit invoices .................................................................................................................. 11

Technical aspects .............................................................................................................. 12

Visma Auto Invoice Integration ............................................................................................ 12

Setup ................................................................................................................................. 12

Accounting offices ............................................................................................................ 13

Line approver works with Approval Center ........................................................................... 13

Size of documents transferred to Approval Center ................................................................. 13

Flow status updated in ERP when document is transferred before it is finised on flow .......... 13

Improvements in version 5.60.0 ..................................................................................... 14

Validation of mandatory cost centers towards Visma Business 5.31.0 ................................... 14

Error message when superior is set to "inactive" (Global) ..................................................... 14

Correct amount is selected from cross reference transaction (Business) ................................. 14

Correct bank account number is displayed in lookup forms (Global) ..................................... 14

Import of XML files with errors in their stylesheet ................................................................ 14

Correct calculation of a workflow's deadline ......................................................................... 14

Show all employees in the "Employee" field (Global) ........................................................... 14

Employee name is displayed in the accounting line ............................................................... 15

Cost centers are fetched from the accounting rule (Global) .................................................... 15

Shortcut key to move to the first accounting line ................................................................... 15

Double click for lookup in the accounting line ...................................................................... 15

"Line approver" is a line import field .................................................................................... 15

URL stylesheet is used before default stylesheet.................................................................... 15

User defined XML keywords are used before system defined XML keywords ...................... 15

Order match on more than six documents (Business 5.21.x) .................................................. 15

Excel report adapts layout according to local currency .......................................................... 16

Logon form not displayed when user has no password (Business) ......................................... 16

Revoke transfer to batch ........................................................................................................ 16

Handling of rg_srv.exe shutdown (Global) ..................................................................... 16

Database upgrade when having templates on cost centers ...................................................... 16

Known issues in version 5.60.0 ...................................................................................... 16

Templates on cost centers ...................................................................................................... 16


Reduced memory usage in large installations ........................................................................ 17

OCR on large invoices .......................................................................................................... 17

Visma Document Center 5.60.0 – Release Notes 3

News in version 5.50.0 ................................................................................................... 17

Document profiles and Document type .................................................................................. 17

Line approver ........................................................................................................................ 18

EDI integration with Visma Global ....................................................................................... 20

Line import from XML-invoices ........................................................................................... 20

Default XML style sheets for known formats ........................................................................ 22

Support attachments with URL reference in XML invoices ................................................... 22

Common dictionary across companies ................................................................................... 22

Common templates across companies .................................................................................... 23

Supplier specific aliases ........................................................................................................ 23

Changed hierarchy in the interpretation ................................................................................. 23

Interpretation of credit invoices for Visma Business .............................................................. 24

Approve many documents at the same time ........................................................................... 24

Calculation in the amount field .............................................................................................. 24

Warnings in IRF for invoice number, bank account number and company number ................ 24

Handling files containing many XML-invoices ..................................................................... 25

Support for Visma Business 5.30 ........................................................................................... 25

Category can be set in Document Properties Form ................................................................. 25

Configuration of CPU usage .................................................................................................. 25

Changing kernel task priority ................................................................................................ 25

Event log ............................................................................................................................... 25

Saving batch no / voucher no in VWDocumentAccountingRow (Global and Business) ......... 26

Windows authentication towards Business supported in the client setup ................................ 26

In setup:Add username and password for a user with system administrative rights (Business) 26

License file location .............................................................................................................. 26

Integration with Approval Center .......................................................................................... 26

Improvements in version 5.50.0 ...................................................................................... 27

Appended page in focus after import ..................................................................................... 27

New filed in the order match form (Global) ........................................................................... 27

Colors on editable and non editable fields in order match form .............................................. 27

Recharge field is set when an order is selected (Contracting) ................................................. 27

SMTP password is encrypted in the database ......................................................................... 27

Possibility to move several columns in the column setup form .............................................. 27

Added short version 7/8 for dates .......................................................................................... 27

Username and name are displayed in the user rights form ...................................................... 27

Next document in list get focus after approval ....................................................................... 28

Filters are saved when you close and start the VDC client ..................................................... 28

Not on flow is working from Document Creation form .......................................................... 28

Currency calculation is updated. ............................................................................................ 28

is working for copying the value from the line above............................................................. 28

More years added to the drop down in the archive ................................................................. 28

When activated field “Order number” it is saved when restarting the client ........................... 28

Interpretation of Swedish dates when having Norwegian regional settings ............................. 28

Contra Entry field shows correct transactions (Global) .......................................................... 29

Called back documents will not get a reminder ...................................................................... 29

Print will print correct page on a multi paged document ........................................................ 29

Interpret invoice number containing / .................................................................................... 29


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Known issues in version 5.50 ......................................................................................... 29

Cost center processing towards Visma Business 5.30 ............................................................ 29


Transfer of cost units from Approval Center to VDC ............................................................ 29

New location of the company mappings file .......................................................................... 29


Selecting a different supplier than the one suggested after interpretation ............................... 30

No error message in the log file during logon to VBS ............................................................ 30

Transfer of comments on reactivation of documents .............................................................. 30

Empty reactivation when documents are rejected .................................................................. 30

Call to get recipients from AccountView ............................................................................... 30


Swedish interpretation on amount without comma ................................................................ 30

Unused voucher numbers when using preregistration in Visma Business............................... 30


Norwegian interpretation and user defined keywords on CID ................................................ 31

Management tool for the Approval Center integration ........................................................... 31

Validation of multiple voucher lines derived from Approval Center ...................................... 31

Currency calculation during interpretation when base currency is EURO .............................. 31

User role conversion from Visma Business to VDC .............................................................. 31

Transferring XML invoices to Approval Center .................................................................... 32

News in version 5.40.1 ................................................................................................... 32

AccountView ERP Integration .............................................................................................. 32

Stand-in towards Visma Business and Visma Global ............................................................. 32

Stand-in setup in Visma Global ......................................................................................... 32

Stand-in setup in Visma Business ...................................................................................... 32

Using the stand-in functionality ......................................................................................... 33

New CID validation .............................................................................................................. 33


Error message when running OCR on machines that do not have a default mail client ........... 33

Due date calculation towards Visma Global .......................................................................... 33

Order match discount update towards Visma Global ............................................................. 34

Attachments to XML invoices will not be run through the OCR ............................................ 34

Currency calculation for EURO companies ........................................................................... 34

Lookup in R7-R12 ................................................................................................................ 34

Purchase order field is available in the Interpretation Result Form (IRF) ............................... 34

Pressing '+' in the Amount field fills in the remaining amount ............................................... 34

Amount is saved without leaving the cell .............................................................................. 35


'Document was saved by another user' error message ............................................................ 35

Changes in the IRF are updated in the accounting line ........................................................... 35

News in version 5.40.0 ................................................................................................... 35

Integration with the Visma Licensing System ........................................................................ 35

System database .................................................................................................................... 37


Default column setup for all companies and users ................................................................. 38

New interpretation handling .................................................................................................. 39

Document category ............................................................................................................... 40

New flow functionality .......................................................................................................... 40

Always superior ................................................................................................................ 40

Automatically transfer overdue tasks ................................................................................. 41

Send workflows to Approval Center .................................................................................. 41

Add recipient based on cost unit ........................................................................................ 41

New graphical workflow ....................................................................................................... 42

More picture info on right click in the viewer ........................................................................ 42

Automatic upgrade of the VDC client .................................................................................... 43

The VDC server address can be read from the registry .......................................................... 43

Light version of order match towards Visma Business ........................................................... 43

Show ERP accounting ........................................................................................................... 44

Icon for applying accounting rule .......................................................................................... 45

Order number and product number is usable against Business ............................................... 45

Display number and name ..................................................................................................... 45

Test button for e-mail server settings ..................................................................................... 45

Automatically perform OCR after document import .............................................................. 46

New user role that is able to edit all accounting fields ............................................................ 46


Faster navigation between lists when having many documents .............................................. 47

All recipients get mail notifications ....................................................................................... 47

Possible to split documents with an accounting rule .............................................................. 47

Better error messages when Global access control is restricted .............................................. 47

Possible to transfer documents even though the CID doesn’t pass modulus validation ........... 47

Fetching correct values from the order head in Global ........................................................... 48

Interpretation improvements .................................................................................................. 48

Possible to interpret the order number in Contracting ............................................................ 48

Possible to transfer document several times ........................................................................... 48

Credit turn class not set when account type is general ledger (credit invoice)......................... 48

Split data amount when transferring data to VBS .................................................................. 48

Documents must balance prior to transfer .............................................................................. 48

Client setup is not failing when unable to start the WIA service on Windows 2008 R2 .......... 49

Deleting PDF files from the Auto-import location ................................................................. 49


Not able to transfer KB1 and KB2 to Contracting .................................................................. 50

Validation routine against Global fails ................................................................................... 50

Incorrect version of the Visual Studio 2005 redistributable package ...................................... 50

Not able to use short version for Danish dates ....................................................................... 50

Improvementes in version 5.30.2 .................................................................................... 50

Reduced the number of connections towards Global .............................................................. 50

News in version 5.30.1 ................................................................................................... 51

Integration with Visma Contracting ....................................................................................... 51

Setup ................................................................................................................................. 51

Users ................................................................................................................................. 53


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Accounting functionality ................................................................................................... 54

Workflow functionality ..................................................................................................... 57

Technical considerations ................................................................................................... 57


Error message when selecting report in VDC ........................................................................ 57

Incorrect voucher number in Global when posting date is different from current accounting

year ....................................................................................................................................... 57

Start and stop period for months that have one digit are incorrectly converted (Business) ...... 57

Increased log level in the log files ......................................................................................... 57

News in version 5.30.0 ................................................................................................... 58

Automatic import of documents ............................................................................................ 58

CTRL + Mouse wheel zooms in the document viewer ........................................................... 59

Invoice number on all accounting lines ................................................................................. 59

Approvers can edit "Amount" and "Free text" ....................................................................... 59

Expanded lookup on supplier ................................................................................................ 59

Updated "Update Supplier" form ........................................................................................... 59

Revoke transfer to batch ........................................................................................................ 60

New interpretation language - "International" ........................................................................ 60

Date functions in the blue search line and filters .................................................................... 60

Support for distribution formulas in Global ........................................................................... 60

Preregistration ....................................................................................................................... 61

New setup ............................................................................................................................. 64

"Currency amount" field in the document list ........................................................................ 64

New look of the workflow tab ............................................................................................... 64

XML format support for different Nordic countries ............................................................... 64

Start and stop period is supported for Visma Business ........................................................... 65

Swedish short versions of dates ............................................................................................. 65

New default filter - "No document" ....................................................................................... 65

Showing interpreted amount in currency in the Order match form ......................................... 65

Double-clicking on e-mail attachments can start the Document Center client ........................ 65


"Never" as an option in the e-mail settings ............................................................................ 66

Payment priority is now transferred to Business .................................................................... 66

Improved translation in the Note section ............................................................................... 66

Improved translation in the in the e-mails .............................................................................. 66

Lookup on fields in Business is language dependant ............................................................. 66

Preview from the ERP’s document viewer does not generate a hang situation in Visma Global

............................................................................................................................................. 66

Possible to change flow group names without pressing F2 in the Recipient Selection Dialog

(RSD) ................................................................................................................................... 66

Incomplete batch when transferring several documents where cost units are mandatory ........ 67

Distribution key in Business works with mandatory organization units.................................. 67

Voucher date was transferred into planned payment date ....................................................... 67

Filter on several values in the blue search line ....................................................................... 67

Order match: Rounding of amount ........................................................................................ 67


News and improvements version 5.20.2 .......................................................................... 67

Client installation fails due to corrupt prerequisite file ........................................................... 67

Importing large PDF-files fails .............................................................................................. 68

News and improvements version 5.20.1 .......................................................................... 68

Client times out during logon when Business is used ............................................................. 68

Incorrect validation when General ledgers have the dimension processing blocked (only

against Business) ................................................................................................................... 68

Incorrect validation when “Cross-account no. sup.” is used (only against Business) .............. 68

Exception when xml-import failed ........................................................................................ 68

Filtering in the Document list ................................................................................................ 68

News in version 5.20 ...................................................................................................... 69

Same version upgrade ........................................................................................................... 69

Server name is suggested during client setup ......................................................................... 69

Port number is grayed out during client setup ........................................................................ 69

Blue search line in look up forms .......................................................................................... 69

Improved access control ........................................................................................................ 69

New document list names ...................................................................................................... 70

Extended document information in the ERP system's document viewer ................................. 70

Send document as attachment via e-mail from the ERP system's document viewer ................ 70

Use the local e-mail client ..................................................................................................... 70

Import documents attached to e-mail messages...................................................................... 71

OCR Enhancements .............................................................................................................. 71

"Status" and "Accounting status" have gotten logical names in the document list .................. 71

General ledger according to supplier (only against Global) .................................................... 72

Lookup according to debit/credit account type (only against Business) .................................. 72

Default accounting rule on import ......................................................................................... 72

Archive – Voucher date decides which year .......................................................................... 72

The "Signature" field in Global is set to username ................................................................. 72

More fields displayed on lookup towards org. units (only against Business) .......................... 73

Drag & Drop in Recipient Selection Dialog ........................................................................... 73

Notification and reminder e-mail messages ........................................................................... 73

Callback ................................................................................................................................ 73

Flow not in use ...................................................................................................................... 73

Archive document type ......................................................................................................... 74

Order number in document list .............................................................................................. 74

Invoice date updated into voucher date when updating the order during order match ............. 74

Support for the Windows Image Acquisition (WIA) interface ............................................... 74

Improvements in version 5.20 ......................................................................................... 74

Changing e-mail templates more than once ........................................................................... 74

Incorrect amount was transferred on capital assets ................................................................. 74

Users towards Global ............................................................................................................ 75

Transferring documents when accounting periods are blocked............................................... 75

Shortcuts ............................................................................................................................... 76

News and improvements in version 5.1.1 ........................................................................ 77

Error when generating the Excel-report ................................................................................. 77

Not picking correct voucher number when transferring to Visma Business ............................ 77


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Mandatory organization units ................................................................................................ 77

Credit notes on one line ......................................................................................................... 78

Hang situation in Global ....................................................................................................... 78

Tax class and VAT-code incorrectly set when transferring to Global ..................................... 78

Incorrect message about user rights when approving documents ........................................... 78

“Scan” in Business triggers two options ................................................................................ 78

News and improvements in version 5.1.0 ....................................................................... 79

Merge documents .................................................................................................................. 79

Blank page as a divider when importing from file ................................................................. 79

Voucher date and valuation date ............................................................................................ 79

Default filters in the document list......................................................................................... 80

Select no processing rule ....................................................................................................... 80

Delete single pages from a document .................................................................................... 80

Invoice number in templates.................................................................................................. 80

Local currency and currency type in Visma Business ............................................................ 80

Origin on batches in Visma Business .................................................................................... 81

Duplex scanning ................................................................................................................... 81

Companies with similar names in Visma Business ................................................................ 81

News and improvements version 5.0.1 ........................................................................... 81

Voucher entry and validation against Visma Business ........................................................... 81

Order match .......................................................................................................................... 83

New setting related to order match against both ERP systems ........................................... 83

Order match against Visma Business ................................................................................. 83

Approval hierarchy ............................................................................................................... 84

Setting up an approval hierarchy in Visma Global ............................................................. 84

Setting up an approval hierarchy in Visma Business .......................................................... 84

Using the approval hierarchy functionality in Visma Document Center ............................. 85

Shortcuts ............................................................................................................................... 85

Visma Business Services configuration file ........................................................................... 85

Known issues ................................................................................................................. 86

Stand-in functionality ............................................................................................................ 86

Dependencies on dependencies when importing XML-files................................................... 86

Document icon in Visma Global ........................................................................................... 86

Repeated logon attempts with invalid credentials (against Global) ........................................ 86

Overwriting the "VAT amount"/"Amount excl VAT" (against Business) .............................. 86

Reverse charge (against Business) ......................................................................................... 87

Cross account customer (against Business) ............................................................................ 87

"Invalid username" when working with Business .................................................................. 87

User "system" in Business ..................................................................................................... 88


INTRODUCTION

This document describes the news and improvements available in version 5.60.0 of Visma

Document Center.

This document is an appendix to the setup guide and the user guide found on the CD that is

distributed with Visma Document Center 5.60.0. If you find functionality that is described in one

way in the user guide and another way in this document, then the description in this document is

the valid one.

If you are a new user of Visma Document Center 5.60.0, please read both of these documents. It

might also be of interest to read the News and Improvements for version 5.1.1.

Please note that Visma Document Center 5.60.0 requires Visma Business, Visma Global, Visma

Contracting, Visma Nova or AccountView in order to run.

Visma Document Center 5.60.0 supports the following Visma Business versions: 5.20.4 and

5.21.x, 5.30.0 and 5.31.0.

Visma Document Center 5.60.0 supports the following Visma Global versions: 7.30.x, 7.40.x,

7.45.x, 7.50.x and 7.60.x.

Visma Document Center 5.60.0 supports the following Visma Contracting versions: 4.12.5-

4.12.7 and 4.20.x and 5.0.

Visma Document Center 5.60.0 supports the following Visma Nova versions: 8.1

NEWS IN VERSION 5.60.0

Visma Nova Integration Visma Document Center is integrated with Visma Nova.

This integration is based on the same principles, working process and look and feel as the other ERP

systems Visma Document Center is integrated with.

However the accounting line fields vary from integration to integration. And so does the functionality in

the accounting lines.

The areas covered in the following section are specific for the Visma Nova integration.


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Accounting line fields

UI field name Database field name Lookup available? Present by default

Account DebitAccount Yes Yes

Debit Amount Free1 No Yes

Credit Amount Free2 No Yes

Tax rate FreePercentage1 No Yes

Text Text No Yes

Cost Center R6 Yes Yes

Project R7 Yes Yes

Cash Amount CashAmount No No

Cash Date CashDueDate No No

VAT Amount VATAmount No No

Amount excl VAT AmountExclVAT No No

Amount incl VAT Amount No No

Relationships among the accounting line fields

Account

When entering an account, we derive the VAT percentage from the account’s tax rate details found in

Nova. The VAT percentage can be changed by the user. Only numbers are allowed in this field.

Cost Center

Only cost centers on level 0 are available in Document Center. They are available when performing

lookup on and when selecting values in this field.

Tax rate

This is an editable field and it is suggested based on the value derived from the general ledger account’s

details found in Nova.

If the user changes the value, then the “VAT amount”, “Amount excl VAT” and the “Amount incl VAT”

fields will be updated accordingly.

This will happen regardless of the accounting method (Net or Gross).

Net versus Gross accounting method

Document Center works as if the gross accounting method is used for all accounts, even if the selected account has Net accounting method.

When transferring the document with accounts set up to use the Net accounting method, the Nova SDK

will handle the creation of the VAT lines for each of those accounts. These additional VAT lines are only

visible in the Nova “Accounts payable” module.

If the Gross accounting method is used, then the VAT line will, of course, not be created.


Fields transferred to Nova from Document Center

Voucher header information

• Document ID

• Voucher type

• Supplier number

• Invoice date

• Value date

• Due date

• Invoice number

• Reference (CID)

• Total amount

• Currency code

• Currency amount

Voucher line information

• Account

• Debit amount

• Credit amount

• Tax rate

• Text

• Cost center

• Project

• Cash amount

• Cash date

• Country code

• Payment cause

• VAT amount

• Amount excl VAT

• Amount incl VAT

Additional accounting line functionality implemented for Nova

When you import a document, you apply a document profile and you interpret the document.

After having interpreted the document, two accounting lines will be created.

The first accounting line is the debt line having the total amount in “Credit amount” field. The second line

will contain the cost account selected on the supplier in Nova. If no account is selected on the supplier,

then the second line will not contain a cost account.

Please note that if the line import is used, then the values in the XML-invoice will overrule the account

selected on the supplier. In addition the second line will not be created because the lines are derived from

the XML-invoice.

Credit invoices

When you have imported a document, applied an accounting rule and interpreted the document, you may

see that the document is a credit invoice.


.

In that case you must enter the invoice’s amount in the “Amount” field with a hyphen in front of it so it

becomes negative.

You must edit this amount in either the “Edit Document Properties” form or in the “Interpretation

Results” form.

When the amount is negative, the amount on the debt line will be set in “Debit amount” field and the rest of the amounts found in the accounting lines will be set in the “Credit amount” field.

Technical aspects

In the integration with Visma Nova, VDC will support databases whose collation is set to “Finnish-

Swedish CIAS”. Only SQL Server 2005 and 2008 are supported.

Visma Auto Invoice Integration Document Center is integrated with Visma Auto Invoice.

When you have an account at Visma Auto Invoice, Document Center will automatically import invoices

and without setting up any local file transfer.

This functionality is an addition to the already existing “Auto Import” functionality found in VDC.

Setup

1. Create an account and a company at https://secure.maventa.com/login. Documentation for how to set it up is available on that webpage.

Please note that it is sufficient to create one account per installation. The setup for accounting offices is covered in the next section.

2. Stop the service called Visma Document Center Server.

3. Open the Document Center Server configuration file: Visma.workflow.server.exe.config.

It is located in the following folder: C:\Program Files\Visma\Document Center\Server

4. Find the following setting in the configuration file: <apiKey userApiKey="" companyUUID="" username=""/>

5. When creating the account at https://secure.maventa.com/login, you will receive a UserAPIKey.

This value must be set into apiKey userApiKey="". In the username="" setting, you must

fill in the e-mail address you used when creating the Visma Auto Invoice account.

6. Save the changes you’ve made in the Visma.workflow.server.exe.config file and start the

Visma Document Center Server service.

7. Start the Visma Document Center Client.

8. In Tools → System settings → General you will find the section called Visma Auto

Invoice. In the Electronic invoice address setting, you have to set the Maventa Account

ID that you will get when creating a company in https://secure.maventa.com/login. In the

Document profile field, you can select the document profile you want to apply to the

documents that are imported from Visma Auto Invoice

9. Press the OK button to save the settings.


After you have completed the above steps you are ready to use Visma Auto Invoice. Whenever a supplier

will send you an invoice through Visma Auto Invoice, the invoice will be imported automatically. The

Visma Document Center will contact Visma Auto Invoice once an hour to check for new invoices.

Accounting offices

If you are working at an accounting office and you are getting a new customer that already has a Visma

Auto Invoice account, the customer has to give you access to his company by adding your account’s e-mail address (the e-mail address set up in the VDC server configuration file).

After the customer performs that step and you have created the Company in the both the ERP system and

VDC, perform step 8 in the section above.

If your new customer does not have a Visma Auto Invoice account, you can create the company for the

customer by following all the steps in the section above.

Line approver works with Approval Center Line approver functionality was implemented in version 5.50.0. From version 5.60.0 the line approver

functionality will also work when using Approval Center.

To set up a flow with line approvers, perform the steps described in the “Line approver” chapter.

When sending a document on flow, the document will be transferred to Approval Center and it will be

locked in Document Center until it is finished on flow in Approval Center.

The Approval Center version 1.2 release notes describe how the line approver functionality works in Approval Center. It is also documented in the Approval Center user guide.

Please note that functionalities such as “Superior on approval amount”, “Always add superior” and

“Stand-in” will affect the line approver flow that is sent to Approval Center.

Size of documents transferred to Approval Center The size of documents that can be transferred to Approval Center is unlimited. This means that it is

possible to transfer documents with many pages (e.g. more than 50) to Approval Center.

Flow status updated in ERP when document is transferred before it is finished on flow In some situations you would like to transfer documents to the ERP system before they are finished on flow.

When transferring to the ERP-system before it is finished on flow, the flow status in the ERP system will

be set to “On flow”. When the document is finished on flow, Document Center will update the flow status

to “Finished on flow”.

This functionality applies only to Visma Global and Visma Business.


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IMPROVEMENTS IN VERSION 5.60.0

Validation of mandatory cost centers towards Visma Business 5.31.0 The validation of cost centers that are mandatory or blocked on general ledger accounts works again from

version 5.60. Please note that Visma Business version 5.31.0 is required. The validation does not work with version 5.30.0 of Visma Business.

Error message when superior is set to “inactive” (Global) Document Center will not crash when using “Always add superior” or “Add recipient on approval

amount” and the superior is set to “inactive”. A proper error message is displayed to the user in these

situations.

Correct amount is selected from cross reference transaction (Business) When creating an accounting line that should be cross referenced with an already existing transaction from the ERP system, the correct amount from the transaction in the ERP system will be used.

Correct bank account number is displayed in look up forms (Global) Norwegian customers are entering the bank account number into the field called “Bank account number”

on the supplier in Visma Global. This field is correctly displayed in the look up forms where supplier data

is displayed.

Import of XML files with errors in their stylesheet Document Center will display a proper error message when importing XML invoices that contain error(s)

in their stylesheet.

Correct calculation of a workflow’s deadline The “Deadline” column in the document list is filled in with the deadline for the task having the shortest

deadline. To change the number of days used to calculate the deadline, use the “Document deadline in”

setting found here: Tools → System settings → General.

Show all employees in the “Employee” field (Global) All employees (including the ones not linked to a user) that are registered in the ERP system will be

displayed when doing a lookup in the “Employee” field found on the accounting line.


Employee name is displayed in the accounting line When selecting an employee in the “Employee” field on the accounting line, both the number and the

name of the employee are displayed.

Cost centers are fetched from the accounting rule (Global) Cost centers selected on the accounting rule in Visma Global are set on the first accounting line when

selecting a document profile in Visma Document Center.

Short key to move to the first accounting line CTRL+K works as a short key to get focus in the first accounting line from wherever you are in the main

form.

Double click for look up in the accounting line Double click works to display the look up form for an accounting field. This is applicable only to the

fields that allow lookups (typically cost centers, debit and credit account).

“Line approver” is a line import field It is possible to map a field in the XML file to the “Line approver” field.

When importing an XML file where there is a valid mapping, there will be a lookup towards the ERP

system to see if the value in the XML file is a valid recipient in the ERP. If it is not a valid value, then the value will not be set in the “Line approver” field.

URL stylesheet is used before default stylesheet When an XML invoice has a stylesheet where the reference is a URL, this will be used instead of the

default stylesheet.

User defined XML keywords are used before system defined XML keywords User defined keywords have precedence over the system defined keywords. For instance, if there are two

mappings for the “Target Value Amount”, the value in the user defined mapping will be used.

Order match on more than six documents (Business 5.21.x) When integrated with Visma Business version 5.21.x, it is possible to perform order match on more than

six documents. This means that it is possible to select more than six documents in the document list, to

interpret them and to apply the order number from the “Interpretation Results” form.


.

Excel report adapts layout according to local currency The local currency set in the ERP system will affect the layout in the Excel report. This is especially

noticeable in the sign used in front of the amounts. When the local currency is EUR, the EURO sign is

used and when the local currency is Kroner, then Kr is used as an abbreviation.

Logon form not displayed when user has no password (Business) Users that do not have a password set on their user in Visma Business will not see the logon form when

starting Visma Document Center from Visma Business.

Revoke transfer to batch Revoke transfer works for normal documents where pre-registration has been used.

Pre-registration is only applicable when integrating VDC with AccountView, Visma Global or Visma

Business.

Handling of rg_srv.exe shut down (Global)

If the rg_srv.exe crashes and restarts itself, Document Center server is able to handle these situations.

In the event of such a situation, you will be able to start the Document Center Client either from the

desktop or from Visma Global and log in.

Database upgrade when having templates on cost centers When having templates on cost centers in one of the companies in the installation it will now work fine to upgrade the database.

KNOWN ISSUES VERSION 5.60.0

Templates on cost centers Templates on cost centers are not working in version 5.60.0. This means that when you apply a template

on a cost center, the value will not be set on the first accounting line even if it is a valid value in the ERP

system. This will be fixed in a future version.



Reduced memory usage in large installations The memory usage of the Document Center server process is reduced in large installations (e.g. more than

200 companies).

OCR on large invoices On large invoices with a lot of text, OCR will be performed on the whole invoice.


Document profiles and Document type The option previously called “Select processing rule” implied selecting an accounting rule from

the ERP-system. In addition there were two Document Center specific processing rules (Order

data and Archive). This functionality was limiting in the way that users could not use Document

Center to other types of documents than accounting documents. The document types are

introduced in order to make it possible to use Document Center for all kind of documents. These

Document types are specific for Document Center – meaning that they are not derived from any

ERP-system. The document types and accounting rule together forms the document profile.

There are currently four different document types:

• Invoice

• Credit note

• Order match

• Document

Document type Purpose

Invoice Used in profiles that will be applied for accounting documents. Requires also

that an accounting rule is a part of the document profile.

Credit note Used in profiles that will be applied for accounting documents, but that are

not invoices. Selecting a document profile with credit invoice, will put the

supplier number in the debit account-field and the general ledger account into

the credit account-field. Requires also that an accounting rule is a part of the

document profile.

Order match Used in profiles that will be applied for purchase invoices that will be

matched with a purchase order in the ERP-system. When applying a profile

with order match, the order match functionality will be activated in Document

Center.

Document Used in profiles that will be applied for non accounting documents. Typical

examples are contracts or other types of documents you would like to save in

Document Center. When applying a profile with this document type, you will

get Accounting status set to -10; meaning that this document will not be

transferred. You can use the flow if you like to. When you want to use the


.

flow, you send the document on flow like you do with any other document.

When the document is finished on flow, it will end up in the archive. If you

do not want to use the flow, then you select “Disable flow”. The status will be

set to 110 and the document will end up in the Archive.

When you install version 5.50, the system will make one document profile for each of the

available accounting rule in the ERP system. In addition the system will make a profile for

Documents, Order match and Archive. If you create new accounting rules in the ERP-system,

these will appear as a document profile in the Document Center after some minutes.

Instead of selecting a processing rule, the user will now select a document profile after having

imported the document. For users upgrading from previous versions of Document Center to 5.50,

there will be no practical change since we have replaced the option “Apply processing rule” with

“Apply document profile”.

In the document list there is a new column called “Type”. This will show which Document Type

the document has.

Users may create their own document profiles. Enter Tools -> Document profiles. A form will

open showing all the document profiles in the system. To the right in the form you have buttons

called “Add”, “Edit” and “Delete”. When you press “Add”, a new form will open where you can

create a new document profile (see picture below). In the field “Name”, you write the name of

the profile. If this document profile is going to be used for accounting purposes, you have to

select an accounting rule. The accounting rules in the drop down-box are the ones available in the

ERP-system. You must select a document type. If you want to use this profile for Archiving

(meaning that it will not be sent on flow nor transferred to the ERP-system), then you check the

setting “Send to archive”. If you want to always add a note to a document when applying this

document profile, you can write the note text in the field “Note”. When you are done, you press

OK, and you are returned to the Document profiles form. You will now see the document profile

you created in the list of all the document profiles.

Line approver The concept of line approver is that you can dedicate specific accounting rows to specific

recipients. These recipients are responsible for approving their accounting line.


In the accounting line there is a new field added called “Line approver”. In this field you select

the recipient that must approve this line. When you have selected the line approvers and you are

ready to send the document on flow, you must select “Activate flow” (either from the tool bar or

right click on the document). The recipient selection dialog will open. You will now see the

selected line approvers as read only recipient. You can add more recipient to the flow, but these

recipients will not be responsible for any specific line – they will be document approvers. When

you are done selecting recipients, you press the Send-button.

When the document is sent on flow, the flow will be parallel; meaning that all the approvers will

get the document available in “My list” at the same time.

When a line approver logs on, he will see the document where he is a line approver in “My list”.

The line where the user is line approver will be marked in a different color than the other lines.

The user can also select if he wants to see just his line or all the lines by pressing the button down

to the left in the accounting line section. The user will have the possibility to Approve, Forward,

Reject or send a document for review. The buttons are available on the right hand side in the

accounting line section. When a user forwards, the line approver will be changed to the selected

recipient.

When the document has been approved by all the line approvers and/or document approvers, the

status will be set to 30 (finished on flow).

If the line approver has access to edit fields in the accounting line, it will be possible for the line

approver to edit all lines. If the line approver edits a line that is approved by another line

approver, then the line approver of the other line must approve it again. If the line approver edits

a line that is not yet approved, then the line approver of that line will see the changes when he

logs on and can approve the line.

Flow functionality like “Always superior”, “Add recipient based on approval amount”,

“Automatically transfer of overdue tasks”, “Stand-in” and “Recipient based on cost center” will

all work for line approvers as well.

Flow functionality How it will affect line approvers

Always superior When a line approver has a superior set up, then the superior

will also be added to the flow. The superior will approve the

line after the line approver has approved it.

Add recipient based on approval

amount

When a line approver has approval limit and a superior set

up, the superior will be added to the flow when the line

amount is greater than the limit. The superior will approve

the line after the line approver has approved it (please see

picture below).

Automatic transfer of overdue

tasks

When a line approver is not approving the task within the

deadline, the superior will get the task.

Stand-in When a line approver has a stand-in, then the stand-in will

get the task instead of the line approver.

Recipient based on cost center When cost centers are selected on the accounting line, the

line approver will be suggested based on responsible for the

cost center. The hierarchy that is set up in Tools->System

settings->Workflow will affect witch responsible that will be

selected.


.

While the document is on flow and you want to change the approvers approving the document,

you will have to delete the line approver and add a new one. Approvers that do not have a

dedicated line can be changed when selecting “Add recipients”.

When you want to delete a line that has a line approver and the line is not approved yet, you first

have to remove the line approver (either by deleting the value in the line approver field or by

right clicking on the line and select “Clear approvers”).

EDI integration with Visma Global In Visma Global 7.60 there is integration between the Document Center and the EDI routine in

Visma Global. The purpose of the integration is the possibility to approve and archive EDI

invoices from Visma Global. For further documentation on how to set up the integration, please

see the release notes for Visma Global version 7.60.

Line import from XML-invoices In version Document Center you can import invoice lines from XML invoices. There will be

created a new accounting line for each invoice line in the XML invoice. The import routine will

handle any kind of XML-invoice format (for example E2B, OIO, Swefakt, Finvoice, UVL or

Visma XML). A mapping must be done between the tags in the XML-invoice and the fields in

the accounting line.

When you import an XML-invoice for the first time, you must enter the XML dictionary to set up

the mapping. The XML dictionary is found in Tools->XML dictionary. The window that now

opens shows the target values (the fields in Document Center that can be mapped) in the left pane

and in the right pane is the different mapping that are available for the different keywords. In the

bottom of the window are two checkboxes; “Show document keywords” and “Show line

keywords”. When both are checked, you will see target values for both the document (invoice

header information) and for the lines.


When mapping accounting line fields with invoice lines in the XML invoice, you should uncheck

the “Show document keywords”. Now, only the fields in the accounting line are visible in the left

pane. If you for example want map the target value Amount with the Amount tag in the XML-

invoice, you first click on the button “User defined aliases” and then you click on the “New”-

button. When clicking on New, a new form will open (see picture below). In the left pane you

will see the XML-invoice in a tree form. Find the line item, and within the line item you find the

line amount. Click on this value and you will in the right pane see the value. Click on the “OK”-

button and you are now returned to the XML dictionary form.

In order for the routine to understand what tag is for the accounting line, you also have to map

the tag for invoice line in the XML-invoice to the target value called “Line identifier”. You

follow the same procedure as described for added a mapping above.

When having mapped all the fields you are able to map, you leave the XML-dictionary form.

You are now returned to the main form. Here you click the “Interpret”-button. When the

interpretation is finished the Interpretation Result Form will be displayed. When you have

checked that the interpreted values are ok, you exit this form and you are returned to the main

form. Now you will see that you have gotten just as many accounting lines as you have lines in

the XML-invoice.

In order to map accounts and cost center, the values in the XML-invoice must be valid values in

the ERP-system. This means that the creator of the XML-invoice must know about the recipients

cost centers and accounts.


.

Default XML style sheets for known formats Some XML-invoices may not have a reference to style sheets and some may have references to

style sheets that for some reason are not possible for Document Center to retrieve. In order to

show the XML-invoice style sheets for the most common Nordic XML-invoice formats are

implemented. This means that when you import an XML-invoice and there is no reference to a

style sheet, the built-in style sheet in Document Center will be used to show the XML-invoice in

the viewer. The supported formats are: E2B, Swefakt, OIO, Finvoice and Visma XML.

The default style sheets are located in the following folder (Windows Server 2008):

C:\ProgramData\Visma\Visma Document Center\XmlStylesheet

In this folder you will find a sub folder for each format. Within each sub folder you will have

folders for different versions of the format. If a new version of the format is released, it is

possible to make a new version folder where the new style sheet can be saved. It is also possible

to replace the existing style sheets with other style sheets. Please note that when replacing, the

new ones will be used as default style sheet for the XML-invoices.

If the format of the imported XML-invoice is unknown, then the XML-invoice will be displayed

as if you had opened it in an XML-editor (meaning that tags with values will be displayed).

If you do not want to use line import from XML-invoices, you can turn the off the functionality

in Tools->System settings->General. When unchecking the setting “Use line import in all

companies”, the Line import functionality will be turned off for all companies in the installation.

It will still be possible to interpret invoice header information from XML-files. When checking

the setting “Turn of line import for this company”, the line import functionality will be turned off

for the company the user is logged in at. Interpretation of header information from XML-files

will still be possible.

Support attachments with URL reference in XML invoices Some XML invoices may have attachments that usually are pdf-files or image-files that can be

used to display the invoice. This is often used when style sheets are not used. Document Center

now supports URL as the address for the location of the attachment. Document Center will

download the attachment from the URL and save it together with the XML-invoice in VDC’s

document folder. The attachment will be used to display the invoice. If the URL for some reason

is not available for Document Center, the XML-invoice will be displayed either with one of the

default style sheets or in plain text.

Common dictionary across companies The dictionary used for interpretation is from version 5.50 common for all companies in one

installation. This means that when you create a user defined alias in one company it will be

available in all the companies regardless of interpretation language. Keywords for cost centers

are still be company specific.

The keywords are saved in the table called VWDictionaryKey in the System database for

Document Center. When upgrading from version 5.x to 5.50, the keywords in the dictionary for

each company will be moved from the company’s database into the system database.


Common templates across companies The templates used for interpretation are from version 5.50 common for all companies in one

installation. Templates are supplier specific and one template created for a supplier in one

company will be available for the same supplier in another company. The templates are company

number dependant, meaning that there must be a company number registered on the supplier you

want to make a template for. Since the templates are linked to the supplier’s company number, it

is possible to use them across companies even though the supplier does not have the same

supplier number in the different companies.

Supplier specific aliases Supplier specific aliases are implemented in addition to the system specific and user defined

keywords. Supplier specific keywords are meant to be used on invoices where the keywords for

certain target values are not suited in a common dictionary. Some suppliers have the word “Date”

as keyword for “Invoice date” and some have the word “Amount” as keyword for the Total

Amount. Both of these keywords should be created in the supplier specific dictionary.

When a document from a supplier with supplier specific keywords is interpreted, the supplier

must be found during the interpretation using keywords from the user defined dictionary or the

system specific dictionary. When the supplier is found, the system will check if there are any

supplier specific keywords, and if there are then these will be used instead of the user defined or

system specific keywords.

To add the supplier specific keywords you enter the OCR dictionary from Tools->OCR-

>Interpretation dictionary. In the upper right corner there is an editable field called “Supplier”. In

this field you select the supplier either by F12/* or by writing part of the name of the supplier.

When you have selected a supplier, the button called “Supplier specific aliases” becomes active.

Then you click on this button. You select the target value you want to add a keyword for from the

left pane and then you click the button “New”. The cursor is now active in the right pane and you

can write the keyword. When you click OK, you will leave the OCR dictionary form. Next time

you interpret a document from this supplier, and then the supplier specific keyword will be used.

If you already have keywords like the examples above in your common user defined dictionary,

it is highly recommended that you move them out of the user defined list and into the supplier

specific list. The reason for that is that these keywords can do more harm than good when it

comes to interpretation. It is easier to pick the incorrect value on other invoices when these

keywords are present in the user defined list.

The supplier specific keywords will also be common across all companies in the installation.

Because they are common, it is a requirement that the supplier must have a company number in

order to register a supplier specific keyword. Supplier specific keywords added for cost center are

still company specific.

Changed hierarchy in the interpretation The interpretation hierarchy is now:

1. Templates

2. Supplier specific keywords


.

3. User defined keywords

4. System specific keywords

In order to use templates and supplier specific keywords it is a pre-condition that the supplier is

found with user defined or system specific keywords. When supplier is found, templates and

supplier specific keywords have a higher ranking than the user defined and system specific

keywords in order to find the right value.

Interpretation of credit invoices for Visma Business Visma Business does not have a setting on their accounting rule (voucher number series) that

makes them specific for handling credit invoices. To make it possible for the system to detect

that supplier should be put in the debit account field; the interpretation will now look for words

on the invoice related to credit invoice.

A new target value has been made called “CreditNote”. You must create a user defined keyword

when you get a credit invoice and it has some keyword to identify that it is a credit invoice.

When you have added this keyword, and you interpret the document, you will notice that the

field “Type” in the document list is changed to “Credit invoice” and that the supplier is now set

in the debit account field.

Approve many documents at the same time When a recipient has many documents for approval in his list, he can mark several documents in

the document list and press the “OK”-button. Then all the documents in the list will be approved.

Calculation in the amount field Simple calculation is added into the Amount field on the accounting line. If you want to sum up

two or more values you simply write 100+100+100 in the Amount-field and press enter. Then the

value in the Amount-field will become 300. Subtraction, multiplying and dividing works in the

same way.

Towards Global we have also added the special functionality where you can get the net amount

and the gross amount depending on what you write. If you write *1000 and press enter, then you

will get 1250. If you write /1250, you will get 1000 in the amount-field if the VAT percentage is

25%

Warnings in IRF for invoice number, bank account number and company number In the Interpretation Result Form (IRF), you will get a warning when the invoice number either

already exists in Document Center or is transferred to the ERP. A red exclamation mark will be

visible next to the invoice number field when a duplicate invoice number is discovered. By

moving the mouse pointer over the red exclamation mark, you will see a more detailed message.


A red exclamation mark will also be visible next to the company number or the bank account

number if the interpreted value is different from the value registered in the ERP-system. Then it

will be possible to update the value in the ERP-system if wanted.

Handling files containing many XML-invoices Some suppliers are able to create one file containing several XML-invoices. When importing

these files into Document Center, a new document for each Invoice-element in the XML-file is

created.

Support for Visma Business 5.30 Version 5.50 of Document Center supports Visma Business 5.30. The goal has been to make

everything that worked against Visma Business 5.21.x work towards Visma Business 5.30. There

is one exception, please see section “Known issues”. No new functionality is implemented for

version 5.50 that will only work towards 5.30 of Visma Business.

Category can be set in Document Properties Form You can select a category on the document by double clicking on the document. There is a drop

down with all the different colors. When you select one of the colors and press the Save-button,

the document has been categorized. In order to remove a category, you double click on the

document and select color=White.

Configuration of CPU usage It is version 5.50 possible to configure how much CPU the Document Center Server should be

able to use. This functionality might be interesting for installations in ASP-environments, having

many companies (more than 100) or having many users (more than 50). This should only be

changed when there might be a problem with the CPU usage. In order to know more about how

to configure it, please contact the support.

Changing kernel task priority The Document Center Server has several different kernel tasks running. It is possible to

configure the priority of these tasks. It might be relevant to change the default priority when you

have installations in ASP-environment, having many companies (more than 100) or having many

users (more than 50).

Event log In Tools->Event log, you will see a list of all the events that has happened with a document.

Almost all actions like importing, changes to the document, changes to the accounting line or

deletion of a document are logged into the event log. There are several filtering options in order

to minimize that search result. It might be relevant to look into this event log when you have

trouble getting document transferred to Approval Center, or when something has happened to a

document where you do not understand why.


.

Saving batch no / voucher no in VWDocumentAccountingRow (Global and Business) For all the documents transferred to Visma Business or Visma Global, the batch number and

voucher number is saved into the VWDocumentAccountingRow-table. These values are not

available in the GUI, so when making queries, SQL Server Management Studio or a similar tool

must be used to see the values. It might be interesting to look at these values in support

situations.

Windows authentication towards Business supported in the client setup In some installations of Visma Business, windows authentication is used to log on users. In order

to have Document Center supporting the Windows Authentication a setting must be set on the

Document Center client. In the client setup it is possible to activate the windows authentication

through a check box available on the second page in the setup. This setting will only be visible

when Visma Business is the selected ERP-system and when installing from the setup-share.

When installing the Document Center client from the CD, the setting will always be visible.

In setup: Add username and password for a user with system administrative rights (Business) Visma Business 5.30 now requires a user that must be setup in order to make the communication

between the Visma Business Service and the Document Center Server to work. In the setup

towards Business, the user must enter the username and password for a user with system

administrative rights (usually the user “system”). These values will be saved in the Document

Center Server configuration file.

License file location The location for the license file is for a Windows 2008 Server

“C:\Programdata\Visma\Visma.Workflow.Server\”. For Windows 2003 Server, it is

“C:\Documents and Settings\All Users\Application data\Visma\Visma.Workflow.Server”.

When upgrading to version 5.50, the license file will be moved from the previous location to the

new location.

Integration with Approval Center XML invoices can be transferred from Document Center to Approval Center.

A new workflow status, called “Pending Approval Center”, has been added; this marks the

documents that are sent on flow in Document Center but are not yet processed by the OnDemand

Bridge.



Appended page in focus after import When selecting the option “Append page”, the appended page will be displayed in the viewer.

New filed in the order match form (Global) The field “Received not booked” is displayed in the order match form, when running order match

towards Visma Global.

Colors on editable and non editable fields in order match form In the order match form, the editable fields are presented with a white color, and the non-editable

fields are presented with a grey color.

Recharge field is set when an order is selected (Contracting) The field Recharge is by default set to “Yes” when an order is selected.

SMTP password is encrypted in the database When setting up the SMTP-server for mail sending, it might sometimes be necessary to set up a

user having a password as well in order to get the e-mail functionality working. The selected

password will now be encrypted when it is saved to the database.

Possibility to move several columns in the column setup form In the column setup up form for the document list and for the accounting lines, it is now possible

to mark several fields and move them together by using the mouse.

Added short version 7/8 for dates The short version “7/8” will work in all the date fields in Visma Document Center. When having

Norwegian regional settings and writing “7/8” in a date field, the date becomes “07.08.2011”.

Username and name are displayed in the user rights form Both the username and the name of the user are displayed in the user rights form. This will

hopefully make it easier to identify the correct user.


.

Next document in list get focus after approval When you have several document for approval, and you approve a document in the middle of the

list, the next document in will be selected.

Filters are saved when you close and start the VDC client Filtering done in the blue search line, or in the quick search or through the defined filters, are

saved when closing the Document Center client. These filters are active when you start the client

again.

Not on flow is working from Document Creation form When selecting “Not on flow” in the Document Creation form, the flow status will be set to 110

(Flow not in use) when the document is imported.

Currency calculation is updated. When changing voucher date in Document Properties form, the amount will be recalculated if

there is a different exchange rate for the new voucher date. The same will happen if you change

the voucher date on the accounting line if you are running against Visma Global. When running

against Visma Business, the Amount will not be recalculated when the voucher date is changed

in the accounting line. This is according to the accounting behavior in Visma Business.

/ is working for copying the value from the line above Pressing “/” on the keyboard in a new accounting line, the value in the cell above is copied in to

the active accounting line. “+” also has the same functionality.

More years added to the drop down in the archive In the Archive, more years are added to the drop down list. Documents created before 2006 are

now possible to see.

When activated field “Order number” it is saved when restarting the client The field order number is still being present in the Document list if it is activated and the client is

restarted.

Interpretation of Swedish dates when having Norwegian regional settings Some Swedish dates were not interpreted when the regional settings were Norwegian. The

reported cases are now fixed.


Contra Entry field shows correct transactions (Global) When the ERP system is Global, a lookup in the Contra Entry-field in the accounting line shows

the correct transactions based on the supplier/customer selected in debit or credit account.

Called back documents will not get a reminder Recipients that got a document that was later called back will not get an e-mail reminder.

Print will print correct page on a multi paged document Printing a specific page works when right clicking in the viewer and selecting “Print”.

Interpret invoice number containing / Invoice number containing the character “/” is now interpreted.

KNOWN ISSUES VERSION 5.50

Cost center processing towards Visma Business 5.30 In Visma Business it is possible to set up cost center processing on the general ledgers. When the

setting is set to 3 (Mandatory) the user should get a warning if the cost center is missing when

transferring documents to Business. The user will not get such a message because the Visma

Business service does not give any error message to VDC when mandatory cost centers are

missing. This will be fixed in version 5.31.0 of Visma Business and will be fixed in the

corresponding release of Document Center.


Transfer of cost units from Approval Center to VDC All cost units that are added while the document is marked for approval in Approval Center are now transferred back to VDC.

New location of the company mappings file The location of the company mappings file, CompanyMappings.xml, has changed to: [CommonApplicationDataFolder]\Visma\Visma.Workflow.ODBridge

Depending on your operating system, the file will be located in the following folder:

On Windows Vista\7\2008\2008R2 C:\ProgramData\Visma\Visma.Workflow.ODBridge

On Windows XP\2003 C:\Document and Settings\All users\Application Data\Visma\Visma.Workflow.ODBridge


.

Having the file located in this folder will make it possible to keep it when upgrading VDC. This means

that you will no longer have to fill in your company specific connection data into the mapping file when

you upgrade to a newer version of Visma Document Center.

Note: When upgrading from version 5.40.x to version 5.40.4, the existing company mappings file will be

deleted and a new one will be created at the location mentioned above. This newly created file will have to be filled in with your company specific connection data. Only when upgrading from version 5.40.4 to

future versions of Visma Document Center will the existing company mappings file is kept.


Selecting a different supplier than the one suggested after interpretation When several suppliers are found during interpretation, the first one is selected by VDC. If this supplier is

incorrect, it is possible to select another one and save it to the document.

No error message in the log file during logon to VBS No error message will be logged when the VDC server logs on to Visma Business Service (VBS).

Transfer of comments on reactivation of documents When using Approval Center and reactivating the flow, the comments are also resent.

Empty reactivation when documents are rejected When the user gets a document that is rejected from Approval Center and presses the OK button in VDC,

an empty reactivation will no longer be sent to Approval Center.

Call to get recipients from AccountView The call to get recipients from AccountView will occur only once.


Swedish interpretation on amount without comma When you select Swedish as the interpretation language, the interpretation routine will now interpret

amounts that do not contain a comma.

Unused voucher numbers when using preregistration in Visma Business In the pre-registration routine you can set up the system to use the same voucher number for both the

preregistration and the final registration. The extra voucher number that was picked, but not used when transferring the final registration on version 5.40.0 and 5.40.1, is no longer picked.


License file location In version 5.40.0 the license file was saved in the VDC server installation path (e.g. C:\Program

Files\Visma\Document Center\Server). In version 5.40.1 the location of the license file was changed to

C:\Program Data\Visma\Visma.Workflow.Server\5.40. When upgrading from version 5.40.0 to version

5.40.1, the existing license file was not copied to the new location. When upgrading from version 5.40.0 to version 5.40.2, the license file will be copied to the new location.

Norwegian interpretation and user defined keywords on CID The problem that occurred during the Norwegian interpretation of certain invoices regarding user defined

keywords and CID is fixed in version 5.40.2.

Management tool for the Approval Center integration A management tool has been created to help with setting up the integration towards Visma Approval

Center. This tool is installed during the Visma Document Center Server setup. Please read the Visma

Approval Center documentation to get more information about setting up the integration with Approval Center.

Validation of multiple voucher lines derived from Approval Center This is issue occurs only when VDC is integrated with Visma Business.

All accounting lines are now being validated when they are sent to VDC from Approval Center. In

previous VDC versions, when the accounting lines were sent to the VDC server from Approval Center

only the first one was validated towards Visma Business.

Because all of the accounting lines are now validated towards Visma Business, all related cost units will

now be set.

Currency calculation during interpretation when base currency is EURO When the home currency is in EURO and an invoice from a supplier in a different currency is interpreted, the total amount is now calculated correctly.

User role conversion from Visma Business to VDC In version 5.40.2 the VDC Server will no longer stop if the VDC server is not able to perform the user

rights conversion. If the conversion fails for one of the companies, the problem will be logged in the log

file. Please read the log files when an upgrade is performed.

Starting from version 5.40.0, VDC is no longer dependant on the modules on the users in Visma Business.

When upgrading to version 5.40.0, all user module data found in Visma Business is migrated to VDC.

This means that the users should have the same VDC roles and rights after the upgrade to version 5.40.0.


.

Transferring XML invoices to Approval Center The transfer of XML invoices to Approval Center was not supported in the previous VDC versions.

In the current version, only XML invoices that have the original invoice attached to them as a PDF or TIF

file can be transferred to Approval Center.

If an XML invoice contains the original PDF or TIF file of the invoice, then the image is extracted from the invoice and sent to Approval Center. If it does not contain an image of the invoice, then the invoice is

not sent to Approval Center and an entry is made in the ODBridge log describing that the PDF or TIF file

is missing from the invoice.


AccountView ERP Integration Visma Document Center (VDC) 5.40.1 is integrated with the AccountView ERP system.

AccountView is a Dutch-based company owned by Visma that builds ERP software mainly for

the Dutch market.

The documentation describing the integration is delivered only with the distribution package

made by AccountView for their customers.

Stand-in towards Visma Business and Visma Global Visma Document Center (VDC) 5.40.1 implements stand-in functionality towards the Visma

Business and Visma Global ERP systems.

The stand-in functionality will transfer a workflow task to the recipient marked as a stand-in

whenever a recipient that is not available is selected to perform a task on that workflow. When a

selected recipient is not available (e.g. he is out of the office), it can have a stand-in set up in the

ERP system. The stand-in will get the workflow task instead of the selected recipient.

Stand-in setup in Visma Global

Login to Visma Global, and then go to Main data → Human resource related. From the table on

the left, select the recipient that is going to have a stand-in. Enter the 'Visma Document Center'

tab and, in the 'Deputy' field, select the recipient that is going to be the stand-in. Save the changes

by pressing 'Ctrl+S'.

When the recipient no longer requires a stand-in, simply delete the value in the 'Deputy' field and

save your changes.

Stand-in setup in Visma Business

Login to Visma Business and select the desired company. Open the browser by pressing 'Ctrl+O'.

Go to Tables → Common → Associates → Associate References to display the 'Associate

References' table.

In the 'Associate No' field select the associate number of the recipient that is going to have a

stand-in.


In the 'Empl. no.' field select the employee number of the recipient that needs a stand-in.

In the 'Associate no. 2' field select the associate number of the recipient that is going to be the

stand-in.

In the 'From date' and 'To date' fields set the time frame when the recipient is not available.

Save your changes by pressing 'Ctrl+S'.

After the recipient returns, you do not need to remove this information. The stand-in will no

longer be considered after the value set in the 'To date' field has passed.

Using the stand-in functionality

After setting up a stand-in for a recipient as previously described and selecting this recipient in a

workflow, the workflow task will be automatically transferred to the stand-in when it reaches

him.

A comment is automatically added to task when it is transferred to the stand-in. Both the

recipient and the stand-in (along with the workflow tasks) will be visible in the flow.

Note: If the 'Automatically transfer to superior' feature is used, the documents sent to the

recipient before he has a stand-in defined will be sent to his superior for processing. After a

stand-in is defined for that recipient, the task will go to the stand-in.

New CID validation The European Payment Council has a project titled SEPA: Single Euro Payment Area. This

project's focus is the automation of the euro-payment processes among European companies and

countries.

Part of this project is the creation of a common standard for the CID (also called 'creditor

reference'). The new CID format is: RFnn cccc cccc. The validation of this CID is based on the

validation of IBAN account numbers.

Because all Scandinavian countries are SEPA countries, this CID validation has been

implemented in VDC on all OCR languages except 'International'. This validation supplements

the existing CID validations found in VDC.


Error message when running OCR on machines that do not have a default mail client When performing OCR on machines that have not defined a default e-mail client (e.g. Outlook

2010) an error message appeared. This is now fixed.

Due date calculation towards Visma Global If the due date is not found during interpretation, then the payment terms set on the supplier are

used to calculate the due date. In previous VDC versions, when the due date was not found, it

was always set to 30 days after the invoice date when running against Visma Global.


.

Please note that the due date calculation towards Visma Global is not performed when entering

the invoice date manually in the accounting line.

Due date calculation is only performed when running OCR & Interpret.

Order match discount update towards Visma Global When using order match discount towards Visma Global, the order header fields are now

correctly updated in Visma Global. Previously, these fields were not properly updated the second

time the user received an invoice for a purchase order.

Attachments to XML invoices will not be run through the OCR Some XML files may have a reference to a TIFF file. In these cases, VDC will import the TIFF

files and display them in the viewer. Even if the TIFF file is displayed, the interpretation is done

on the XML file. No OCR operation will be performed on the TIFF file.

In previous VDC versions, OCR was run on the TIFF file even though only the XML file had

been used for interpretation.

Currency calculation for EURO companies For companies using EUR as currency, the currency calculation in the document list is now

correct. In previous VDC versions, this calculation was incorrect.

Lookup in R7-R12 When writing part of the name of an organization unit that exists in R7-R12, the lookup form will

be displayed with the correct candidates. In previous VDC versions, no candidates were

displayed.

Purchase order field is available in the Interpretation Result Form (IRF) When running OCR & Interpret, it is now possible to enter the purchase order number in the

purchase order number field. This field was unavailable in version 5.40.0. To make this field

available in 5.40.1, the user must have the 'Order Match' access right set in the User Rights' form.

Pressing '+' in the Amount field fills in the remaining amount When having several accounting lines and pressing '+' in the Amount field on the last one, the

difference between the amounts on Debit and Credit fields will appear in the Amount field. In

version 5.40.0, the Amount field was filled with the amount found on the previous line.


Amount is saved without leaving the cell The value entered in the Amount field in the accounting line is now saved without having to

leave the cell (by using the 'Enter' key).

License file location The license file is called 'DocumentCenterLicense.lic' and is saved in the following location:

On Windows Vista\7\2008\2008R2 C:\ProgramData\Visma\Visma.Workflow.Server\VERSIONNUMBER

On Windows XP\2003 C:\Document and Settings\All users\Application Data\Visma\Visma.Workflow.Server\VERSIONNUMBER

In version 5.40.0, the license file was saved in the VDC server installation folder (e.g.

C:\Program Files\Visma\Document Center\Server).

'Document was saved by another user' error message The error message "The document was saved by another user" will no longer appear when

activating the workflow by using the shortcut keys.

Changes in the IRF are updated in the accounting line When updating the interpreted values in the Interpretation Results dialog using shortcut keys, the

amount is saved in the Document list and in the first accounting line. In version 5.40.0, the

amount was saved only in the document list, when the interpreted values were corrected.


Integration with the Visma Licensing System Visma Document Center (VDC) 5.40 uses the Visma Licensing System (VLS) as a standalone

product.

All VDC versions up to and including 5.30 have used the licensing information defined within

the ERP system (e.g. Visma Global, Visma Business) to assign user roles and rights in VDC.

Starting with version 5.40 this information is retrieved only from the VLS.

The current exception is the integration with the AccountView ERP system where VDC will

continue to use the licensing information defined in the ERP system.

The main licensing operations used by VDC are: Activation, Release, License data retrieval.

These operations are currently used in the following scenarios:

I. License activation:

The activation process binds the unique VDC application instance ID generated on your machine

with the license data created by the Licensing department for that customer. The result of this

operation is a license file which is stored on your machine, in the VDC server installation folder.


.

A license may be activated in either one of two modes: online, via an Internet connection to the

VLS server, or offline, via license file import.

Online license activation can be performed either during the VDC server installation or the VDC

client startup.

1) VDC server installation:

The VDC server setup contains a configuration page called 'Licensing Activation'. Here you may

activate a VDC license provided that you have received (via e-mail or otherwise) the activation

details (Customer ID and Activation Key) from the Licensing department.

You may also choose to activate the license at a later time. In this case, you will have the

opportunity to activate the license during the VDC client startup.

The page also presents the application instance ID for the machine you are currently installing the

VDC server on. This ID is required by the Licensing support department to perform offline

license activation.

The installation page will try to connect to the VLS server to display the license agreement. If a

connection to the VLS server cannot be made, you will not be able to perform an online

activation of the license and a notification message will be displayed on the page. In this case,

you will need to activate the license during the VDC client startup.

2) VDC client startup:

If you do not wish to or cannot activate the license during the VDC server installation, you may

do so when you start the VDC client.

Offline license activation can be performed during the VDC client startup.

In this case you need to supply a path to the license file received from the License department.

Offline license activation requires that you first send the application instance ID of the machine

running the VDC server.

The ID is available in two locations:

1) In the 'License Activation' page found in the VDC server setup.

2) In the 'VDCSetup.xml' file found in the 'VDCSetup' shared folder (created by the VDC server

setup).

Once the License department has received this ID, it is able to activate the license on their side

and send the license file over to you.

II. License release:

You have the option to release the license only during the uninstall phase of the VDC server. By

default, this option is selected.


III. License data retrieval:

License data retrieval is used in two phases:

1) VDC Server initialization

To ensure that the existing license information is in accordance with the license data retrieved

from the VLS server (e.g. that the existing user roles and rights set using the ERP license data are

in accordance with the VLS data), the VDC server checks the existing license assignments.

This task is performed by the server when both the CheckLicenseAssignment server variable is

set to 1 and the license is activated. To ensure that this task is performed only once, after it has

completed, the CheckLicenseAssignment variable value is set to 0.

2) User rights form

When you open the User rights form, the license data saved in the license file is retrieved and

displayed in the information box found below the user rights table. To ensure that the latest

information is used when assigning user rights and roles, you have the option to retrieve the latest

license information from the VLS server by pressing the "Get license information" button.

If more than 10 days have passed from the last refresh of the license data, then the next time you

open the User rights' form, the license data will be fetched from the VLS server (thus causing a

potential delay in the appearance of the User rights' form).

License upgrade tip:

After upgrading to version 5.40.0, please access the User rights’ form in order to confirm that the

users having access to VDC still have the proper access rights.

System database In version 5.40.0 a system database will be created when the VDC server starts.

The system database is being used by the system to save the column setup in the different

document lists and in the accounting line. It is also used to save a default column setup that can

be used across companies.

The settings in Settings → System settings → Email Server are also saved in the system

database. From version 5.40.0 the column setup in the accounting grid is no longer saved in the

registry.

In the VDC server setup, after having selected Visma Global or Visma Business as the ERP in

the 'ERP Selection' page, the 'Database Settings' appears allowing you to configure the settings

for the system database. In this page, you can select witch SQL Server to use and the name of the

system database (by default it is 'VDC_SYSTEMDB'). You can also either enter the username

and password of a SQL server user or use Windows authentication (selected by default).

These settings are saved in the VDC server configuration file

(Visma.Workflow.Server.exe.config).

<add key="DBServer" value="localhost"/>

<add key="DBSystemDatabase" value="VDC_SYSTEMDB"/>

<add key="DBTrustedConnection" value="True"/>


.

<add key="DBUserName" value=""/>

<add key="DBPassword" value=""/>

If you supply incorrect settings made during the VDC server setup, you may change these values

after the VDC server installation completes. After editing the configuration file you must restart

the Visma Document Center Server service.

Please note that if you wish to use Windows Authentication towards the SQL server, you should

log on to the computer and install the VDC server with the same credentials that have access to

the SQL server. This user must be able to create databases on the SQL server.

The system database will be created when the VDC server starts for the first time after upgrading

to version 5.40.0. If any errors occur during the creation of the database, these errors will be

logged to the VDC server log file. Please consult these log files after the upgrade in order to

confirm that the creation of the VDC_SYSTEMDB has successfully completed.

Default column setup for all companies and users In version 5.40 it is possible to create a common column setup for all users across all companies.

This will make it easier to set up a company specific column setup that will be valid for most of

the users.

In order to make a default column setup for the document list, perform the following steps:

1. Log on as a user having either the Administrator or the Accountant user role.

2. Right click in the document list and select Setup → 'Select Columns'.

3. Select the visible columns and the order of their appearance. Press OK when finished.

4. Right click in the document list and select Setup → 'Save as default setup'. You have now

made this column setup available for all users.

If you want to make changes to the column setup that is only visible to you, then you enter 'Select

Columns' once more and make the necessary changes.

If you want to activate the default column order at any point, right click in the document list and

select Setup → 'Activate default setup'.

In order to make a default column setup in the accounting line, perform the following steps:

1. Log on as a user having either the Administrator or the Accountant user role.

2. Right click in the accounting line, select 'Columns setup'.

3. Select the visible columns and the order of their appearance. Press OK when finished.

4. Right click in the accounting line and select 'Save default setup'. You have now made this

column setup available for all users.

If you want to make changes to the column setup that is only visible to you, then you enter 'Select

Columns' once more and make the necessary changes.

If you want to activate the default column order at any point, right click in the accounting line

and select Setup → 'Activate default setup'.

It is recommended that immediately after having upgraded to version 5.40, you go through the

column list and ensure that the desired columns and their order are correct.


New interpretation handling During the interpretation in previous versions of VDC several popup windows could appear.

These popup windows are now replaced with a new window that will appear after all the selected

documents are interpreted. This window is called 'Interpretation Result Form' (IRF) and can be

seen below.

In the list located in the top left corner, you will see all the documents that have been interpreted.

A colored ball in front of the document informs you of the interpretation quality. A red ball

indicates that between 0 and 25% percent of the fields were interpreted. A yellow ball indicates

that between 25 and 75% of the fields were interpreted. A green ball indicates that between 75

and 100% of the fields were interpreted.

In the 'Interpretation Quality' column you are able to see how many of the total amount of fields

were interpreted. The total number of fields is the sum of all the fields that you have checked as

"In use" in the interpretation dictionary (Settings → OCR → Interpretation dictionary).

If several suppliers are found for the selected document, you will see these suppliers displayed in

the list below. VDC automatically selects the first supplier. In order to select a different supplier,

simply click on the desired one.

If no supplier is found, you can always do a look up on the supplier field and then either fill in

the missing values or correct the existing ones. If the document is supposed to be entered in a

different currency, you can select the desired currency in the CurrencyNo field.


.

If you want to add a keyword into the interpretation dictionary or you want to add a template,

you can access both the dictionary and the Templates from the IRF. When you enter a new

keyword or template and you want to test it, you can press the "Reinterpret" button to reinterpret

the selected document.

You can also access the OCR result and the Interpretation result from the IRF.

You have the same scroll and zoom functionality in the IRF image viewer as the one found in the

main window.

When you are finished with a document, select the next one from the list. When you are finished

checking all of the interpreted documents, click on the "Save & Close" button. Please note that

you should check all the documents prior to pressing the "Save & Close" button.

If you press "Save & Close" before you are finished, you are able to return to the IRF by going

into the Processing menu and selection 'Last Interpretation Results'.

Document category In the document list there is a new column called Category. You can categorize a document by

right clicking on a document and selecting Category. Here you select the color you want to mark

the document with. The meaning of each color is decided within your company.

You may also filter documents based on their category by clicking in the blue search line in the

Category field. To remove the filter, select the blank color.

One purpose of this functionality is that it you can mark documents that require certain attention

with the red color. Another purpose is that the accountant can mark all documents that are ready

to be transferred with the green color. When all the documents that are supposed to be transferred

are checked and marked green, all the green documents can be filtered and transferred.

New flow functionality New flow functionality is introduced in version 5.40.0.

By default, all of these new features are turned on/off in the Workflow tab found in the system

settings (Settings → System settings → Workflow). The new features are described in detail

below.

Please note that this functionality only works for Visma Global and Visma Business. There is one

exception and that is the integration with Visma Approval Center. VDC and Visma Approval

Center work with all the ERP systems supported by VDC.

Always superior

In some companies the approver's superior should also approve the document regardless of the

total amount of the invoice. By checking the "Always add superior" setting in the Workflow tab,

the recipient's superior is always added when sending a document on flow. The superior is set up

in the ERP system.

In Visma Business enter the Associate table and select the employee that is going to have a

superior. In the "Auth.official" field you select the person that is going to be the superior. In

Global enter the Maindata → 'Human resource related' and select the employee that is going to

have a superior. In the Deputy field select the person that is going to be the superior.


Whenever a document is sent on flow and the recipient is listed with a superior, this person will

also be added to the flow.

Automatically transfer overdue tasks

Sometimes the recipients are not processing their documents within the deadline. By turning on

the "Automatically transfer overdue tasks" setting, the documents that have passed the deadline

will be transferred to the superior. The superior is set up as described in the "Always superior"

section. The VDC server checks once a day if any documents have passed the deadline. If there

are such documents, they are automatically transferred to the superior.

Send workflows to Approval Center

Approval of documents on the web is available in VDC version 5.40.

When checking the "Send workflows to Approval Center" setting, you will be able to use Visma

Approval Center to approve documents. It is not possible to approve documents in the VDC

client when using Approval Center.

Documents that are sent on flow will get their own flow status (Flow status=110) and will be

locked for further processing in VDC until they are returned from Approval Center. The transfer

to the ERP systems occurs within VDC.

A new service is installed together with the VDC server to facilitate the communication between

Approval Center and VDC.

More information about the Approval Center is available in the Visma Approval Center

documentation.

Add recipient based on cost unit

When checking the "Add recipient based on cost unit" setting, VDC will suggest a recipient

based on the selected cost units when sending a document on flow. The suggested recipient is the

one that is stated as responsible for the cost unit in Visma Global/Visma Business. This recipient

must also be able to log on to VDC.

In order for VDC to be able to suggest recipients, the cost units must be entered in the first

accounting line before the document is sent on flow. If you use several cost units and you have

recipients responsible for all the different cost units, you have to set up a hierarchy in VDC, so

that VDC knows which recipients to suggest first and last. This hierarchy is also set up in the

Workflow setting in the Settings → System settings.


.

In the above picture, the Department cost unit has priority 1 and the Project cost unit has priority

2. That means that whenever both a department and a project are selected on a document, the

recipient retrieved from the project will be suggested as the first and the recipient from the

department will be suggested last.

Please note that these recipients are suggestions and can be altered when sending a document on

flow.

New graphical workflow In the graphical workflow tab you can select different views. A new simple view has been

implemented,

To see the simplified view, right click in the graphical workflow and select 'Horizontal'. To

return to the original style, right click and select 'Standard'.

More picture info on right click in the viewer Additional picture details are available when right clicking in the picture viewer and selecting

"Properties...” A new window will open and will display the following picture properties: width,

height, pixel format and DPI. This information is useful information in support situations.


Automatic upgrade of the VDC client In version 5.40.0, the VDC client is able to upgrade itself when it notices that the VDC server

version is newer. This functionality allows for more efficient upgrade of the clients found on

workstations.

After the server is upgraded, you start the client, log on and select a company. Then you will get

a message saying that the server's version is newer than then client's and that the client must be

upgraded. If you choose to proceed with the upgrade, the client setup starts. If do not proceed

with the upgrade, the client is shut down.

Please note that when upgrading from version 5.30.x to 5.40.0 you still have to upgrade the

workstations manually because the VDC 5.30.x client does not have the upgrade functionality. In

those cases, the client is notifies you that the server's version is newer than the client and the

client will close. It is only when you upgrade from 5.40.0 to later versions that the client will be

able to upgrade itself.

The VDC server address can be read from the registry When the VDC client connects to the VDC server, the server address is located in the VDC client

configuration file. This means that all users logging on to the same machine where the VDC

client is installed will connect to the same VDC-server.

Some environments require that the users logging on to the same machine connect to different

VDC servers. To facilitate this, you need to create a registry key and enter the server's address.

When a user logs on and this setting exits in the registry for this user, the VDC client will use this

address to connect to the VDC server. Otherwise it will use the address found in the VDC client

configuration file.

In order to make VDC use the VDC server's address located in the registry, add a string value

called "ServerAddress" to the following registry location: HKCU\Software\Visma\Workflow.

Then fill in the machine name where the VDC server is located (e.g. APPSERV001).

In environments where this functionality is needed, the system administrator has to script the

creation and filling in of registry key in the logon script for the users.

Light version of order match towards Visma Business Linking a document to a purchase order in a simple way is possible in version 5.40.0. Linking the

document ID to the purchase order makes it possible to finish the invoice processing in Visma

Business.

In order to link a document to a purchase order you have to apply the "Order data" accounting

rule to the document. You apply the purchase order number on the document either in the

Document Properties form (by double clicking on the document) or in the new Interpretation

Result form. You are able to apply the purchase order available only for the selected supplier.

When having applied the purchase order number, the document gets the Transferred (30)

accounting status. Now the document can be sent on flow.

The person performing invoice processing in Visma Business will open the purchase order in

Visma Business. By clicking on the document viewer in Visma Business, you can also see the

invoice while processing it. The document will end up in the Archive document list in VDC

when it is finished on flow.


.

When opening the order in Visma Business, it is also recommended to open the Documentlinks

table (pictured below). This table will contains all the invoices received on the purchase order.

When clicking on the viewer from the order, you will only see the latest invoice.

Show ERP accounting When a document is transferred and the batch is updated in Visma Business or Visma Global,

you can press the ERP button located to the left of the accounting line section (see picture

below).


When pressing this button you will see the actual accounting found in Visma Business/Visma

Global. When pressing this button again you return to the normal view. With this button you will

no longer have to look into Visma Business/Visma Global to see what the ERP accounting data

looks like.

Icon for applying accounting rule A paragraph icon has been placed in the toolbar for applying an accounting rule. With this button

now part of the toolbar you are able to perform all of the main VDC actions just by using the

toolbar.

Order number and product number is usable against Business In order to apply accounting information to an order in Visma Business you can now use the

Order Number and Product Number fields in VDC in the same way as they are used in Visma

Business. When you update the batch in Visma Business, the information will be updated on the

order.

Display number and name In the accounting line, the number and name are displayed in the cost unit/organization unit fields

and in the debit and credit accounts. This makes it easier for approvers to see which accounts and

cost units are being used.

Test button for e-mail server settings In Settings → System Settings → Email Server tab there is a button called 'Send test mail'. This

button will send a test mail message to the e-mail address specified in the 'Test recipient' field.

The e-mail address that will be listed here is the e-mail address for the logged on user. Whenever

you want to test if a recipient is able to receive mail, you log on as that user, you enter the system

settings, and you press the 'Send test mail' button.


.

Automatically perform OCR after document import When you use the Document creation form to automatically apply accounting rules during

document import, you can now also turn on the "Automatic OCR and Interpret after import of

documents" setting (see picture below).

When this setting is turned on, OCR will automatically start after a document has been imported.

New user role that is able to edit all accounting fields A new user role called 'Approver, edit all accounting fields', is now available. A user having this

user role will be able to edit all accounting fields, but will only see the documents where he is a

part of the flow.



Faster navigation between lists when having many documents Up until version 5.40.0 some customers have experienced that opening a document list is slow

when having many documents. The cause of this was the SQL query used to perform a join

towards the VWWorfkowtask table in order to see the correct deadline.

In version 5.40.0 a new field called Deadline has been created in the VWDocument table.

Whenever the workflow is updated with a new deadline this field is also updated. With this new

field there is no need for the SQL query to perform a join and opening a document list is quicker.

All recipients get mail notifications Up until version 5.40.0 only the first recipient got a notification. The other recipients added to the

flow never got a notification. This issue is now solved.

Possible to split documents with an accounting rule In version 5.40.0 it is possible to split a document that already has an accounting rule. The new

documents that are a result of the split will not have any accounting ruled applied to them and

any accounting existing on the original document is not copied into the new documents.

Better error messages when Global access control is restricted Some users have experienced error messages that are not quite clear when the underlying

problem is that the user does not have access to needed components in Visma Global. Error

messages have been improved, so you will be informed about the components you do not have

access to.

Possible to transfer documents even though the CID doesn’t pass modulus validation Some Swedish Global installations are used in Finland as well. Finland uses a different CID

modulus control than Norway and Sweden. When entering a CID the modulus check is

performed.

In previous versions it was not possible to transfer to Global a document that does not have a

valid CID. This is now possible. You will get a red exclamation mark in the CID fields when the

value does not pass the modulus control check, but it is still possible to transfer the document.

This fix also works for Norwegian installations of Visma Global.


.

Fetching correct values from the order head in Global In previous VDC versions the order head fields were incorrectly fetched from Global. This was a

problem when you received several invoices for one order. This issue is now fixed. These values

are also correctly updated to Visma Global when performing order match.

Interpretation improvements Several improvements have been made to the interpretation. One of the most noticeable ones is

on Norwegian invoices where were CID is missing. On these invoices the bank account number

or the amount was often used as CID. This issue is improved, but there may still be documents

where this situation can reoccur.

Possible to interpret the order number in Contracting It is now possible to interpret the order number stated on an invoice and set that order on the first

accounting line.

Possible to transfer document several times In previous VDC versions, transferring a document several times was possible only when certain

criteria were met. In order to make it happen two users had to work in the VDC client. The first

user selected several documents and transferred them to the ERP system. Then the second user

could select the same documents and transfer them again. This issue is now solved, and it is now

no longer possible to transfer a document several times.

Credit turn class not set when account type is general ledger (credit invoice) When working against Visma Business the credit turn class is now automatically filled in when

selecting a general ledger account in the credit account field.

Split data amount when transferring data to VBS Some customers have experienced issues when transferring large amount of data to Visma

Business. The documents scheduled for transfer to Visma Business never ended up in the ERP

system, but they were marked as transferred (30) in VDC.

In version 5.40.0, the amount of data that is sent to Visma Business is split up to ensure that it

ends up in Visma Business (this is transparent for the user). When you select several documents

and transfer them to Visma Business, they will still end up in the same batch.

Documents must balance prior to transfer Starting from version 5.40.0 all documents must balance before they can be transferred to the

ERP system.


Client setup is not failing when unable to start the WIA service on Windows 2008 R2 When the VDC client is installed it tries to start the WIA service. By default, the WIA service is

not installed on Windows Server 2008 R2 (the service is a part of the Desktop Experience feature

on Windows Server 2008) and the client setup failed when it was not able to start it.

Starting with version 5.40.0, the VDC client setup will not try to start the WIA service if the

operating system is Windows Server 2008 R2 and the setup will complete successfully.

If you need to perform scanning through the WIA interface on a Windows 2008 R2 server, you

must manually install and start the WIA service.

Deleting PDF files from the Auto-import location The automatic import routine is not able to handle PDF files. In version 5.30.3 these files were

deleted from the auto import location even though they were never imported. In version 5.40.0

PDF files will not be deleted even though it is not possible to import them.


.


Not able to transfer KB1 and KB2 to Contracting When transferring documents to Visma Contracting and the documents contained a value in the KB1

and/or a value in the KB2 field, a batch was created, but the values for KB1 and KB2 were not transferred

to Contracting. This issue is now fixed.

Please note that the version 4.12.5 is required in order make 5.30.3 work towards Contracting.

Validation routine against Global fails The voucher validation routine that runs just before a document is transferred, checks the result

of each voucher field assignment, but not the validity of an entire line, thus an invalid line could

sometimes successfully pass the validation and be transferred to Visma Global.

After all voucher lines are transferred, the batch is saved - this can generate errors if the entire

batch has errors that prevent it from being saved. There have been situations when one or more

voucher lines are invalid but the batch was still saved - in this case no error was generated and

the transfer was considered successfully.

In version 5.30.3 of Visma Document Center a validation check for each voucher line is added

and any line-level errors will be picked up.

Incorrect version of the Visual Studio 2005 redistributable package In 5.30.2, an incorrect version of the Visual Studio 2005 redistributable package (vcredist.exe)

was bundled in the VDC client setup. This caused the VDC client setup to not be able to detect

the proper installation of the package.

The correct version of the redistributable is now bundled in the VDC client setup.

Not able to use short version for Danish dates In version 5.30.3 short version of dates will be displayed correctly. When writing for example “120310” in any date field, the date will be displayed as “12-03-10”.


Reduced the number of connections towards Global There has been a problem with the number of connections towards Global. This has usually not

been noticeable in smaller installations, but in larger installations with many companies this has

caused the Global server to crash. This issue is solved for version 5.30.2



Integration with Visma Contracting In version 5.30.1 of Visma Document Center (VDC), the integration with Visma Contracting (VC) is

officially released. This integration follows the same principle as with the two other existing integrations:

direct look up towards VC and users derived from VC.

The integration is COM based, meaning that DLLs will be registered during the installation or upgrade of

VC. These DLLs are used by VDC to communicate with VC.

The VDC client user interface is similar to the one used when VDC is integrated with the other two ERP

systems that it supports. Those who are working with several ERP systems that are integrated with VDC

will recognize the same familiar interface when working with the VDC client connected to VC.

The following section describes the functionality specific for the integration with VC. In addition to this

document it is highly recommended that the setup guide for VC is also read. This document can be found

on the installation CD.

Setup

VDC server setup

It is recommended that you start the VDC server installation in the context of the user that is going to run

the VDC server. This user needs to be a domain user and local administrator on the machine that will run

the VDC server. It is therefore recommended that prior to launching the VDC server setup, you log on with the credentials that are going to run VDC server after its installation completes.

If you have already set up a SQL server, make sure it is running and accessible from the computer where

the VDC server is installed. If you are using "Windows Authentication" (also known as "Trusted

Connection") to connect to the SQL server, make sure that you are logged on with this user prior to

starting the VDC server installation.

The VDC server setup has a number of screens that allow you to configure its installation. They are

described below.

Welcome

This screen allows you to choose the language used throughout the installation process.

By default, it is set to the machine's regional settings.

After you have chosen the desired language, click "Next" to continue.

Credentials

This screen allows you to specify a user that will run the VDC server.

The user running the VDC server must be a domain user and a local administrator on the machine that

will run the VDC server.

If a desired domain is not listed in the "Domain list," you may check the "Manual entry?" textbox and type

it in the corresponding textbox.

In order to continue with the setup, you need to verify the credentials by pressing the "Verify" button.

If the credentials are valid, the "Next" button will activate itself and you will be able to continue with the

installation by clicking it.


.

Automated Import Folder

This screen allows you to specify a folder containing the invoices that will be automatically imported by

the VDC server.

For more information about the automatic import of documents, please read the "Automatic import of

documents" section found in this document.

ERP System

This screen allows you to select the ERP system that the VDC server will be integrated with.

To integrate with VC, please select "Visma Contracting" and then click the "Next" button to continue.

Database Settings

This screen allows you to select a SQL server that the VDC server will store its data in.

VDC requires SQL server to run. This screen allows you to specify the location of a SQL server

installation.

"Server Name" is the hostname of the SQL server. You can either type it in manually, or use the button

labeled "..." to browse for a Microsoft SQL Server on your local area network. In the popup window that

appears after you clicked the "..." you may select the SQL server you want to connect to by pressing the

"Pick Server" button.

By default, "Use Windows Authentication," also known as "Trusted Connection," is checked. If your SQL

server uses SQL server authentication, uncheck this checkbox and type in the username and password you want to use for the database connections.

Please note that the user you specify to connect to the SQL server needs to be able to create databases and

tables in the SQL server.

To validate the connection to the specified SQL server, press the "Validate" button.

Once you've managed the database settings, click the "Next" button to continue.

Install SQL Express

The screen offers you the option to install Microsoft SQL Express 2008 on the local machine.

If you select the local host as your SQL server, the installer will check if you have Microsoft SQL Server installed on it. If it is not installed, you will be offered to install Microsoft SQL Server 2008 Express

Edition.

By default, "Use Windows Authentication," also known as "Trusted Connection," is checked. This will install the SQL server using Windows Authentication as the only available logon option.

Please note that if you use Windows authentication to connect to the SQL server, you must make sure that

the user you specified in the Credentials screen is able to log on to the SQL server and is allowed to create databases and tables.

If you do not select "Use Windows Authentication" then the SQL server will be installed using the

"Mixed mode" authentication (both Window authentication and SQL server authentication).

When you uncheck the "Use Windows Authentication" checkbox, you need to specify (and confirm) a

password for the built-in SQL server system administrator (SA) account and you need to specify a SQL

server username and password that will be created in the SQL server logins table with the 'sysadmin' role.

This user (which will only be present in the SQL server) will then be used by the VDC server to create

databases and tables.

By default, "Quiet installation," is also checked. By leaving it checked all of the information you supply on this screen is sent as installation parameters to the SQL server setup and you are not able to edit any of

it during the SQL server setup.


If you uncheck "Quiet installation," the information supplied in this screen is sent to the SQL server

installation and you are able to edit it during the SQL server setup.

Installing the SQL Server is only needed to do the very first time you install VDC. During later upgrades

of VDC, it will not be necessary to do a new installation of the SQL Server.

After the SQL server setup completes, click the "Next" button continue the VDC server setup.

Contracting Folders

This screen allows you to specify the location of the three Contracting folders required for the VDC server integration.

It is important to note that the integration with Visma Contracting will not work if you select a mapped

drive. Therefore do not use mapped drives when selecting the path for these required folders. Customers

usually have the VC folder located on a mapped drive (e.g. P:\ or V:\). Please select the direct path that

contains the Contracting files (e.g. C:\Visma\Contracting).

If you specify mapped drives instead of direct paths, the easiest way to fix this is to uninstall the VDC

server an install it again.

After you have specified the location for all three folders, click the "Next" button to continue.

Installation Folder

This screen allows you to specify the location of the VDC server files.

Here you select where you want the VDC Server files to be installed. It is recommended installing the

files in the suggested location.

After you have specified the installation folder, click the "Next" button to continue.

Ready to Install

This screen notifies you that the configuration part of the VDC server installation is complete. Please click

the "Next" button and the installation will start.

When the installation is completed, you will notice that the "Finish" button is activated and can be clicked.

The VDC server service will be started during the installation. If all of the configurations details specified

in the previous installation screens are valid, the VDC server will create the databases and tables for each

company found in VC the first time it starts.

After the VDC server installation is complete, you should proceed to install the VDC client. For support

purposes, it is recommended to install the VDC client on the same machine that the VDC server was

installed.

VDC client setup

Please read the setup guide. There is no specific functionality regarding the VC integration in the client

setup.

Users

VDC does not have special users. Users that exist in Contracting are also users in VDC.

However, in order to be able to use all of the VDC functionality, a user must be linked to an employee in

Contracting.


.

Accounting functionality

Several of the fields in the accounting line are related.

For example: When you enter a value in the field "Site Type", you will get all the related orders in the order field when doing a look up in the order field. The fields in the accounting line and the relationships

between them are described in this section.

Fields in the accounting line

The fields in the accounting line are as follows:

English name Norwegian name Editable by

Voucher date Bilagsdato "Accountant" and higher

Valuation date Posteringsdato "Accountant" and higher

Voucher type Bilagsart "Accountant" and higher

Free text Fritekst "Approver, edit cost units" and higher

General ledger Hovedbok "Approver, edit cost units and accounts" and higher

Supplier Leverandør "Approver, edit cost units and accounts" and higher

Site type Annlegg art "Approver, edit cost units" and higher

Site Annlegg "Approver, edit cost units" and higher

Order Ordre "Approver, edit cost units" and higher

Phase/Point Fase/Punkt "Approver, edit cost units" and higher

KB1 KB1 "Approver, edit cost units" and higher

KB2 KB2 "Approver, edit cost units" and higher

Department Avdeling "Approver, edit cost units" and higher

Vat code Mva kode "Accountant" and higher

Amount Beløp "Approver, edit cost units" and higher

VAT Amount MVA beløp "Approver, edit cost units" and higher

Recharge Viderefakturer "Approver, edit cost units" and higher

Percentage Prosentsats "Approver, edit cost units" and higher

Recharge Amount Viderefakturert beløp "Approver, edit cost units" and higher

By default the order of the accounting fields is as listed in the table above.

The order can be modified by right clicking in the accounting line and selecting "Column Setup".

The Norwegian translations of the fields are also listed in the table above (the Contracting fields are

translated into Norwegian only).

The table also gives a description of which user roles have access to edit the fields.

For example, "<<Approver, edit cost units>> and higher" means that only those users that have the

"Approver, edit cost units" role or a higher role (e.g. "Accountant") will be able to edit the field.


Relationship between the accounting fields

Valuation date

This date controls which period the invoice will be entered in VC. If this period is invalid (e.g. because it

is closed), the user will get a message about that when transferring the document to VC.

Voucher type

Selecting a value in the "Voucher type" field will affect the "General ledger" field. If a General Ledger account exists and is set on the voucher type in VC, then this account will be set in "General ledger" field.

General ledger

"Site type" and "VAT Code" are related to the "General ledger". The General ledger account that is

selected in the "General ledger" field, may determine whether or not an order should be selected in the

order field.

If the General ledger has a site type in VC, then Order must be used. However, if the user manually selects

a value in the "Site" field, then the lookup in the "Order" field will present all the related orders even

though the general ledger has no site type attached. This implies that on look up on the "Order" field, it is

the Site that really decides which orders are displayed to the user. If there is no value in the "Site" field, a

look up in the "Order" field will be empty.

It is possible for the user to change the site type even though the site type was set when the General

Ledger account was selected.

If, in the "General ledger" field, the user selects a General Ledger account that has a site type attached and the user has selected a value in the "Order" field, then the order in the "Order" field will be deleted if the

user selects a general ledger account that has no site type attached. This is also the case for other order

related fields such as "Phase," "KB1" and "KB2".

The VAT code can also be derived from the General ledger account. However it is also possible for the

user to overwrite the suggested value that is set in the "VAT Code" field.

When doing a lookup on VAT codes, only valid VAT codes will be displayed. If there is no value in the

"General ledger" field, then the lookup on VAT codes will return no values and the user will not be able to

select any VAT code.

Site type

See the "General ledger" description.

Site


Order

If the "Cost type" field has a value, then the "Order" field should be used. However, this is not mandatory.

If there is no value in the "Cost type" field, a lookup in the "Order" field will return no values. Only a

valid value in the "Cost type" field will display orders in the lookup form.

"Department" can also be derived from the order. When a user selects an order and there is a department

linked to this order, the department value will also be set in the "Department" field.

Please note that selecting an order will overwrite the "Project," "Phase," "KB1," and "KB2" fields.

Phase / KB1 / KB2

These fields are related to the "Order" field. If there is no value in the "Order" field, then an empty lookup

form will be presented to the user when performing lookups on these three fields.


.

If the user manually types in a value in these fields that is not correct according to the "Order" field value

and performs a lookup, an empty lookup form will be presented to indicate that the user has entered an

invalid value.

Department

Some VC companies use Department, some do not.

After having selected a company when during the VDC client's logon phase, VDC will retrieve

information from VC to determine whether or not Department is in use.

If Department is used, then the user may select any department.

This field is not dependant on any other accounting field. However, an order may have a department, in

which case its value will be set in the "Department" field when selecting that order.

VAT Code


VAT Amount

The value in the "VAT Amount" field will be calculated based on the values found in the "Amount" and

"VAT Code" fields.

Recharge

When writing the value "1" in this field, it means that you would like to recharge your customer for either the whole or only some parts of the amount on this invoice. Valid values in this field are "1" and "0". If

the user does not select any value, it means the same as "0".

Recharge Percentage

If the user would like to recharge a percentage of the amount, the user should write a percentage in this field. The value in this field represents a percentage, e.g. "10" means 10%. This field is related to the

"Recharge" field.

Recharge Amount

In this field you will enter the amount that should be recharged to a customer. This field is related to the

"Recharge" field.

Credit note

When handling credit notes in VDC, the user must select an accounting rule that is used for credit

invoices. The amount should not change sign. The accounting rule for credit invoices will tell VC that the amount should be handled in a different way.

Validation

When transferring a document to VC, the document will be validated by VC.

If the user forgets to fill any mandatory fields, or if he selects incorrect values in some fields, the

document will be stopped from being transferred.

If the user selects several documents to be transferred, and one of them fails during the validation, none of

the documents will be transferred to VC even though the others passed the validation.

It is also not possible to transfer a document that does not balance.


Workflow functionality

In general, when integrating towards VC, the workflow functionality in VDC is the same as the used with

the other integrations that VDC supports.

For more information about the workflow functionality, please read the corresponding sections in both

this and the user guide.

There is however some functionality that is specific to the integration with VC.

When an order is added to the workflow before the document is sent on flow, the caseworker on this order

will be automatically suggested as a recipient. This recipient is only a suggestion, which means that if the

recipient is not the correct one, it is possible to delete the recipient. It is also possible to add more

recipients.

Technical considerations

It is crucial to keep the "acugt.exe" program running while working with VDC connected to VC.

This process will run on the same machine that contains both the Contracting data files and the VDC

server installation.

This process should not be killed. If it is killed, you have to restart the VDC server service.


Error message when selecting report in VDC When selecting the "Report document on flow per person" menu item from the "Report" menu, an error

message appeared saying that an index was out of range. The issues that caused this error message are

now solved and the error message no longer appears when selecting this menu item.

Incorrect voucher number in Global when posting date is different from current accounting year There was an error in the integration with Visma Global that caused an incorrect voucher number to be

used when the company is set up to have separate voucher number series per year. This issue is now fixed.

Start and stop period for months that have one digit are incorrectly converted (Business) There was an error in the formatting of the values entered into the "Start period" and "Stop period" fields.

The values were not properly converted to the 6 digits format required by Business. For example, to

indicate the first accounting period in 2010, the value 201001 was not converted to a 6 digit value and

caused the validation to fail. This issue is now fixed.

Increased log level in the log files It is possible to increase to log level for the Visma Document Center server.


.

This is done by editing a setting in the server configuration file, Visma.Workflow.Server.exe.config. The

file is located in the VDC server installation folder (e.g. C:\Program files\Visma\Document Center\Server).

The file contains a setting named "Severitylevel". By default, this setting is set to "Warning". If you would

like to increase the number of messages in the log file, you should change the setting so that it looks like

this: <SeverityLevel>Info</SeverityLevel>.

After changing the setting, save the changes and restart the Visma Workflow Server service.


Automatic import of documents It is now possible to automatically import documents from a specified file location. The functionality is

directed towards users that are scanning their documents to a file location.

The Visma Document Center Server will monitor the folder where the scanned documents are saved.

Whenever a document appears in the folder, the Visma Document Center Server will import it and, after a short while, it will appear in the "New Documents" list of the Visma Document Center client.

Only TIFF and XML files with and without attachments can be automatically imported. PDF files are not

handled on this version. You can still manually import PDF files from the Visma Document Center client.

In the Visma Document Center server installation, there is a new step, "Automated Import Folder", where

you can specify the folder that will contain the document to be imported automatically.

Using the "Browse" button found on this installation page, you can specify either a path on the local drive or an UNC path. There is also a "Validate" button to check that the user running the Visma Document

Center server (the one specified in the "Credentials" installation page) has enough rights to import the

documents from the selected file location. The selected path is saved in the Visma Document Center

server configuration file.

If you do not want to activate the automatic import during installation, simply click the "Next" button in

"Automated Import Folder" installation page. You can always activate it later by editing the Visma Document Center server configuration file.

Within the file location you set up, the Document Center server will create a folder for each company that

exists in the installation. On the scanner you will have to set up this area including the company name. If you have several companies that you would like use the automatic import functionality on, then you have

to create a folder for each company on your scanner.

For example, during the Document Center server setup, you select the following location for the automatic import: \\servername\Autoimport. In the "Autoimport" folder, the Document Center server will

automatically create a folder for each company. On the scanner you should set up the folder:

\\servername\Autoimport\Companyname.

If you need to change the server configuration file, the key that should be edited is:

<add key="AutoImportDirectory" value="\\servername\Autoimport\"/>

Please make sure that you only edit the text within "\\servername\Autoimport\" and remember that there

should always be a backslash at the end of the path.

After the changes are made, the Visma Workflow Server service must be restarted.

Note: The folder for the automatic import functionality should not be confused with the document folder

where all the imported documents for Visma Document Center are saved.


CTRL + Mouse wheel zooms in the document viewer In order to zoom in and out in a document displayed in the document viewer, you have to press the

"CTRL" key and roll the mouse wheel. Just rolling the mouse wheel without pressing the "CTRL" key

will scroll the document up and down.

Invoice number on all accounting lines When transferring documents to Visma Business, the invoice number is set on all accounting lines.

Approvers can edit "Amount" and "Free text" Users having the user right role "Approver, edit cost units" or "Approver, edit cost units and accounts" are allowed to change the "Amount" and the "Free Text" accounting fields.

Expanded lookup on supplier The lookup that is done towards Visma Global or Visma Business in order to find the right supplier during

interpretation has been expanded. All bank account numbers and organization numbers are now

considered during interpretation.

The lookup is done in the following order:

Bank account number:

1. Bank giro

2. Post giro

3. Bank account (this is included only if the ERP system is Visma Global)

Organization number:

1. Company number (called "Company No" in Global and "Company number" in Business)

2. VAT number (called "VATRegNo" in Global and "EUTaXNo" in Business)

For example, during interpretation, several candidates for bank account and organization number are

found. When performing a lookup in the ERP system, the lookup is first done against the "Bank giro"

field, then against the "Post giro" field, and, finally, against the "Bank account" field. The same goes for

the organization number; the lookup is first performed against the "Company number" field and then against the "VAT number" field.

In the Document Center OCR dictionary you should add keywords for the different bank account fields

into the target value called "Bank Account". For the different company numbers, keywords should be

added into the target value called "Company Number".

Updated "Update Supplier" form During interpretation, it may happen that a supplier is found only based on the organization number. A

bank account number might also have been interpreted, but it was not found in the ERP system. What

happens in Visma Document Center is that you get a popup form, "Update Supplier" that asks you if you

want to update the bank account number in the ERP system.


.

Because the lookup functionality during interpretation has been expanded, the "Update Supplier" form has

also been expanded.

You are now able to select from a drop down list which bank account number field or which organization

number field you want to update.

Revoke transfer to batch In version 5.30 of Visma Document Center you are allowed to retransfer documents that have already

been transferred.

To use this functionality, you need to select one or more documents that have the "Accounting status" set to 30, then go to the "Processing" menu and select "Revoke transfer to batch".

When you select this menu option, you are asked if you just want to retransfer the documents without

doing any changes on them or if you want to retransfer and perform changes on them.

If you select "Retransfer," a new batch is created in the ERP system. Please note that new voucher

numbers will also be set on this batch in either Business or Global.

If you select "Change," a copy of the document is created and will appear in the "New Documents" list.

This document will have a new document ID. The accounting that was done on the original document is

not copied into the new document. The new document can follow the normal flow of documents in

Document Center.

New interpretation language - "International" A new OCR language, "International," has been added.

When using this language, no modulus controls are performed on bank account, organization number or

customer ID.

This new OCR language allows the user to add keywords for languages that are not currently supported in

Document Center.

The user will then still be able to use the interpretation in order to find the right supplier.

Date functions in the blue search line and filters New search functions have been added to the blue search line (in the document list) and in the filters. The

functions are related to dates.

Example 1: You would like to find out which documents have a deadline this month. You are now able to

write "month" (without the ") into the deadline field in the blue search line. When you press the "Enter"

key, all the documents that have a deadline in the specified month will be displayed.

Example 2: You would like to find out which documents have a due date next year. In the "Due date" field

in the blue search line, you write "year"+1. When you press the "Enter" key, you will get all the

documents that have the due date next year.

These year and month search functions can also be used in the filters dialog.

Support for distribution formulas in Global The functionality for distribution formulas is supported in version 5.30 of Visma Document Center.

The Visma Global help file will show you how to set up a distribution formula in Global.


The only part of the distribution formula that is not supported in Document Center is the "*" notation. The

"*" notation is used for allowing the user to select which account should be filled in. Distribution formulas

based on this notation will fail in Visma Document Center.

When you have a document where you want to use the distribution formula, you will have to assign this

document an accounting rule that has a distribution formula attached.

After that you may perform interpretation and/or fill in the accounting line data.

To trigger the distribution formula, you perform the same steps as in Global: you fill in necessary values

in the first accounting line and you leave the first accounting line by pressing the "Enter" key.

When you press the "Enter" key, the distribution formula will determine the creation of more accounting

lines. Which fields are necessary depends on how you have set up the distribution formula.

If the accounting lines are not created, please try out the distribution formula in voucher administration in

Global and see if you get the desired result there. If you realize that you have, for example, used the

incorrect Amount, you can delete all the lines and start all over again. You can also manually edit each of

the new accounting lines.

Preregistration The preregistration functionality can be used by customers that would like to enter the incoming invoice

to an interim account when they receive it. The final registration is then entered when the invoice is

approved. The two main reasons for using this functionality are that you would like to deduct the VAT immediately and that it is easier to do appropriations.

In Visma Document Center this functionality works in the following manner:

Imported documents are assigned an accounting rule that is dedicated for preregistration. The dedicated

accounting rule contains the interim account that should be used. When activating the workflow, a batch is

created in the ERP system. The approvers will fill in the final account, and when the workflow is finished

the document is transferred again to the ERP system. On the second transfer, the accounting contains the

final registration, including a transaction that reverses the interim account.

Whether you use Visma Global or Visma Business, the principle behind preregistration is the same.

Setting it up and using it is differs based on the ERP system you're working with, and this is presented in the following sub-sections.

Visma Business

When using preregistration you have to start by setting it up in both Business and Document Center.

The first thing you need to consider is whether or not you want to use the same voucher number both on

the preregistration and on the final registration.

If you want to use the same voucher number both on the preregistration and the final registration, then you

only need one voucher number series dedicated for preregistration and two dedicated voucher types.

If you want to have a voucher number on the preregistration and a different voucher number on the final

registration, then you need to have two dedicated voucher number series and two dedicated voucher types

in Visma Business.

If you want to use the same voucher number both on the preregistration and on the final registration, the

voucher number series must have an attached voucher type that has the interim account set in the "Debit account". The "Priority" should be set to "Not payable". The reason for this is that you probably do not

want to pay your suppliers before the final registration is ready. You also need a voucher type for final

registration that has "Priority" set to "Payable". It is important to note that if you have a value in the "Priority" field set on the voucher type used for preregistration, you should also set up the "Priority" field

on the voucher type used for final registration.


.

If you want to use a different voucher number on the final registration, you need to have one voucher

number series for preregistration and one for final registration. The voucher number series used for

preregistration should be set up with a voucher type attached that has the interim account set in the "Debit

account". The "Priority" field should also be set to "Not payable". The voucher number series used for

final registration should have a voucher type attached that has "Priority" set to "Payable".

The second thing that you need to consider is how you want to handle the VAT.

Usually the suppliers are set up with a VAT code. Please note that, in addition to the "VAT code supplier",

you also need to check the "Suggest VAT code" setting in the "Supplier options".

In Visma Document Center you also need to set some settings before you can start using the

preregistration.

Start by going to Settings → Preferences → System settings → Preregistration and, in the "Preregistration

rule" field, select the voucher number series for the preregistration. You can press "F12" or "*" in the field

in order to do a lookup towards Business.

If you want to use a different voucher number for the final registration, select the voucher number series

for the final registration in the "Final registration rule" field. If you want to use the same voucher number

series for the final registration, do not set any value in the "Final registration rule" field.

When using the same voucher number for both preregistration and final registration, you need to select a

voucher type in the "Final registration voucher type" field.

The last setting to consider is the "Update batch directly" checkbox. Please check this setting if you want

the batch with the preregistration to be updated directly in Business.

Note: Do not fill in any value in the "Final registration voucher type" field when you want to have a

different voucher number for the final registration. The reason for this is that you have the voucher type

for the final registration linked to the voucher number series used for final registration.

Now you are ready to start using the preregistration functionality.

When importing documents, you assign the accounting rule that is dedicated for preregistration. After

having assigned this accounting rule, you will notice that the debit account that is set in the voucher type

in Business is now set in the "Debit" field in the first accounting line in Document Center. The priority is also set. When the supplier is set (either manually or from interpretation), the "Credit VAT code" field is

set.

When all the necessary information is in place, the document can be sent on flow.

When the document is sent on flow, a batch is created in Visma Business. The batch will also be updated

in Visma Business if the "Update batch directly" setting is set. If this setting ("Update batch directly") is

not set, the batch will not be updated in Visma Business.

If the batch is updated, the document’s accounting status will be 20 (preregistration batch updated). If the

batch is not updated (it is only created), the document's accounting status will be 10 (preregistration batch

created).

If a different voucher number is going to be used for the final registration, the document will also

automatically change its accounting rule. If the same voucher number is used for the final registration, the

accounting rule will not be changed.

The preregistration batch is only generated when the accounting rule of the document is the same as the

one set up in the settings for preregistration.

When the approver logs on, he will see an accounting line where the voucher type has changed and the interim account is set to credit because the interim transaction needs to be reversed when the final

registration is done. If this invoice only needs to be entered into one account, then the user can select this

account in the "Debit account" field. When the approver adds an account, he approves the document.


When the document is finished on flow and the final registration has been done, it can be transferred to

Visma Business. The document will not be transferred unless the preregistration batch has been updated in

Business. During the transfer of the final registration, the priority on the supplier transaction in Visma

Business is changed to the value derived from the "Priority" field set on the voucher type for final

registration (this is why it is important that you also set up the priority on the voucher type used for the final registration). The document's accounting status will be changed to 30 (Transferred) and the

document will end up in the "Archive" document list.

Visma Global

The preregistration routine for Global is based on distribution formulas.

In the Global edition delivered for the Swedish market, the distribution formulas for preregistration are set

up with a "*" in the account where you want to fill in the interim account. This "*" has to be replaced by

an actual account number – the interim account.

The accounting rule must also be set up to have the debit and credit account type set to "Optional".

It is also important that the voucher type used for preregistration has the "Approval" setting checked. If it

is not checked, no preregistration batch will be created when sending a document on flow.

In Visma Document Center, you have to go into Settings → Preferences → System settings →

Preregistration. There are two settings that must be considered.

The first setting is "Update batch directly". This setting controls whether or not the preregistration batch

will be updated automatically when it is transferred to Global.

The second setting is "Use same voucher no in Global for final registration". This setting controls whether

or not you want to use the same voucher number for both preregistration and final registration.

The other settings are Visma Business specific and do not need to be considered.

When it comes to using the preregistration functionality, you start by importing documents. You assign

the document an accounting rule that is dedicated for preregistration.

When the interpretation is done, if it is necessary, go into the first accounting line and fill in the missing

information. When you leave the first accounting line by pressing the "Enter" key, more accounting lines will be created according to the distribution formula.

When you send the document on flow, the preregistration batch will be created.

If the "Update batch directly" setting is set, then the batch is updated and the document's accounting status will be 20 (preregistration batch updated). If this setting is not set, then the batch is not updated and the

document's accounting status will be 10 (preregistration batch created).

When the approver logs on, he will see an accounting line where the voucher type has changed and the interim account is set to credit because the interim transaction needs to be reversed when the final

registration is done. If this invoice only needs to be entered into one account, then the user can select this

account in the "Debit account" field. When the approver adds an account, he approves the document.

When the document is finished on flow and the final registration has been done, it can be transferred to

Visma Global. The document will not be transferred unless the preregistration batch has been updated in

Global. During the transfer of the final registration, the "Attest status" on the supplier transaction is

updated. Updating this field makes the transaction appear in the remittance proposal. The document's

accounting status will be changed to 30 (Transferred) and the document will end up in the "Archive"

document list.

Common behavior for both ERP systems

When you delete a document that has already been sent on flow (meaning that a preregistration batch has

also been transferred), a reversed batch is created. This reversed batch contains the same lines as the preregistration batch, the only difference being that the debit and credit account are swapped.


.

New setup The installer for both the Visma Document Center server and the client are new both in technology and in

visual layout. The prerequisites for running the installation are .NET 3.5 and Windows Installer 4.5. They

are delivered together with the installer.

When double clicking the "setup.exe" (of either the server or the client installation), there will be a check that all the necessary prerequisites are installed.

If, for example, Windows Installer 4.5 is not installed, this will be detected and installed. Installing

Windows Installer 4.5 will require a reboot of the machine before the setup of either the server or client is able to continue. After the reboot, you might have to restart the installer by double clicking on "setup.exe".

The setups' steps are described in the setup guide included in the installation CD.

However, the step for setting up the automatic import of documents is not described in the setup guide.

For more information about the automatic import of documents, please read the "Automatic import of

documents" section found in this document.

"Currency amount" field in the document list When the supplier found during interpretation has a currency code different from the local one, the

interpreted amount will be set in the document list in the "Currency amount" field.

In the "Amount" field, you will see the amount calculated in the local currency.

If the invoice date is found during interpretation, the exchange rate from this date is used to calculate the

amount. If no invoice date is found, the exchange rate from the date when the document is interpreted is

used to calculate the amount.

The "Amount" and "Currency Amount" in the document list are synchronized with the "Amount" and

"Currency Amount" in the first accounting line. That means that changing the currency amount or the

amount in the first accounting line will also change the amount and currency amount in the document list.

By default, the "Currency Amount" field is not visible in the document list. It can be made visible by using the table setup in the document list.

New look of the workflow tab The presentation of the workflow in the Workflow tab has changed. The workflow is now presented in a grid instead of a node based-way. It is now easier to see which date is the deadline and which date

presents the date when the document was processed by an approver.

XML format support for different Nordic countries XML keywords have been added for the following standards:

• The Danish OIO format

• The Swedish Swefakt format

• The Finnish Finvoice format

• The Norwegian E2B format.

Document Center is able to handle XML invoices, but if the invoice has a different format than the ones

listed above, the users must add keywords themselves.


Start and stop period is supported for Visma Business It is now possible to use Visma Business’ functionality regarding periodization based on the start and stop

period.

There are two fields in the Visma Document Center accounting line called "PeriodStartYr" and

"PeriodEndYr". In these two fields you write the start period and the end period for the periodization. When transferring the document, the values in these two fields will also be transferred to Visma Business.

When updating the batch in Visma Business the actual periodization will be performed.

Please note that Visma Business must also be set up correctly in order to make this functionality work.

To learn more about periodization, please consult the Visma Business help file.

Swedish short versions of dates The Swedish date format is YYYY-MM-DD. When a machine has its regional settings set to Swedish, the

short versions of dates will be converted to the Swedish date format.

For example, when writing 090910 into one of the date fields in Visma Document Center, the date will be

converted to 2009-09-10 if it is a machine with Swedish regional settings. The date will be converted to

09.09.2010 on machines where the regional settings are set to Norwegian, Finnish or Danish.

New default filter - "No document" A new filter, "No document" is available. When selecting this filter, no documents will be displayed in the document list.

For example, in document lists that contain many documents (e.g. "Archive"), this can be useful

functionality. If you close the application after having selected this filter in the "Archive" document list,

you will see that no documents are counted in the "Archive" document list when restarting the client.

Showing interpreted amount in currency in the Order match form If you have an invoice in a foreign currency that is matched against a purchase order in Global, you will

now be able to see the interpreted amount both in currency and in the order match form. This allows the

user to check that the total gross ("Total order sum") is the same as the "Amount" in the invoice.

Double-clicking on e-mail attachments can start the Document Center client In both notification and reminder e-mails there are now attachments having a number as their filename. This number represents the ID of the document that you have to approve.

When double-clicking on this attachment, the Visma Document Center client will start and the user can

approve the document. This makes it easier for the customer to perform his/her assigned tasks in

Document Center.

Please note that this functionality is only available when both the Document Center client and the e-mail

client are installed on the same machine.


.


"Never" as an option in the e-mail settings It is possible to turn off sending both notification and reminder e-mails by selecting "Never" in the "E-

mail" tab found in Settings → Preferences → System settings.

Payment priority is now transferred to Business The values in the "Priority" field are now transferred to Visma Business when documents have this field

set. It is also possible to do a lookup against this field.

Please note that the client language in Visma Document Center controls the lookups towards Business.

For more information, see the "Lookup on fields in Business is language dependant" section.

Improved translation in the Note section All texts displayed in the Note section are translated into the selected Visma Document Center client language.

Improved translation in the in the e-mails All texts found in the auto generated e-mails are translated into the selected Visma Document Center client language.

Lookup on fields in Business is language dependant The lookup will display values in the same language as the one selected Visma Document Center client.

This requires language settings to be imported for all supported languages in Business (see the Business

help file for more information).

For example, if you have Danish language settings in Business, and you have selected English as the

Visma Document Center client language, you may not get any results on the lookups in the accounting

line if you have not installed the English texts in Business.

Preview from the ERP’s document viewer does not generate a hang situation in Visma Global When right-clicking on the picture in the viewer used for showing the Visma Document Center

documents from within Visma Global, a hang situation in Global no longer occurs.

Possible to change flow group names without pressing F2 in the Recipient Selection Dialog (RSD) Previously it was only possible to change the name of the flow groups by pressing the "F2" key after

having marked the flow group in the Recipient Selection Dialog (RSD). This is still possible, but it is also

possible to click one more time on the marked flow group name and it will be editable. It will work the

same way as changing the name of a file in Windows Explorer.


Incomplete batch when transferring several documents where cost units are mandatory If you select several documents that you want to transfer to Global, and one of them is lacking a

mandatory cost unit, a proper error message will be generated.

Distribution key in Business works with mandatory organization units It is now possible to transfer documents that have a value in the "Distribution Key" field and have a

"General ledger" that is set up with mandatory organization units.

Voucher date was transferred into planned payment date "Cash due date" is no longer set during interpretation. Because of this, the "Cash due date" will not have a value when transferred to Visma Business and the planned payment date in Visma Business will be

correct.

Filter on several values in the blue search line The user is now able to filter the document list using several filtering criteria in the blue search line.

For example, in order to see all the documents that are not finished on flow and have a due date this

month, you can write "20" in the "Status" field and "month" in the "Due date" field.

Order match: Rounding of amount In the "Order match" form two more fields are visible in the order sum section. The fields are called

"Rounded Amount" and "Rounding Amount". Four new fields are displayed if you have an order in a

foreign currency. The usage of these two (four) fields are illustrated in the following example:

After having edited the order lines so that they match the invoice, you may, in certain situations, still have

a difference between total gross (total order sum) and the invoice's amount. You will then be able to set the invoice amount in the Rounded Gross (Rounded Amount) field. The difference between the "Total

Gross" and the "Rounded Gross" will be displayed in the "Rounding amount" field.

When you update this order into Global, you will see that the "Rounding Amount" is entered into the "Rounded" account set up in Global. This functionality corresponds with the functionality available in

Global.

NEWS AND IMPROVEMENTS VERSION 5.20.2

Client installation fails due to corrupt prerequisite file The "Visual C++ 2005 SP1 Runtime Libraries (x86)" prerequisite has been added to the Document Center

5.20.1 client installation. If the Document Center client setup detects that the prerequisite is not installed

on the target machine, it tries to install it, but fails due to a file size mismatch of the prerequisite, thus failing the entire client installation.


.

Starting from version 5.20.2, the prerequisite can be successfully installed on machines that do not contain

it and the Document Center client installation can be successfully completed.

Importing large PDF-files fails When importing PDF-files with many pages (70 pages) the client crashes, and a message with “system out

of memory” is displayed. The error message occurs because VDC tries to convert the PDF into a 32-bit picture and this process needs more than the memory that is installed in average machines. VDC is not

supposed to convert files into 32-bit pictures, and this error is fixed in version 5.20.2


Client times out during logon when Business is used Larger installation (more 50 companies) had an issue when logging on to the Document Center client. The

client waiting time timed out. The calls to the Visma Business Service, in order to find out which

companies the user had access to, is now changed and the Document Center client will not time out.

Incorrect validation when General ledgers have the dimension processing blocked (only against Business) In 5.20.0 there was an issue regarding transferring documents to the ERP-system when the dimension

processing was set to “Blocked”. The problem was that even though no values were entered towards

Business, the user got an error message saying that the dimension contained an invalid value. This issue is

now fixed and the user is able to transfer documents where the General ledgers have the dimensions

processing set to “Blocked”.

Incorrect validation when “Cross-account no. sup.” is used (only against Business) When selecting a supplier that has a value in the “Cross-account no.sup.”, and the user changed

this account in VDC, the validation was performed against the original General Ledger. This is

now fixed, and the validation is performed against the correct General Ledger.

Exception when xml-import failed When VDC was not able to import the xsl linked to an xml, an exception was thrown (the client

crashed). This issue is now handled in a better way, and the xml is still imported if the import of

the xsl failed.

Filtering in the Document list It was not possible filter on several values neither of the document lists. It was for example not possible to

filter on “status” and at the same time filter on the supplier. This issue is now fixed.


NEWS IN VERSION 5.20

Same version upgrade It was previously possible to upgrade from a lower version to the current one (e.g. from a version

below the current one to 5.20).

It is now possible to upgrade within the same Document Center version (e.g. upgrade from 5.20

Pilot 1 to 5.20 Pilot 2, or from 5.20 Pilot X to 5.20 Final). It is no longer necessary to run the

setup twice when upgrading within the same version.

Server name is suggested during client setup If you are installing the VDC client from the "VDCSetup" shared folder (generated by the VDC

server installation), the hostname of the machine where the VDC server is installed will be

suggested in the server configuration screen.

If you are not installing the VDC client from the "VDCSetup" shared folder, then the suggested

hostname will be "localhost".

Port number is grayed out during client setup The port number of the Document Center server is now grayed out in the client setup.

If are specifically required to change the default port number during client setup, check the "Alter

port number?" checkbox found next to the port number field.

Blue search line in look up forms A blue search line has been introduced at the top of the lookup forms for org. units and

debit/credit accounts. You can use this line to type in search values in order to find the record

you are looking for.

For example, if you perform a lookup on a supplier in the credit account by pressing either the

"F12" or the "*" key, then you can type in the word "office" in the "suppliername" field and press

the "Enter" key in order to find all the suppliers whose name starts with "office". If you type

"%office%", then you will search for suppliers whose name contains the word "office".

Improved access control Two new access levels have been implemented in addition to the existing ones. These access

levels are meant to support different types of approvers that may exist within an organization.

The new access level (role) hierarchy is as follows:

Role ID Role Name Role Description

10 Approver Can only approve documents. Does not

have the possibility to change accounting

information. The accounting line fields are

gray.


.

13 Approver, edit cost units Can approve documents and edit cost units

in the accounting line. The editable

accounting line fields are white and the

non-editable ones are gray.

16 Approver, edit cost units and accounts Can approve documents and edit both cost

units and accounts in the accounting line.

The editable accounting line fields are

white and the non-editable ones are gray.

20 Document Creator Unchanged.

30 Document Controller Unchanged.

40 Accountant Unchanged.

50 Administrator Unchanged.

New document list names Starting from this version, the "Inbox" document list is renamed to "New Documents" and the

"My List" document list is renamed to "My documents".

Extended document information in the ERP system's document viewer In addition to the actual document, the ERP system document viewer now shows the document's

associated workflow information. This additional information is displayed for all documents

imported by the ERP system (regardless of the VDC version used).

Send document as attachment via e-mail from the ERP system's document viewer The ERP system's document viewer now offers the possibility to send an e-mail with the

document attached. An e-mail icon is displayed in the ERP system's document viewer. Press this

icon in order to send the document via e-mail.

Use the local e-mail client It is now possible to use the locally installed MAPI compliant e-mail client to send documents

and reminders for individual documents via e-mail.

This functionality is activated by default.

The activate/deactivate this functionality use the "Use local e-mail client" setting, found in

Settings → Preferences → My settings.

To revert to using Visma Document Center’s own (internal) e-mail client, please uncheck this

setting.


Import documents attached to e-mail messages It is now possible to import documents (images) that are attached to e-mail messages. To import

such documents, use drag & drop (e.g. select the attached document(s) in the e-mail message and

drag it (them) to the "New documents" document list).

OCR Enhancements

• More fields in the OCR dictionary;

It is now possible to add keywords for org. units. Please note that there are no system

defined keywords for these new target values.

To activate/deactivate the org. units interpretation, use the "In use" setting found in

Settings → OCR → Interpretation dictionary.

• Warning when certain OCR words are not found;

Additional functionality has been added to give the user a warning when certain fields

are not found. When OCR has completed, a note in the "Notes" section will appear.

This note will contain a list of the fields that are not found.

To activate/deactivate this functionality, use the "Warning when not found" setting for

each target value. The setting is found in Settings → OCR → Interpretation dictionary.

By default, none of the target values have this setting checked.

• More fields in the template;

Due to the possibility of interpreting org. units, it is also possible to make templates

on these fields. To create templates on these fields, please make sure that the "In use"

setting found in Settings → OCR → Interpretation dictionary is checked.

• Test towards client’s own organization number;

In order to improve interpretation of foreign invoices, an additional check is

implemented to verify that the found organization number is not the client’s own

organization number.

• Test that due date is later than voucher date;

To better determine which date is set as the voucher date and which date is set as the

invoice date, an additional check is implemented to verify that the interpreted due date

is later than the interpreted voucher date.

"Status" and "Accounting status" have gotten logical names in the document list Two new fields have been added to the document list: "Status Name" and "Accounting Status

Name". These fields contain the logical names of the corresponding values found in the "Status"

and "Accounting status" fields.

The logical names for the "Status" field ids are:

"Status" Field ID "Status" Field Name

0 Not on flow

20 Approving


.

30 Completed

100 Disabled

The logical names for the "Accounting status" field ids are:

"Accounting Status" Field ID "Accounting Status" Field Name

0 Not transferred

30 Transferred

General ledger according to supplier (only against Global) A field called "Preferred account" is present on the Global supplier. When selecting a supplier

containing this field in Document Center, the general ledger selected in this field will be

suggested in either the debit or the credit account.

Lookup according to debit/credit account type (only against Business) In order to select which register to perform a lookup on, you can now select an accounting

register in debit/credit account type. Returning to debit/credit account and pressing either the

"F12" or "*" key will provide the register selected in the account type.

Default accounting rule on import If you always use a specific accounting rule when importing documents from files to Visma

Document Center, a pop-up window will be displayed to enable you to select which accounting

rule you want to apply by default to all imported documents.

This functionality is deactivated by default. To activate/deactivate this functionality, use the

"Show document creation form" user setting found in Settings → Preferences → My settings.

When the functionality is activated, the pop-up window will appear at the next import operation.

Archive – Voucher date decides which year The "Voucher" date is now used instead of the "Created" date to determine the year the document

should appear in. If the document does not have a "Voucher" date, the "Created" date is used.

For instance, documents that are imported from the ERP system will typically not have a

"Voucher" date, in which case the "Created" date is used instead of the "Voucher" date.

The "Signature" field in Global is set to username Starting from version 5.20, the username of the user that transfers the documents to Global, is the

username that is set in the "Signature" field found in the batch's head. On previous Document

Center versions, the username in the "Workflow" field was used.


More fields displayed on lookup towards org. units (only against Business) All the information fields are now displayed in the lookup form when performing a lookup

towards the org. units.

Drag & Drop in Recipient Selection Dialog It is now possible to add/remove recipients using drag & drop in the window that is displayed

when activating the workflow for a document.

Notification and reminder e-mail messages Starting from version 5.20, an e-mail scheduler is implemented to handle both the notification

and the reminder e-mail messages. The scheduler is set up in Settings → Preferences → System

settings → E-mail.

The notification e-mail functionality works in the following manner: When a user gets a

document, he will get an e-mail message the next time the scheduler runs notifying him ONLY

of the NEW documents that he is supposed to process. After that, the next time the scheduler

runs, the user will not get a new e-mail message. Reject e-mail messages will be sent each time a

document is rejected (they are not affected by the scheduler).

The reminder e-mail functionality works in the following manner: Reminders are set to run once

a day. If the user gets a reminder and has not processed the documents specified in the e-mail

message, then the next time the reminder scheduler runs, the user will get a new e-mail message.

Reminders will be sent once a day until the document(s) is (is) processed.

Callback If you want to call back a document that is currently on flow or whose flow is finished, use the

new "Call back" functionality.

When you activate the "Call back" option on a document, the current flow is deleted and the

document reappears in the "New documents" document list.

In order to alter an existing flow you should still use the "Add recipients" functionality.

Flow not in use Certain documents are not supposed to be sent on flow.

In order to mark a specific document to not be sent on flow, right-click on the document and select the

"Not on flow" option. The option will set the "100 – Disabled" status on the document.

When the document is transferred to the ERP system and the status is 100, the document will

appear in the "Archive" document list.

Some users that import documents will never send the documents on flow. In order to set the

"100 - Disabled" status on all the documents that will be imported, check the "Workflow not in

use" setting found in Settings → Preferences → My settings. When this setting is activated, all

documents that are imported will have their status set to "100 - Disabled".


.

Archive document type When applying a processing rule, you can use the "Archive" processing rule in order to move the

document directly into the "Archive" document list. You will get a pop up message asking you

whether or not you want to transfer the document directly into the "Archive" document list.

If you apply the "Archive" processing rule on a document, you will no longer be able to send this

document on flow and/or transfer it to the ERP system.

Order number in document list The "Order number" field was not present in the document lists. It is now possible to select this

field.

The field is not present by default. To display it, right-click in the document list and choose

"Select columns" from the context menu. Then check the "Order number" column and confirm

your selection.

Invoice date updated into voucher date when updating the order during order match When performing order match, the interpreted invoice date is now updated into Global’s and

Business’s voucher date when updating the order into the ERP system. The "Voucher date" field

is present in the order match form and is editable.

Support for the Windows Image Acquisition (WIA) interface Document Center 5.20 supports the WIA image acquisition interface. WIA-compliant scanners

can now be used with Document Center.

The desired image acquisition interface (e.g. WIA, TWAIN) can now be selected from the

"Scanner interface" drop-down list available in Settings → Scanner Options.

IMPROVEMENTS IN VERSION 5.20

Changing e-mail templates more than once E-mail templates for reminders and notifications can now be changed more than once.

Incorrect amount was transferred on capital assets When integrating with Business and using capital assets in either the debit or the credit account,

the correct "Amount", "VAT amount" and "Amount excl VAT" are transferred. Validation

regarding capital asset processing is also in place.


Users towards Global Only the users that are members of the Administrator group in Global are automatically set up as

administrators in Document Center. All other user type of Global must be manually set up by a

Global administrator from within the Document Center client in order to allow them to access the

Document Center client.

Transferring documents when accounting periods are blocked When users try to transfer documents with a valuation date belonging to a blocked accounting

period in either Global or Business, the user will get a proper error message. No transactions will

be transferred if the valuation date is blocked.


.

Shortcuts

CTRL + F Activate first cell in blue search line when document list is

activated

CTRL + SHIFT + F Open the search form

CTRL + H Open “select columns” (dependent on witch control is active)

CTRL + U The same as CTRL + H

CTRL + I Insert row in accounting row

CTRL + O Import document from file with move

CTRL + SHIFT + O Import document from file with copy

CTRL + Q Import documents with blank page as a divider with move

CTRL + SHIFT + Q Import documents with blank page as a divider with copy

CTRL + M Merge documents in the document list

CTRL + T Apply a processing rule to a document

CTRL + ENTER Activate flow

CTRL + E Alter document flow

CTRL + SHIFT + E Send document(s) to ERP

CTRL + Y Approve a document

CTRL + R Reject a document

CTRL + SHIFT + R Forward a document

CTRL + SHIFT + Y Review a document

CTRL + N Add a new note to the document

CTRL + L Activate the login form

CTRL + D Split a document

CTRL + S Save note (when it is not written during approval)

CTRL + K Move to the first cell in the accounting row wherever you are

CTRL + G Make the accounting row tab active

CTRL + W Make the workflow tab active

CTRL + A Select all documents. Works only when document list has

focus.

F1 Help

F2 Edit fields in the document list

ALT + F4 Quit the application

F7 OCR & Interpret

CTRL + F7 OCR & Interpret on all pages

F8 Scanning series

CTRL + F8 Scanning series with divider

CTRL + SHIFT + F8 Scanning new

F6 Navigate between controls in this order

• The four different lists

• Document list

• Picture viewer

• Comments

• Accounting line

SHIFT + F6 Navigate in the opposite direction of F6


Page Down Moves downward one page at a time in the document list or

accounting row, depending on which item is active

Page Up Moves upward one page at a time in the document list or

accounting row, depending on which item is active.

CTRL + “+” (CTRL and +) Zoom in functionality in the image viewer

CTRL + “-“ (CTRL and -) Zoom out functionality in the image viewer

CTRL + ALT + End Move to the bottom in the image viewer

CTRL + ALT + Home Move to the top in the image viewer

CTRL + SHIFT + Cursor Right Move to the right in the image viewer

CTRL + SHIFT + Cursor Left Move to the left in the image viewer

CTRL + End Move to the bottom in the document list.

CTRL + Home Move to the top in the document list.

ALT Activate the menu

English Norwegian “Select recipient dialog” shortcuts

ALT + S ALT + S Send (Send) a document on flow

ALT + A ALT + G Approve (Godkjenn) a document

ALT + F ALT + V Forward (Videresend) a document

ALT + R ALT + A Reject (Avvis) a document

ALT + U ALT + O Update (Oppdater) a document

NEWS AND IMPROVEMENTS IN VERSION 5.1.1

Error when generating the Excel-report When the interpreted KID-number had characters like “-“, an error message was generated when loading

the excel report. We do now handle invoices where the interpreted KID may have the character “-“as

control digit.

Not picking correct voucher number when transferring to Visma Business The next voucher number was not used when transferring a document to Visma Business. This issue is

fixed and the next available voucher number, according to the voucher number series, is used.

Mandatory organization units An error message appeared when a document had several accounting lines and cost units were set up to be

mandatory on the general ledger. If the cost units were not set up to be mandatory, the error message did


.

not appear. The error message said for example “department is mandatory” even though department was

selected in the field department.

It is now possible to transfer documents where the selected organization units that are set up to be

mandatory.

Credit notes on one line When a different supplier numbers appeared in debit and credit account, the Visma Document Center

Client froze. This implied that credit notes had to be entered using two lines. From version 5.1.1 of Visma

Document Center credit notes can be written on one line. There will also be no hang situation when there is a supplier number in both the debit and the credit account.

Hang situation in Global There have been hang-situations when Visma Document Center and Visma Global are used together. One

of the symptoms has been that both Visma Document Center and Visma Global dies/crashes. After a

restart of the server processes, both systems works and communicates with each other. This issue is solved.

Tax class and VAT-code incorrectly set when transferring to Global Even though the VAT-code and the tax class were deleted on the accounting line, they reappeared when

transferring the document to Visma Global. On this version of the Visma Document Center, no VAT-code appears if it is deleted in Visma Document Center. If the user also deleted the tax class in Visma

Document Center, tax class=1 is set when transferring to Visma Global, but no vat-code. This is according

to Visma Global’s functionality.

Incorrect message about user rights when approving documents After installing version 5.1.0 of Visma Document Center, some approvers have experienced an error

message when processing a document. The error message said that the user had insufficient user rights.

This error appeared when the document had no due date at the time it was sent on flow. When it appeared

in the approvers Inbox, Visma Document Center tried to set a due date based on the supplier’s payment terms. Since the approver does not have access to the accounting lines, the error message appeared. In

version 5.1.1 of Visma Document Center this situation does not appear anymore.

“Scan” in Business triggers two options If a user wants to import a document where there is no VismaID or add a document where there is a

VismaID he has to press the button “Scan”. The Scan-button is available in the voucher table or in the

transaction table. When pressing this button, the user gets two different options. One is importing a

document from file and another is to scan a document. The documents that are imported within Visma

Business or Visma Global ends automatically up in the Archive-list in Visma Document Center.


NEWS AND IMPROVEMENTS IN VERSION 5.1.0

Merge documents Starting from version 5.1.0, the functionality to merge documents has been changed.

In the document list, the user can now select one or more documents that he wants to merge into

one document.

In order to merge two or more documents into one, the user needs to be in the Inbox document

list and needs to select the documents he wants to merge.

Note: To perform a merge operation, the documents selected for the merging must not have a

processing rule applied to them. To remove a processing rule from a document, see the “Select no

processing rule” section.

The user then needs to either press CTRL + M or select the “Merge more documents into one”

option from the Edit menu. A new window will open.

In the new window there is a list of the selected documents on the left side and a picture viewer

on the right side. The first document in the list is tagged with “Target document”, meaning that

this document will be the first page in the new document after the merge operation is completed.

The order of the pages in the new document will be based on the order of the documents in the

list. If the user wants to rearrange the order of the documents, he can use the arrow buttons next

to the list.

When the user is satisfied with the order of the documents he needs to press the “Merge” button.

If the user realizes that he is missing a document, he can press the “+” button to add more

documents. The user can press the ‘-‘ button in order to remove documents that should not be

merged.

Blank page as a divider when importing from file There are two new options for importing documents from files.

The options are located in File > Import.

The “Add document(s) from file(s) with divider (copy)” option will consider blank pages in

the imported files as a divider, and a new document is created for each blank page. The imported

files will remain on the file-import-area after the import.

The “Add document(s) from file(s) with divider (move)” option performs the same operation

as the previous option, the only difference being that the imported file is deleted from the file-

import-area.

Voucher date and valuation date In previous Visma Document Center versions, the voucher date is always copied to valuation

date.

Starting from version 5.1.0, there is a new setting that controls whether or not the voucher date is

copied to valuation date.


.

The setting is “Copy voucher date to valuation date” and is available in Settings >

Preferences > System settings.

If this setting is checked, the voucher date will be copied to the valuation date. If this setting is

not checked the valuation date will remain unchanged.

By default this setting is not checked.

Default filters in the document list Four filters are now created when Visma Document Center version 5.1.0 is installed.

Filter Action

Created by me Selects all the documents that are created by the logged on user

On flow Selects all the documents that are on flow regardless of their

accounting status

Finished on flow Selects all the documents that are finished on flow regardless of their

accounting status

Transferred to ERP

and on flow

Selects all the documents that are on flow AND that are transferred to

the ERP system.

Select no processing rule In previous Visma Document Center versions, undoing the process of selecting and applying a

processing rule on a document is not possible.

Starting with version 5.1.0, the user is able to select ID = 0 (Name =”None”) from Processing >

Set processing rule in order to set no processing rule on a document.

Delete single pages from a document If a user wants to delete one page from a document containing several pages, he can right-click

on the selected page (in the picture viewer) and choose the option to delete it.

If there is only one page in the document, then the user can delete the document by selecting it in

the document list and pressing the “Delete” key.

This functionality is available to members of the “Document Creator” and above user groups.

Invoice number in templates When a template was made on the invoice number, this value is not found on the interpreted

invoices, even though the invoice itself had good quality.

This issue is now fixed.

Local currency and currency type in Visma Business In Visma Business the local currency can have four different currency types.


If the currency type is set to 3 (Other currency with price per 100 units in default currency) on the

company’s local currency, the amount calculation in Visma Document Center’s accounting lines

is incorrect.


Origin on batches in Visma Business In previous Visma Document Center versions, the batches created from Visma Document Center

have “Origin” set to 1 (Manually entered) in Visma Business.

Starting with version 5.1.0, “Origin” is set to 27 (Document Center finished batch) on batches

created from Visma Document Center.

Duplex scanning In previous Visma Document Center versions, the checkbox for the “Duplex scanning” setting

found in Settings > Scanning options is not working.


If this setting is checked and the scanner supports duplex scanning, it will be possible to scan

pages with text on both sides of the page.

Companies with similar names in Visma Business When running Visma Document Center with Visma Business, the user cannot access similarly

named companies when logging on from Document Center.

For example, if there are two companies, “Visma Software” and “Visma Software AS”, the user

will always be logged on to “Visma Software” even if he chooses “Visma Software AS”.



Voucher entry and validation against Visma Business Patch 5.0.1 brings a set of improvements regarding voucher entry when the working with the

Visma Business ERP system.

Validation and fields that are filled in when navigating among fields (voucher entry-help) are two

areas that have been improved.

Validation activates itself when:

1) A user leaves the line and

2) A document is transferred to Visma Business.

A list of the voucher entry-help available when entering a field is presented below:


.

Field What is automatically filled in?

General ledger account • Debit/credit VAT code

• Debit/credit turn class

• Debit/credit account type

• Currency number

• R1-R12

Associate • Debit Credit VAT code (if setting for this is set)

• Debit/credit account type

• Payment terms

• Currency number

• R1-R12

• Payment priority

• Superior

• Cross-account number supplier

• Cross-account number customer

• Supplier number

• Customer number

VAT code • Turn class

• VAT amount is calculated based on correct VAT percentage

• Amount ex VAT is calculated based on correct VAT

percentage

Vouchertype • Debit account

• Credit account

• Payment priority

• Capital asset proc.

R1-R12 • R1-R12

Currency number • Currency rate based on currency type

Voucher date • Due date based on payment terms

• Cash due date based on payment terms

Payment terms • Due date

• Cash due date

• Cash amount

Amount • Currency amount

• VAT based on correct VAT percentage

• Amount ex VAT based on correct VAT percentage

• Cash amount

Currency amount • Amount

• VAT based on correct VAT percentage

• Amount ex VAT based on correct VAT percentage

Capital asset number • Debit/Credit account type

• R1 to R12


Order match

New setting related to order match against both ERP systems

The “Enable finishing of orders” setting found in Settings > Preferences > System settings >

Order match controls whether or not you want to perform order match on orders that are

finished (goods received).

By default this box is unchecked, which means that you will only be able to perform order match

on orders that are finished.

This setting is not user specific.

Order match against Visma Business

A set of steps need to be executed in order to perform order match against Business

The first step is to set the processing rule called “Order Data” on the document.

Then OCR and interpretation can be performed on the document.

If the supplier is found, the interpretation will look for a purchase order as well.

It is also possible to set the purchase order number manually by double clicking on the document

in the document list and entering the purchase order number in the “Purchase order number” field.

In the next step, the workflow must be initiated and sent to the first recipient.

When the recipient receives the document in “My List”, he will perform order matching by

opening up the Order Form found under Processing > Order form.

In the order head you can enter invoice information like “CID”, “Invoice number”, “Due date”,

“Total discount in amount” and “Total discount %”.

In the order lines you can enter a new price, a new discount and add a new order line.

Entering a new price will automatically check the “Price Correction” field. You can also check

the “Quantity correction” field if there is a difference between the order and the invoice.

When you want to add a new order line, you can enter the product number or part of the product

name directly in the “Product No” field. You can also do a lookup by pressing “*”.

You enter the quantity in the “Quantity” field and, if you want to finish this line, you enter the

same amount in the “Finish NOW” field. “Quantity” and “Finish NOW” are only editable when

adding new lines.

Price and discount can be entered in the “Price” and “Discount” fields.

When the order match is finished, you press the “Update” button, and the order is updated in

Visma Business.

The Document ID is updated in the “Visma ID” field on the order lines in Visma Business.

In order to complete the workflow process, you press “OK” and the document will disappear

from “My List”. This concludes the order matching process in Visma Document Center.

The rest of the invoicing process is done in Visma Business.


.

When performing order match from Visma Document Center, the “Orderstatus1” field is updated

on the order.

If the entire invoice was ok (no checks in the “Price correction” or “Quantity correction” fields),

the field “520***Approved” is checked in the “Orderstatus1” field.

If a check is done in the “Price correction” and/or “Quantity correction” fields, then the

“520***Mismatch in amount or quantity” field is set in the “Orderstatus1” field.

If the “520***Mismatch in amount or quantity” field is set in the “Orderstatus1” field, then the

“Order line status” field will tell you if it was a price or a quantity correction.

If it was a price correction, the “520***Price” field is checked in the “Order line status” field.

If it was a quantity correction, the “520***Quantity” field is checked in the “Order line status”

field.

If the “Enable finishing of orders” setting is checked in System Settings, you are able to perform

quantity and price checks on orders that are ready to be finished. However you will not be able to

write into the “FINISH NOW”-field.

Approval hierarchy Patch 5.0.1 brings new functionality to Visma Document Center: approval hierarchy.

This functionality addresses the following case: if an approver is only allowed to approve

invoices below a certain amount and he receives and invoice that has an amount higher than his

maximum approval amount, then his superior will automatically be added in the workflow.

Setting up an approval hierarchy in Visma Global

In the Employee table (Main data > Maintenance > Employee) there are two fields required for

this functionality: “SuperiorNo” (Overordnet) and “MaxAttestation” (Maks.att.beløp).

In the “MaxAttestation” field you enter the highest invoice amount that this employee is allowed

to approve. If the employee is allowed to approve any invoice amount (e.g. Chief Executive

Officer), then enter the value “-1” in this field.

In the “SuperiorNo” field you enter this employee’s superior.

Example: George is allowed to approve invoice amounts of up to 1 000.00 EUR. His superior,

William, is allowed to approve invoice amounts up to 10 000.00 EUR and his superior, Oystein,

is allowed to approve any invoice amount.

On the employee George you enter “1 000” in the “MaxAttestation” field and “William” in the

“SuperiorNo” field. For William, the “MaxAttestation” field will contain “10 000” and the

“SuperiorNo” field will be “Oystein”. And Oystein will have “-1” in the “MaxAttestation” field

and no one in the “SuperiorNo” field.

Setting up an approval hierarchy in Visma Business

In the Associate table (Layout explorer > Tables > Common > Associates > Associates), there

are two fields required for this functionality: “Attestation Amount Limit” and “Auth. Official”.

In the “Attestation Amount Limit” field you enter the highest invoice amount this employee is

allowed to approve. If the employee is allowed to approve any invoice amount (e.g. Chief

Executive Officer), then enter the value “-1” in this field.


In the “Auth. Official” field you enter this employee’s superior.

Example: George is allowed to approve invoice amounts of up to 1 000.00 EUR. His superior,

William, is allowed to approve invoice amounts up to 10 000.00 EUR and his superior, Oystein,

is allowed to approve any invoice amount.

On the employee George you enter “1 000” in the “Attestation Amount Limit” field and

“William” in the “Auth. Official” field. For William, the “Attestation Amount Limit” field will

contain “10 000” and the “Auth. Official” field will be “Oystein”. And Oystein will have “-1” in

the “Attestation Amount Limit” field and no one in the “Auth. Official” field.

Using the approval hierarchy functionality in Visma Document Center

By default this functionality is turned off.

To turn it on you have to check the “Add recipient on approval amount” setting in Settings >

Preferences > System settings > General.

Consider the employee setup example presented in the previous section and assume that a 12 000

EUR invoice needs to be approved.

When the workflow is activated and only George is added, both William and Oystein are

automatically added to the flow. However, if William is the only one being added when

activating the workflow, then only Oystein will be automatically added to the flow.

Let’s assume that you have now activated the workflow and you have added only George. His

superiors, William and Oystein, are automatically added and visible in the “Workflow” tab.

If you want to alter the recipient list after the flow has been activated, and you remove, for

example George, both William and Oystein will still be present in the flow.

The workflow is finished only when all the superiors have performed their approval tasks.

Shortcuts The list of shortcuts implemented for version 5.0.1 has been removed. The updated list of

shortcuts is available in the “Shortcuts” section from “News and Improvements version 5.20.0”.

Visma Business Services configuration file Visma Business has in version 5.20.3 fixed the issue with the missing parameter called

maxReceivedMessageSize="1000000" (described in the release notes for VDC 5.0.0). It is no

longer necessary to edit the Visma Business Services configuration file.


.

KNOWN ISSUES Below are issues that Visma Software R&D knows about in this version. Available workarounds

to the known issues are described in the following sections.

Stand-in functionality In version 5.40.0 the stand-in functionality is only partially implemented. This functionality should work

in the way that a workflow task is automatically transferred to a recipient's stand-in when the recipient is

marked as gone in the ERP system. This functionality is not fully working and is therefore not recommended to be used in this version. The functionality will be fully implemented in version 5.40.1.

Dependencies on dependencies when importing XML-files When the xsl-file contains dependencies, these dependencies are not imported. That might cause an error

message when the xml has dependencies to an xsl and the xsl also has a dependency. This issue will be

fixed for later versions.

Document icon in Visma Global When a document has Status=100 (flow disabled), and the document is transferred to Global, the

document icon is not visible on the document. From version 7.45.0 the document icon will be

visible in these situations as well.

Repeated logon attempts with invalid credentials (against Global) Start up the VDC client and log on successfully.

Then open the Logon form and supply an invalid password. You will get the expected "Invalid

password" error message.

At this point it is very important to provide a valid set of credentials.

If you do not provide a valid set of credentials and try to log on, you will still get the correct error

message in the Logon form (e.g. "Invalid password"), but the VDC server's connection to Global

will be in an inconsistent state. Therefore, if you click Cancel to exit the Logon form after the

second failed logon attempt, your previous connection to Global will be inconsistent.

To recreate a valid connection to Global, return to the Logon form (if you've closed it), type in a

valid set of credentials and log on successfully.

Overwriting the "VAT amount"/"Amount excl VAT" (against Business) If you want to overwrite either the calculated "VAT amount" or the "Amount excl VAT", the

overwritten amounts will not be transferred to Business. When the document arrives in Business,

the "VAT amount" and "Amount excl VAT" is recalculated based on the VAT-code.


Reverse charge (against Business) When using VAT codes in combination with turn classes to trigger only a VAT calculation but

not a change in the "Amount excl VAT" field ("Amount" is the same as "Amount excl VAT"),

the VAT calculation is handled incorrectly in Document Center.

However, the VAT calculation is handled correctly when transferring the document to Visma

Business with the correct VAT-codes and turn classes.

Cross account customer (against Business) There is a field called "cross account no customer" in the Associate table. When using a customer

that has a value defined in this field, the field's value will not appear in Document Center’s

debit/credit account.

There is a similar field for suppliers called "cross account no supplier". The functionality related

to this field works.

"Invalid username" when working with Business There are two known situations that display the "Invalid username" error message in the Logon

window when working with Visma Business:

Situation 1: Adding a user in Visma Business, between document counts

Perform all of the operations below in Visma Business making sure that Visma Business Services

and Visma Workflow Server is running:

1) Create a new user.

2) Create a new employee in a company.

3) Associate the username in step 1 to the employee in step 2.

The change will be visible in our application only after the next document count is completed.

Until the next document count is completed, the "Invalid username" error message will be

displayed in the Logon window when trying to log on with the username created in step 1.

Suggested solution: Wait until the next document count is completed.

Situation 2: Adding a new company in Visma Business

Perform all of the operations below in Visma Business making sure that Visma Business Services

is running:

1) Create a new company.

2) Create a new user.

3) Make sure that the user in step 2 has access from within Business to the new company

created in step 1 (e.g. via Firm access group and Firm access group members).

4) Create a new employee in the newly created company.

5) Associate the username from step 2 to the employee from step 4.


.

Every time you try to log on to Visma Document Center using the username from step 2

(regardless of whether the document count has run), the message "Invalid username" will appear.

Suggested solution: Restart Visma Business Services; Restart Visma Workflow Server.

User "system" in Business A user called "system" must be present in the Usr table. This user must also have access to all

companies.