SweBase documentation

01About this app#

Simplify your daily work and reduce the need for customizations! SweBase is an essential app if you operate in Sweden.

Handling new requirements

Have you been concerned about being able to create SEPA payment files in the new pain format? Have you had significant development costs adjusting outgoing documents like order confirmations and invoices? Do you manually work with incoming payments?

Simplicity

With SweBase, you can easily create both swedish and foreign vendor payments with the ISO 20022 pain file

Send payments directly to the bank via Pagero Online

You can import Camt053/054 payments files for easy balancing of customer ledger transactions

You can easily change headers and columns on your documents for invoices, credit memos, etc

You can create inward registrations of invoices and credit memos

Manage your tax deductions such as ROT/RUT and Green technology

And much more…

See Also

Support and pricing

Read more about SweBase

Find the app on AppSource

02Prerequisites#

Version of Microsoft Dynamics 365 Business Central

SweBase is supported from version 13 of Dynamics 365 Business Central.

Supported Editions

SweBase supports both Essential and Premium editions of Business Central.

Cloud

SweBase can be installed in Business Central Cloud, just navigate to the AppSource page for SweBase and install.

On-Premises

SweBase can be installed On-Premises. Contact us for details.

03Function List with Video Instructions in Swedish#

Here you will find the function list Function List

04Release Notes#

Earlier release notes

05General Ledger#

Year End Journal#

A commonly observed practice involves examining the impact of various transactions or transfers on results without actually posting them. This feature facilitates the simulation of balance sheets and income statements. However, the utilization of balance accounts in the journal is not supported.

Search (Alt + Q) for “General Journals”.

Add a new general journal batch and name the journal batch for example YEAREND

Enter the lines to simulate:

The added lines to the journal will be included in the following reports:

“Balance Report” (12048006 - SweBase)

“Income Statement” (12048007 - SweBase)

“Account Schedule” (25 - Standard)

To print a report based on the Account Schedule, get the transactions by entering the General Journal Name in the Journal Template Name and Journal Batch Name fields.

Post with Closing Date#

In standard Business Central it is not possible to close a year end if some dimensions are set to mandatory. To close the year the dimension requirement has to be removed temporary during the posting.

SweBase removes the dimension control for closing date.

Translation of General Accounts#

Sales and purchase documents will support translations of the general account description with this function. When a General Ledger Account is used on a Sales or Purchase Line.

Search (Alt + Q) for “Chart of Accounts”.

Choose the account to insert a translation for and then either search (Alt + Q) for “Translations” or find it under Related -> Account -> Translations.

For each G/L Account this view is presented and here translations are inserted. Enter “Language Code” and the text for the description. If “Company Name” is blank all companies will have the same translations.

Allowed posting#

On the user setup it is possible to limit the period for posting for a certain user to better secure posting in the right period.

Search (ALT + Q) for “User Setup”

By default the user can only post transactions with posting date same as workdate. This SweBase function is for users that need to post on other dates and are limited by standard functionality.

Enter the user and mark the field “Allow Posting <> Today”

Charge Type on G/L Account#

“Charge Type” on the “G/L Account” is for tracking “Rounding Amount” for printed documents. In Sweden a common way to print rounding amount is to print it in a separate field used for that purpose.

Example is Sales Invoice and Credit Memo.

Search (ALT + Q) for “Chart of Accounts”.

Either edit the list and change the column “Charge Type” to Rounding, or open the preferred account and change “Charge Type” to Rounding.

If this field is blank it will look like this on the printed document. And because of No VAT on the Rounding line it will be a VAT specification.

If this field is set to “Rounding” it will look like this and there is no VAT specification for of the “Rounding Amount”.

It is also a opportunity to use this field for other functions.

• Rounding

• Freight

• Service Fee

• Packing Fee

Reports included in SweBase handle rounding. Other options are for the future.

Deferral#

To facilitate the work with deferrals SweBase have made two additions. One gives the opportunity to extend the date when accounting for deferrals and the other is a report showing deferral entries.

Extended Dates

The date check can be extended with a date formula where the field “Allow Deferral Posting To” is calculated with the SweBase Setup field “Extend Allow Posting To”. The calculation is based on the field “Allow Posting To”, both in the “General Ledger Setup” and the “User Setup”.

The setting for this SweBase addition is found in the “SweBase Setup” field “Extend Allow Posting To”. If this field is blank, the standard test for posting date is used. For example, enter 4Y to extend “Allow Accounting To” with four years.

Report Deferral Entries

Search (ALT + Q) for report “Deferral Entries”

This report is based on the deferral function of Dynamics 365 Business Central. If manual periodization has been done on this account, these transactions will be included in the report. There is a feature to select the accounting transactions that should be excluded in the report.

Search (ALT + Q) for “General Ledger Entries”

On the page search (Alt + Q) for “Exclude from Deferral Report”. It is possible to select more than one line at a time.

Setup of accounting templates for journal#

By default, the field “Copy VAT Setup to Jnl. Lines” will be set to true. This can cause unwanted VAT postings. SweBase sets this value by default to false, preventing the unwanted VAT postings.

When a new company is set up, several journal templates are created. The field “Copy VAT Setup to Jnl. Lines” will be set to false.

When opening the journal window for the first time, a standard journal is also generated. The default journal inherits the settings found on the journal template. The field “Copy VAT Setup to Jnl. Lines” will be set to false.

All new journals that are initiated will be set up in the same way.

Default Posting Groups#

To make setting up the Chart of Accounts easier there is a Default setting in SweBase Setup. In standard it is mandatory to enter the “Gen. Bus. Posting Group” and “Gen. Prod. Posting Group” when entering a “G/L Account” on document sales/purchase lines. In standard Business Central, this has to be set up on each “G/L Account”.

Setting up a “Def. Prod. Post. Group” and “Def VAT Prod. Post. Group” in the “SweBase Setup” will instead of showing an error when trying to post without these mandatory fields, fill up the lines with these default values. This means the only mapping that has to be done in the “Chart of Accounts” is the exceptions from default.

Search (ALT + Q) for “SweBase Setup”

Under the “Default” tab

G/L Register in Navigate#

To make it easier to find the “G/L Register” from a Document No, G/L Register is now included in the search “Find entries”.

Print G/L Register#

Print the G/L Register report direct from the G/L Registers page.

On the page search (Alt + Q) for “G/L Register”

Print G/L Account Description in English#

Print out the G/L account descriptions in English.

These reports support descriptions in English: “Document No. Report”, “Accounting Voucher”, “General Ledger”, “Daybook”, “Balance Report” and “Income statement”. Provided that all accounts are translated into English, see “Translation of General Accounts”.

To activate this, the Language need to be set to English (United States) in “My Settings”.

Balance Control of Document Type#

Standard Function

When posting to the G/L Journal, there will be a check for balance per date, document number and document type. Given that in the General Journal Template the boolean “Force Doc. Balance” is checked.

Given that this boolean is set to false, the check of balance will only be by date. This opens up for errors which are imbalances per “Document No.”

SweBase Function

SweBase have added a check for “Date” and “Document No”. So there will be a balance check before posting to check for both date and document No.” given that the field “Force Doc. Balance” is set to false.

Source on the General Ledger Entries#

To get a better overview and traceability from accounting transactions, Source Name is now included in the list. “Source Type” and “Source No” can be added to the list by personalization.

SIE#

SIE Export#

There are several times a SIE export might be needed in an ERP-software some examples are when moving to a competing ERP solution, or creating a new company. It is also used by accountants (auditors), on a monthly basis if the accounting is needed in another software.

Search (ALT + Q) for “SIE Export List”

Create a New or open an existing SIE Export

Dimensions

Dimensions will be exported if the dimension is in this List.

SIE Dimension No. Declares a single dimension. The reserved dimension number should be used if the dimension intend to declare one of the universal dimensions. A dimension number within the unrestricted range should otherwise be specified.

Action, Export File.

The file will end up in the folder for Downloaded files (general settings on the users computer).

SIE Import#

Importing a SIE file has several use cases, when moving from another ERP to Business Central, or when starting a new company to get the chart of accounts. Can also be used to import transactions from for example, payroll software and others.

• File format selectable ASCII & ANSI.

• Mapping of accounts and dimensions.

• If an account or dimension is missing, it can be inserted automatically.

• Function for importing opening balances in journal.

• Load and post directly without entering the journal.

• Add several predefined settings for SIE to a list.

• Interface to automate the import of SIE.

• Import entries in another currency with conversion to local currency.

• Get posting groups from the G/L Account.

Search (ALT + Q) for “SIE Import List”

Create a New or open an existing SIE Import

Import file

The file will only be imported to this SIE Import entry, the G/L Entry is not updated. It will be done later, see “Process Entries”.

Remap G/L Accounts

If a G/L Account from the imported file is entered in this list it will be changed to either a G/L Account or a Bank account on the right side of the list. For all other G/L Accounts no Remapping will be done and if the G/L Account does not exist, there will be an Error. See also information about field “Create New G/L Accounts”.

Default Dimensions

Click on “Press here for dimensions” and insert the dimensions to be added to the line during processing of the import. The top row that has blank “From Account No” and “To Account No”, will insert the dimension on all imported G/L Accounts. Except if there is a G/L Account in the Remapping list, there will be no “Default Dimensions” from the top line with blank accounts.

Remap Dimensions

If the “From Dimension Value Code” is left blank: All values will be inserted “To Dimension Code”. See lines AVDELNING to AVDELNING and KUNDGRUPP to SALE.

If Dimension value is set on both sides that line will bee used instead of the line with Blank Dimension Value. If a Dimension Code is not in the Remap List that Dimension Code will be excluded. If the definition of the dimension (#DIM) is missing in the SIE file, the number of the dimension can be entered instead of code in “From Dimension Code”.

Process Entries

After all setup for the SIE Import is done, run “Process Entries” to Import to the Journal or Post (depending of the Setup).

Import and Process Entries

This will run both steps, Import and Process Entries.

Opening Balance to the Journal

The opening balance for the year is imported to the Journal.

Open Journal

This will open the Journal with the Imported Entries.

Check for errors

This will go through all lines and check for errors. If there are errors, a list with the errors will be produced.

Insert missing G/L Accounts into Mapping Table

This function is useful if you want to remap missing accounts that are in the SIE file to new accounts. The function will go through all the G/L accounts in the file and those that are not registered in the chart of accounts will be inserted in to the mapping table.

Copy VAT setup from G/L Account

“Always copy VAT setup” is a field on the G/L Account that overrides all other setups so the VAT setup on this G/L Account always is used, this is on the Journal lines and SIE Import. This feature is great to use on VAT accounts, so the VAT report will be updated for manual entries and SIE Import.

Allocate Budget for 12 periods#

Through this function, you can enter a total amount on G/L account level for the entire year and then distribute it via a key for 12 periods. If you want to distribute by dimension, you first set dimension filters in the budget when the total amount is registered.

Go to the G/L Budgets page. On the page search (Alt + Q) for “Allocate to 12 periods”.

Enter the allocation in the period fields, date filter and run the function.

Balance after posting#

The field “Balance After Posting” can be found in the General Journal, Cash Receipt Journal and Payment Journal.

When the registration of the journal is complete, press the menu action “Calculate Balance After Posting”. Then the value in the field is calculated after the current row has been posted. This facilitates reconciliation of e.g. a bank account. By drilling down on the amount, you get the entries that are posted, only works on general ledger entries and bank account entries. The fields taken into account in the calculation are Posting Date, Account Type, Account No., Currency Code, Currency Factor, Amount and Amount (LCY). If calculation has taken place and you change any of these fields, the field Balance After Posting will be set to zero on all lines and calculation must be done again.

• It is not allowed to use a Balance Account No. on the line
• Any kind of automatic accounting such as VAT postings, automatic accounting and deferrals are not included in the calculation of the balance after posting
• A maximum of 50 lines can be calculated

06Receivables#

Avoid Finance Charge#

When utilizing the Create Finance Charge Invoices functionality, the outstanding payment transactions will be displayed on the Finance Charge Document. In certain cases, it may be necessary to exempt the customer from interest charges. However, simply removing the line from the Issued Charge Memos does not resolve the issue. Upon initiating a subsequent Create Finance Charge process, the line reappears. How to avoid this:

Search (ALT + Q) for “Customer Ledger Entries”

On the page search (Alt + Q) for “Cancel Finance Charge”.

No Rounding of reminders#

In Dynamics 365 Business Central, a reminder is rounded to even amounts. SweBase have removed this, and will not round reminders.

Original Document attachments to Reminders#

When sending a reminder through email, it is now possible to generate the original invoices, finance charges and credit memos that are included in the reminder, as pdf.

In the “Swebase setup” you activate the function “Include Original Documents in Reminder Email”.

When activated, and you send a reminder as an email the attachments will automatically render in.

07Payables#

Initial Due Date on Vendor Ledger entries#

The functionality enables the visibility of the Initial Due Date for a Vendor Ledger transaction. This refers to the Due Date assigned to the transaction at the time of posting. It is possible to manually modify the Standard Due Date if necessary.

The Due Date of a Vendors Ledger can be changed after the invoice has been posted. It can be changed both manually and through banking.

To see the due date used at the time of booking, the Initial Due Date field has been added. The field shows the Due Date specified on the posted invoice.

08Banking#

General#

This module enhances and simplifies the sending of a vendor payment file.Bankgiro for Sweden is supported. Pain001 (SEPA) is supported for a lot of countries, for example SE, NO, FI and DK.

There are a few prerequisites before using the Banking module, check the following setups below.

Merge Credit Memo with Invoice#

The new file formats do not allow sending Credit Memos to banks (pain001). There is a limitation to use only positive amounts (some domestic formats support zero).

This module allows merging payments in the Journal.

To merge lines together, the amount has to be positive or zero. It is also possible to merge multiple Invoices together to reduce the number of physical payments with the bank. This will reduce the cost for foreign payments.

Before starting, make sure that the transactions support merge. If there is Credit Memo in the Payment Suggestion, you must use Merge funciton to connect credits with Invoices, if any other file type than “Bankgiro”.

The File Type “Bankgiro”, does not support merge.

Do the merge with these functions.

Mark the lines to be Merged and use Action “Merge”.

alternatively

Merge all lines with the Action “Merge All Lines”.

Lines marked with the same Merge No. will be Merged together in one payment to the vendor. To manually merge, enter a Merge No. for the Lines to merge.

Merge Invoices#

The following is concerning file type pain001.

Some banks do not support Merging of payments, so the purpose of this function is to reduce the cost per Invoice.

Merge as many Invoices or Credit Memos as needed like per vendor in the same Payment.

SEPA and foreign Payment support 140 characters maximum in the message to the Vendor. The resent is limitation in the pain001 format. Our solution is to put all references in the string with separated by Comma, if it doesn’t fit in the string ends with three dots … indicating there are more references.

There is a setup to reduce the number merged. This is found in the setup on VP Giro Type.

Every group of merged payments must have the same Due Date (Payment Date). If the dates is changed on one line, all will be changed automatically.

On the Banking Setup there is a field to get the same Due Date on each Merged group of invoices. “Merge Due Date” set to blank, “With Earliest” or “Per Date”. Per date will not change the date, just merge all with the same due date.

Domestic/Foreign and country code#

If the country code is the same on the vendor’s bank account and the giro type, it is handled as a domestic payment.

If the country code is blank then it will fetch the country code from the SweBase Setup, the field “Local Country Code”.

Multiple bank accounts on the Vendor (Currency Accounts)#

It is possible to add multiple bank accounts to the Vendor with the same Giro Type Code, however all bank accounts must have different Currency Codes. There has to be a bank account with blank currency code, this will be used for all other currencies. When the file is created, the bank account use the same currency code as the payment. To manage a bank account in another country, you can specify the Country/Region for that account. Payments made with that country code will be handled as a domestic payment.

Enter the supplier’s bank account manually

Add the field “Recipient Bank Account” to the Purchase Invoice by using Personalize (On the cogwheel).

Any bank account can be chosen for the Vendor during the registering of the Purchase Invoice into Recipient Bank Account. Keep in mind that there must be at least one bank account with the Giro Type Code for the current VP Giro Type.

Non Banking Days#

Applies only to Sweden. The following days are shown with a red due date.

• Saturday and Sunday
• New Years Day
• Good Friday
• Easter Monday
• Ascension Day
• Walpurgis Night / Valborg 30:th of April
• May 1:th
• National Day 6:th June
• Midsummer Eve
• Christmas Eve
• Christmas Day
• Boxing Day (UK)
• New Year’s Eve

The Pack disappears from the list#

When all the invoices are closed that belong to the Pack, the Pack disappears from the list. To view the completed Packs, click Show Closed.

There is a status on the VP Pack and VP Pack Entries that shows the status of that line. If it’s closed by a payment or it has been deleted by the user. To see the status field add the field by personalize (using the cogwheel).

Undo LB payment#

After creating a file, and want to redo everything from the start all over again. Delete the pack, and the entire payment has now been reset and a new suggestion can be created.

Recreate the file#

The VP Pack page allows exporting the file once more. On the line to recreate, select the “Recreate File” button.

Manual Vendor Payment#

Enter the vendor number in the payment suggestion line, drill down in the field “Ledger Entry No” and pick the line.

Partial Payment#

To make a partial payment on the vendor invoice, change the “Remaining Amount” and enter the date for next payment in the field “Due Date Next Payment”.

A message shows the Document number for the posting for the remaining amount (Next payment). The settled invoice will be closed and a new invoice with that “Document No.” will be posted.

Control of OCR no#

Entering an “OCR No.” on a Vendor Invoice will check if this setting is active.

Search (ALT + Q) for “SweBase Setup”. Enter the “Vendor OCR-no Control” field.

First time for each new vendor and the field “Vendor Invoice No” is entered, a choice has to be made.

This setup is done on each vendor.

The SweBase setup for this will be the default value.

On the vendor card:

Reconciliation of the Vendor Payments#

To make the reconciliation for the Vendors more simple, there are a few reports to handle that.

Search (ALT + Q) for “Payment Journals”.

On the page search (Alt + Q) for “Transfer from VP Pack”.

Fill in the fields as described below. Field Description:

The method By Due Date, the payment will be grouped by Due Date for the balance account.

The method All at the Posting Date, all invoices will balance by one account line.

Payment of Sales Credit Memo#

Payout from a Sales Credit Memo is supported. Setup the Customer in the same way as for a Vendor, Bank Account on the Customer.

Keep in mind that there is no requirement that External Document No. must be filled in on a Customer Document. However, it is important that there is a description of payment filled in, so that the Customer will have a reference to that payment.

There are three choices Including Vendor Payments, Include Customer payments and Include Employee Payment. Even if the Customer Payments is not in use, it is OK to always have all functions active.

Payment to an Employee#

There is support for making payments by VP to Employees. The setting on the Employee is done in the same way as for a Vendor, the setup i on the Employee Card.

Keep in mind that there is no requirement that External Document No. must be filled in for an Employee. However, it is important that there is a description of payment filled in, so that the Employee knows what the payment is about.

Even if the Employee Payments is not in use, it is OK to always have all functions active.

Incomplete Payment Information#

Function “Create Payment Suggestion” checks if there is an incomplete or missing vendor bank account. If missing information is detected, a message will appear.

On the next page it is easy to update the vendor or the vendors bank account.

Banking Configuration#

Search (ALT + Q) for “Banking Setup” and then select menu item Configuration.

This is a more advanced way of configuring different parts of the Banking module.

Activate the function by checking Active. You can then, if the Value Type is e.g. Text change the default values that we have in the function.

Create payments#

The central part of banking is the page “Payment Suggestion”, generate a suggestion and create a file for the bank. The payment suggestion used for certifying of the payments can also be printed.

Search (ALT + Q) for “Payment Suggestion”.

Generate Payment Suggestion#

With “Last payment Date” allows limiting for a certain date.

Enter the date for which to receive payment suggestions in the Last Payment Date field.

To restrict which vendors and account entries to be included in the Payment Suggestion, additional filters may be specified.

The field “Use Due Date on Credit Memos” means that in filtering which credit memos are to be included, the due date on the credit memo is taken into account. If the field is not marked, all credit memos are included.

Exclude Vendors with balances that are by following choices.

There are different ways to determine how the payment date should be set. The three settings Find Discount Date, Payment Immediately and Payment Date handle this.

• Find discount date means that the payment date is set to a possible payment discount date.
• Payment immediately means that the payment is made immediately, i.e. today’s date.
• Payment date means that a fixed date is set for all lines in the proposal.
• If none of the above settings are made, payment will be made on the due date.

Note! If the payment date is before or the same as a payment discount date, the discount is deducted regardless of the setting made according to above.

Auto create payment suggestion

A payment suggestion can be created automatically each time you open the suggestion, the journal has to be empty.

Search (ALT + Q) for “VP Giro Type” on the card in then “Payment Suggestion” section set “Auto create payment suggestion” to true.

Enter filters in that section if needed.

In the field “Last Payment Date Calc. Formula” e.g. enter 30D and the suggestion will be run with filtering of working date + 30 days as the last payment date.

Payment Suggestion#

Due Date/Payment Date shown in red will occur on a “non banking day” (applies to Sweden), in the field you can change the date

Create the file#

On the page search (Alt + Q) for “Create File”.

The file will be downloaded to the folder “Downloaded Files”. Upload the file to the Bank by using the appropriate Communication Software.

Created payment files is saved in the VP Pack list

In the list there are one or more Giro Journals. They are numbered with a serial number. It is also shown when the file was created and total amount.

To see what the file contains, use the menu item Entries on the VP Pack.

Print Payment Suggestion#

Print out the Payment Suggestion. There is an option to group the report by due date/payment date. By default the report is grouped by Vendor No.

Reconciliation#

Reconciliation file from Bankgiro Central#

BGC - Bank Giro Centralen

Search (ALT + Q) for “Payment Journals”.
On the page search (Alt + Q) for “BG File Feedback”.
First time running this import a page for setup Accounts has to be entered.
After the setup is complete, run the import again.

Reconciliation pain001 with the File Camt053 or Camt054#

Search (ALT + Q) for “Payment Journals”.
On the page search (Alt + Q) for “CAMT053” or “CAMT054”.
First time running this import a page for setup Accounts has to be entered.
After the setup is complete, run the import again.

Setup Payment file format#

The File to Bankgiro#

A description of the Setup follows.

VP Giro Type

Vendor Bank Account

Payment order

The payment is done in this order: Bank Giro No, Plus Giro No., Bank Account No. and last Send a “printed notification”. The payment is made depending on what is filled in the order mentioned.

The File pain001 (SEPA)#

There are some limitations in the file format pain001.
Read more:
Merge Credit Memo with Invoice
Merge Invoices
Aggregate on Debtor Level

ISO 20022 is an interface for standardized financial payments the purpose is to simplify, facilitate and reduce the time for payments between countries that support ISO 20022. URL to a document that shows the countries. Banks provide an interface to business systems based on ISO 20022. Unfortunately, it seems that the interface will be different depending on the bank. There are different ways to interpret how to use the format for non-SEPA payments, such as Bankgiro and Plusgiro payments in Sweden.

There is support for most payment services through this file.

Here are the settings that will be made for this file type.

The file supports both domestic, SEPA and foreign payments. They could be sent in the same file.

Important: When installing or upgrading, the first time the file format is used, always perform testing together with bank (send test files).

The file does not support all possible scenarios that the Bank supports. For example, to make payments to another country that has not previously been tested. Check with the Bank and the supplier of Dynamics 365 Business Central, then do tests together. There may be a need for adjustment and possible upgrade of the payment function. Consult your partner concerning that issue.

Domestic

There will be a Domestic payment when “from country code” and “to currency code” have the same value for payers and payees. The currency code must also be the same for both countries.

Currently there is support for domestic payment to the following countries: SE, NO, DK, FI and GB.

Paying

The country of the payer is determined by the country located on the VP Giro Type. Unless specified there, it is used on SweBase Setup under Documents, Local Country Code.

The payer’s currency code is determined by the currency code field located on the VP Giro Type. If the field is blank, the setup for LCY Code on General Ledger Setup will be used.

Receiver

The payee’s country is determined by the country on Vendor Bank Account. If the field is blank, the setup for LCY Code on General Ledger Setup will be used.

The payee’s currency code is determined by the Currency Code on the Vendor Bank Account. If the field is blank, the setup for LCY Code on General Ledger Setup will be used.

SEPA

To perform a SEPA payment, the following is required: Pay from and pay to must have IBAN and SWIFT and the currency has to be EUR. The country has to support SEPA.

Foreign

To be a foreign payment from country code and to country code (on the vendor bank account) has to be different. IBAN and Bank account No. is supported.

Name on the Vendor

Some Vendors have very long names and the bank sometimes requires the name to be correct. Use Name and Name2 together on the vendor they are 200 and 100 characters each. Keep in mind that a space in the last position in Name comes with Name2. Is is also possible add a space first in Name2.

To make sure the name is correct with Name and Name2 together. In the Payment Suggestion one click on the field “Name” shows the full name in a message.

Currency Account

In VP Giro Type there is an action called “Currency Account”, to enter currency code and bank account information in the list.

VP Giro Type

Vendor/Customer Bank Account or Employee

Differences for countries pain001#

Denmark (DK)

Local payments (With FIK) can be made in many ways in Denmark. To control which type is used per provider, a prefix on the Bank Account Number is added to three characters. +01, +04, +15, +71, +73 and +75. The code is well known to the person who make the payments in Denmark. Example how an account number 6543433 is specified: +046543433 Bank transfer does not specify a prefix. Some formats require OCR, and there may also be different lengths of OCR. The control of OCR is made when the file is created.

In order to provide an opportunity to correct errors, it is possible to edit OCR in the “Vender Ledges Entries”.

Sweden (SE)

There are several options available for payment support, including Bankgiro numbers, Plusgiro numbers, and bank accounts with bank account numbers (clearing).

When using Bankgiro, it is important to ensure the correct usage of the OCR number. Suppliers who require a valid OCR number must enter it in the designated OCR field. Failing to do so will result in payment rejection. Additionally, the OCR number must be accurately filled out. It is the responsibility of the customer to determine which providers require an OCR number and ensure that the information is placed correctly.

For Bankgiro and Plusgiro payments, netting is supported. To confirm if your bank supports this feature, it is advisable to check with them directly. Furthermore, if you need to handle structured remittance information, you can activate it on the girotype using the “Structured Remit. Information” field.

Norway (NO)

The KID code is commonly used, and it is recommended to utilize the OCR field on the purchase invoice for entering the KID code. If the KID code is not specified, an external verification code will be used instead.

In the case of cross-border payments to Norway, specific rules apply for the “Code for Bank of Sweden.” Norway requires both the code itself and a corresponding description for this code. You can find the table for entering the description at a designated location. To access it, perform a search (ALT + Q) for “VP Cross-Border Payment Code.” Enter the code and its description accordingly.

If there is no corresponding line in the table for the provided code, only the code itself will be included in the file or documentation.

Finland (FI)

There is support for OCR or External Document No. as a reference. On the VP Giro Type, the Org ID BANK must be set. Check with the bank what information should be entered.

Differences in banks pain001#

General

Search (ALT + Q) for “VP Giro Type” to do the setup.
In the field Bank enter the correct bank. The correct code unit will be set and for all mandatory fields will be marked vid a star.
On the giro type always enter IBAN and SWIFT for the consignation account.

DNB

Enter Subscription No. for DNB in the field “Org ID CUST”.
Some agreements with DNB, use Division (Divisjon) as required, enter the Division in to “Org ID BANK”.

Nordea

Enter “Signer ID” in the “Org ID CUST”.
Enter “Contract number” (Avtalsnummer) in the “Bank Agreement No.

SEB

Enter “Subscription Number” (Underkundnummer) in the field “SEB Subscription No.”.
For foreign payments, always enter SWIFT (BIC).

Swedbank

Swebank is unable to utilize IBAN and SWIFT for all types of transactions. However, there is an exception for domestic payments within Sweden, where the “Bank Giro No.” must be used instead. In such cases, two separate files need to be sent to Swedbank—one for domestic payments and another for other types of payments. The format for the “Org ID BANK” should be 06 + RegistrationNo + B001 (e.g., 06RegistrationNoB001 / 06organisationsnrB001).

Feedback of status pain002#

The pain002 file comprises details regarding potential errors in individual payments, specifically rejected payments. This file is in XML format and can be read directly. To simplify the troubleshooting process, you have the option to import the file into Dynamics 365 Business Central. The status of the pain002 file will be reflected in the “VP Pack Entry,” where you can find relevant information concerning the incorrect payments.

• Bank Status

• Bank Status Code

• Bank

Workflow for vendor bank account#

When utilizing a workflow for a vendor account, any modifications to the vendor bank account require approval through the designated approval process. Only vendor bank accounts that have been officially released are eligible for use within the vendor payment module.

Find the function Search (Alt + Q) after workflow

Use the function#

Select menu item New and “New Workflow from Template”.

Select “Vendor bank account approval workflow”.

There is now a newly implemented workflow that follows the same parameter setup as the standard functionality. Once all the preparations are complete, the workflow can be set to an active state.

Change or enter a new vendor bank account#

After activating the workflow, the payment suggestion will display the Status field, which can have one of three values: Open, Released, or “Pending Approval.” To make changes to a vendor bank account, the status must be Open initially. Subsequently, the status needs to be changed to Released. Only when the status is Released can the vendor bank account be used in the payment suggestion.

To transition the status to Released, choose the option “Request Approval.” Following that, you must wait for the approval process to complete. However, if you possess the necessary authority to approve, this particular step will be inactive.

An authorized person can now Approve the change and the bank account is set to Status Released.

Create a file to the bank#

All vendor bank accounts to be used must have the status released.

Workflow for payment suggestion#

When utilizing a workflow for payment suggestions, it is essential to note that generating a payment file for the bank is not possible without approval through the designated approval process. Only payment suggestions that have been released are eligible for file creation.

Find the function#

Search (Alt + Q) for workflow

Use the function#

Select menu item New and “New Workflow from Template”.

Select “Payment suggestion approval workflow”.

Now there is a new workflow, parameter set in the same way as for the standard functionality. When everything is ready, set the workflow to Active.

Payment suggestion

Once the workflow has been activated, the Status field will be visible on the payment suggestion. Status can be Open, Released or “Pending Approval” To be able to change a payment suggestion the status must be Open, and to create a file the status must be Released.

To change the status to Released, select “Request Approval”. Wait for approval. If the user have the authority to approve, that step is not active.

An authorized person can now Approve the change and the bank account is set to Status Released.

Create a file to the bank#

Status must be Released to be able to create a file to the bank.

Direct Debit#

SweBase has functionality for managing Direct Debit for individuals and companies.

In short, the account holder, company or private person, gives his consent to withdraw money from their account. The receiving company then sends a payment assignment to the bank which on the due date withdraws the money, the reporting of payments made is then by BG Max or Direct Debit Payment Specification.

Within the SweBase Setup, navigate to the Direct Debit tab. In this section, various settings can be accessed such as the designated file name, payer number types for different categories (company and private person), and the ability to manage the document types processed within the Direct Debit system.

On the customer card under the direct debit tab indicates whether the customer has given his approval. One condition for the customer to be included in the payment assignment file is that the customer has an approved permission. Only “Approval Status” Approved will be included in the file, other options are used only to manually manage the approval process.

Approval File

To make it easier, is it possible to import approved and canceled permissions. The file is downloaded from your bank.

Search for Direct Debit Import Approvals

Click OK and select the file that has been received from the bank. Now the customer is updated with the approval status Approved or Canceled. The Payment No. field on the customer card is used to find the right customer. If there is no match, the permission must be handled manually.

Create Payment File

To provide the bank with details regarding the debits to be deducted from each customer, a payment file is generated and subsequently delivered to the bank. Find the function Search for Direct Debet Pack

When charging a customer, a new Direct Debit pack is created automatically during the posting process. If the “Total amount (BVA)” field in the most recent autogiro bundle is empty, it indicates an open bundle where multiple debits can be added. Once the file is exported, the pack is closed, and the amount is updated to reflect the total payment for all entries in the file, denominated in the local currency (LCY).

The “Number of open entries” field displays the count of unpaid invoices within the pack. When this field becomes blank or zero, it signifies that all charges have been successfully paid. If there are customers of both types, private individuals and companies, two separate packs are created. It is important to handle the open packs separately, which means generating two separate files for processing.

The payment file is created using the menu item “Create File”. Deliver the file to the bank.

To view the entries included in the file, click on “Entries.” From there, navigate to the customer ledger entries and access the customer card for the corresponding line. Under the Actions tab, select the desired menu items for further actions.

To delete one or more entries that should not go with the file, select the menu item Manage and Delete.

The file can be created once more using the “Create File” menu item again in the Direct Debit Pack. A warning will then appear that it has already been exported.

Reporting of made payments

Once the customer has paid the invoices, the reconciliation can be done via BG Max or Direct Debit Payment Specification.

Search for Cash Receipt Journals

See Payments and BG Max and Direct Debit.

Add/remove Direct Debit Entry manually

If at a later time it is decided that a Direct Debit needs to be included in the next file, it can be added manually.

Search for Customer Ledger Entries

On the Customer Ledger Entry, there is an option to either remove or add it to the upcoming Direct Debit pack. By selecting the menu item “Actions,” followed by “Functions” and “Set Direct Debit Pack No.,” a confirmation prompt will appear before proceeding. It’s important to note that this action is restricted to document types that are valid within the SweBase Setup configuration.

Add

Remove

Receivables#

Receivable with the filetype Camt053 or Camt054#

Start by downloading the file from the Bank and save it to the desired location. Then go into the payment journal in Dynamics 365 Business Central an upload the file.

Search (ALT + Q) for “Cash Receipt Journals”.

On the page search (Alt + Q) for “Camt053”or “Camt054”

The first time, the following information will appear.

Cash Receipt Account Mapping Camt053/Camt054#

Account mapping is set as below.

Cash Receipt Invoice No Serie#

This function is used for a manual setup of the method to search an invoice no. If there are no lines in this setup, search will by a generic method. To use only this method, you must turn of the generic method.

Go to SweBase functions and turn of PEB0124 “Simplified search when processing cash receipts”. After that enter the setup as follows.

The list is used to look for information on the lines that are in the file from the bank. Dynamics 365 Business Central begins by searching according to the settings in the first row, if there is an Invoice or Credit memo that fits, it is used to make a payment. If Dynamics 365 Business Central does not find anything for the first line, it goes on to the next, etc.

Cash Receipt with exception#

It is possible to make exceptions for certain payments when imports the Camt file.

If Cash Receipt handles by other media, for example Swish. In this case the applying of the invoices will be double.

Settings for this are made on the pages “Cash Receipt Account Mapping CAMT053” or “Cash Receipt Account Mapping CAMT054”.

Set the Exceptions with action “Camt Exceptions” on the page.

Exceptions can be made for certain names or payment methods. It is enough to enter part of the customer’s name, to be an exception. With the Method field, you can choose whether you want the exception to include or exclude the search description.

Receivable Error Handling#

If any payment in the file can not be matched to open Invoices, you will receive an error message.

In the journal the field “Account No.” and “Applies to Doc. No.” will be blank and, in the Description, (with Red text) field the error message will be displayed. To see what is in the file and use that information to adjust the line manually, use action “Show Line Entries”.

From this view it is possible to go directly to the ledger with filtering on “Customer No.”, “Document No.” and “Amount”.

There is also a factbox available with this information.

Pagero Integration#

This feature allows sending payment files directly to the bank via Pagero Online, and also transfer files from the bank for reconciliation of completed vendor and customer payments. To be able to use the function, a customer account is needed at Pagero.

Signup with Pagero#

Search (ALT + Q) for “SweBase Pagero Setup”. Follow the instructions in the wizard.

Send file#

Once the payment suggestion has been created and the intention is to send the payments to the bank, navigate to the menu and select “Create File.” Subsequently, the file will be transferred to Pagero.

If a “Banks website (URL)” has been registered under the giro type, the corresponding page will be displayed. When Pagero Online is activated, the Pagero website is registered in this field.

Reconciliation#

Search (ALT + Q) for “Banking import files”. Select menu item “Get files to handle”. The list now shows the files that are new and need to be processed.

When generating a file, it can result in two separate files. One file contains lines for reconciling vendor payments (debit), while the other file includes lines for customer payments (credit).

To process the lines, stand on the first line and select menu item “Handle import”. Matching takes place and the journal is opened. Make any adjustments and then post the journal.

Go to the next line and handle it.

Upon running the function for the first time, a new page will be presented, requiring the specification of file types. Additionally, users must indicate the payment and cash receipt journals where reconciliation and posting are to be performed.

It is possible to import a Camt053 file into the Bank Account Reconciliation. To activate the function go to the Banking Setup and mark the field “Reconciliation is Active”.

When you select the menu option Handle import on a line with Bank file type “Camt053 Reconciliation”, the file will be read in the bank account reconciliation module. If there is no account reconciliation registered, a new one will be created, otherwise the existing one will be filled.

Inyett Detect Integration#

Inyett Detect integrates with Microsoft Dynamics 365 Business Central to provide comprehensive control over vendor transactions and payment management. This solution enables real-time tracking, reconciliation, and compliance, ensuring accuracy and efficiency in your financial operations. This function provides guidance on setting up and using Inyett Detect within Business Central to streamline vendor and payment processes.

Signup with Inyett#

Visit the Inyett homepage to get in contact with Inyett. When you become a customer at Inyett, you will receive an API key that you enter in the Banking Setup page.

Setup#

Search (ALT + Q) for “Banking Setup”.

Find the function#

Search (ALT + Q) for “Payment Suggestion”.

The connection to Inyett Detect is based on first creating a payment suggestion and then sending the suggestion to Inyett. The entries are then analyzed at Inyett and when this has happened, any warnings can be retrieved. Depending on the volume of entries, this analysis can take different lengths of time.

Use the function#

First, you create a payment suggestion. If “Send to Inyett when Create Payment Suggestion” in Banking Setup is set, the payment suggestion has now been sent to Inyett. If it is not set, you can continue working on the suggestion and when it is finished, you send the suggestion to Inyett via the menu item “Send to Inyett”.

The payment suggestion is now being analyzed at Inyett. After a minute or so it is time to get warnings. Select the menu item “Get warnings”. The lines that have a warning are marked with a red cross and those that do not have warnings are marked with a green okay symbol.

To see the warning, go to the line and select the menu item “Show warnings”. A new page will now appear with the warning. There may be multiple warnings on a payment line.

By clicking on “Click here to view details about the warning in Inyett Detect” you will be redirected to Inyett’s portal where you can see more information about the warning.

If you want to see all warnings for the payment suggestion, select the menu item “Show warnings” under the “Send to Inyett” button.

If you want to revoke a payment suggestion that has already been sent to Inyett, you can select the menu item “Revoke sent task” under the “Send to Inyett” button.

09Sales#

Posting Date#

In the standard application, you can choose whether the Posting Date of a sales document should be empty or set to “Work Date”. This feature has been enhanced with SweBase.

If the Default Posting Date is set to “No Date” on the Sales & Receivables Setup, Orders, Invoices, etc. the Posting Date will be blank for a new Document. When the Document is Posted the Blank Posting Date will be set to “Work Date”

Note of Goods#

It is common to mark the Sales Documents with Note of Goods. This field has therefore been added to orders, Shipment, Invoices and Credit notes.

Enter the Note of Goods that the customer wishes for their documents. The Note of Goods is printed on the SweBase Documents Picking list, Shipping, Invoice etc.

Control of Quantity on G/L Account Lines#

When employing the G/L Account as the Account Type, particularly on a Purchase Invoice, it is crucial to remember to input a Quantity (Qty). The Quantity is typically set to one for G/L Account Lines. Failing to enter a Quantity will result in the amount not being invoiced, effectively generating a Zero Invoice.

The Qty is automatically updated with 1 when using the G/L Account on the line. If the number differs from 1, you can change this manually.

Manage price calculation#

In Dynamics 365 Business Central, the selection of the customer who controls the price calculation is typically not configurable. In situations where the Customer and Bill-to Customer differ on orders or invoices, the price list of the Bill-to customer always takes precedence. However, with this functionality, there is the possibility to determine whether to use the price list of the Customer or the Bill-to Customer for price calculations.

Manage Salesperson#

In Dynamics 365 Business Central, the option to select which customer should govern the Salesperson for orders and invoices, particularly when dealing with a Customer and a separate Bill-to Customer, is not typically available. However, through this functionality, this gives the ability to control which Salesperson Code that is to be used.

SweBase setup Salesperson from

No Question when changing Bill-to Customer Number#

This feature means that the default confirm page when changing “Bill-to Customer No.” is not active. This has caused paying the wrong Customer.

Text Lines and Extended Text Lines#

The comment text lines added to an order are usually not linked to any Item Line. This has, for example, caused problems with printing from orders where partial deliveries have been made.
If subtracting the lines that are missing Qty, the text lines associated with the Item Lines are still printed.
This has been solved as follows:
Function connects comment text lines and extended text lines with Item lines. The connection is automatic, but you can manually remove that link.

If you do not want a connection of an extended text by default, you can mark the field “No Connection to Item Line” on the extended text header.

On the SweBase Document Shipment, Picking list and Invoice. The documents are printing only text line connected to an Item line which has Qty.

Sales Order

When entering an order, all comment text lines that you enter will be automatically connected to the next Item above. The text rows above first Item will not be linked to any Item row.

There are two text lines in the picture.

At the top there is a row that is not connected and below is a line that is connected. If the row is connected or not, you can see in the link linked to the Item row. If the field is marked with an √ the line is linked to the above Item.

Several lines can be connected to an Item. If you do not want the line to be connected, simply uncheck Connected to Item Line.

Default Value for Post & Print#

Using Action Post or Post & Print on a Sales Order will always have the default Ship and Invoice. This is changes so that “Combine Shipments” will have Ship as Default.

This feature is used to avoid accidentally Ship and Invoice.

Text line on a Combined Shipment Invoice#

When creating a Combine Shipment Invoice, the shipment number is added as a text line in the top of the Shipment Document.

This text has previously been unable to be translated into other languages or modified by the user. The text is now integrated with the Document Texts feature and can be controlled by the user. The following three lines are available to print the description in different languages.

Rows that have a minus sign will not be printed. If all lines have a minus sign, the default text will be printed.

The example above prints the Shipment No on the first row. Shipment No. is field number three in the Shipment Header. You can choose freely from all fields located on the Shipment Header. The syntax is $[FieldNo] to print a field in the text. You can also format the field$ [FieldNo, FormatStr]. Examples of FormatStr ‘ - ’ print ‘2020 - January’, see more information about the formatting on MSDN

In addition to this, the following information can be inserted:

More information about how the document texts work, can be found under the Document Texts.

Source on the General Ledger Entries#

To get a better overview and traceability from accounting transactions, Source Name is now included in the list. “Source Type” and “Source No.” can also be added to the list.

Print OCR No on Sales Document#

To print the Invoice and Credit memos numbers in OCR format with additional digits, including a length digit and a modulus 10 digit, navigate to the SweBase Setup settings. Use the “Search” function (ALT + Q) to find the specific setting labeled “Settings: SweBase Setup”.

Description 2 on item to documents#

This function is obsolete and replaced by item description 2 on documents by extended texts. See chapter “Item Description 2 on documents”

Exchange rate Message on documents#

If Exchange Rate has been changed this message will come up when Entering Posting Date on a document.

To simplify the process for users posting an order, the option to make a choice has been removed. Consequently, the SweBase Setup’s “Sales Exchange Rate Update” setting will always default to either “Current” or “Keep”. If users wish to view this message, they can refer to the “Inactivate SweBase functions” section.

Reverse tax liability on certain goods and services#

The upcoming bill, effective from 1st April 2021, includes a proposed introduction of the Reverse tax in national trade transactions involving taxable individuals. This applies specifically to the sale of mobile phones, integrated circuits, telecommunications services, game consoles, tablets, and laptops. The primary objective behind this proposal is to mitigate the occurrence of widespread VAT fraud.

On the SweBase setup, there are fields that control the handling of VAT.

Sales Order and Sales Invoice#

The function is only used when posting an order or an invoice. Enter the sales line. If an item / resource or similar is covered by the legislation, it must be marked with the “VAT Prod. Posting Group” that is in the field origin “Origin VAT Prod. Posting Group” in the SweBase settings. If the sum of the lines that have this template exceeds SEK 100,000, the VAT product accounting template will be replaced with the one in the field new VAT product accounting template in the SweBase settings. This is done in the invoicing accounting.

Before posting:

After posting:

The invoice now has zero VAT on the lines covered by the regulations. By setting a VAT clause, the text “Reverse tax liability” is printed

Purchase documents#

The functionality for updating the “VAT Prod. Posting Group” on the lines is available for purchase orders, purchase invoices, purchase returns, and purchase credit memos. This feature operates similarly to what occurs on sales documents during posting. It proves particularly helpful when receiving an invoice from a supplier. By utilizing this function, you can conveniently assign the appropriate “VAT Prod. Posting Group” to the lines based on the amounts, items/resources, and accounting accounts involved.

Tax reduction ROT, RUT and Green technology#

This module supports tax reduction for ROT, RUT and Green technology. After registering the information needed to meet the tax authority’s requirements, the system will keep track of the deductions made. It is supported to send the deduction by a file to the authority.

Enter tax reduction#

On the sales order or sales invoice. Search (ALT + Q) for “Enter Tax Reduction”

When using the function the first time a message is shown:
“The tax reduction functionality is not activated, do you want to do that?” answer yes.

Next massage:
“Prices must be including VAT, do you want to continue?” answer yes.

Customers who are to receive a tax reduction must be marked with prices including VAT.

The registration page below indicates the information required by the tax authority.

Header

Lines

If a new document is registered with the same customer number, the information above will be copied from the previous document.

On the document lines, three new fields become visible. The fields are only displayed for documents with tax reduction. “Tax Reduction Type”, “Hours” and “Material Cost”

Within the list of orders or invoices, a new field called “Tax reduction” has been introduced. This field allows filtering the list, displaying only the entries associated with tax reductions. By creating a custom filter, you can obtain a comprehensive overview tailored to your needs. Additionally, there is a fact box available that presents information specifically related to tax reductions.

Tax reduction type#

This page shows the possible tax reduction types available.

If you want to change the tax reduction %, do so in the “Adjusted Tax Reduction %” field. This may be useful if the tax authorities change the rules for how large the deduction can be.

By changing Other Cost %, other costs are automatically calculated from the taxable amount when posting the invoice. This is mainly used when applying for Green Technology.

Search for information#

Once the documents have been posted, there will be tax reduction entries available. These entries provide information about the current status of the case.

Search (ALT + Q) for “Tax Reduction Entries”.

The status of the tax reduction is displayed. In the lower part it is visible to which persons the application applies.

Print invoice#

The invoice will include information about the tax reduction, resulting in a reduced amount that the customer needs to pay. However, in the customer ledger, the full amount is recorded as the tax authority is responsible for paying the second part, provided that the application is approved. If the application is not approved, the customer retains full payment responsibility.

Cash receipt#

The cash receipt for the invoice is done in the usual way, first the customer’s part and second the tax reduction part from the tax authorities. To the right of the payment journal is a fact box with information about the tax reduction.

Create file#

Search (ALT + Q) for “Tax Reduction Entries to Apply”

Select the lines to apply for. If the customer hasn’t paid his part of the invoice, the invoice will not be shown in this page and it will not be possible to apply for tax reduction.

NOTE! it is not possible to mix ROT, RUT and Green technology in the same file.

Press menu item Create file. An xml file that looks like the one below is created. Find the file with a name like this Request for tax reduction_220205_1532_1.xml in the download folder. This file is then uploaded to the Swedish Tax Authority page.

No reduction granted#

If the tax authority does not grant the applied deduction for tax reduction, this must be registered to get the right amount that the customer is obliged to pay in case of e.g. reminder printout.

In the page for tax reduction entries, there is a function at the personal level where the “Not Granted Amount” is adjustable.

No reduction granted with replacement invoice#

If you want to replace the non-granted tax reduction with an invoice that will be sent to the person directly, this can be activated by entering an item no. in the Swebase setup, which is partly credited via a credit invoice to reduce the original invoice and the same item no. is then used to invoice the end customer.

You have the option to add two lines of text that inform what the invoice refers to. In the example NOT GRANTED LINE 1 and NOT GRANTED LINE 1.

When you select the menu item Adjust Not Granted Amount and enter the amount that was not granted, you will be asked if you want to create a replacement invoice.

On the created credit memo and invoice, text similar to the above will appear.

Reminders#

Search (ALT + Q) for “Tax Reduction Reminders”

On this page, find lines associated with customers that require reminders. Simply navigate to the desired line and proceed with printing.

10Purchase#

Posting Date#

Within the standard application, users have the option to determine whether the accounting date of a purchase document should remain empty or be set to the work date. This functionality has undergone enhancements for improved performance.

1. Purchase Order
2. Purchase Return Order

In the “Purchases & Payables Setup” the field “Default Posting Date” have been set to “No Date”, then Orders, Invoices, etc. will have blank date when creating a new Document. During the Posting the Posting Date will be set to Working Date instead of an error.

If posting an Order with Back order Qty the Posting Date will still be Blank.

Inward registration#

Functionality for Inward Registration of Vendor Invoices and Credit memo is developed for SweBase. This function is for an invoice or credit note which arrives at the company, it will be Inward registered. This means that G/L entries, VAT entries and Inward entries are created. When the Invoice / Credit memo is posted or deleted, the posting will be reversed. The function can only be used from Document Type Invoice and Credit memo, it does not work on Purchase Orders and Purchase Return Orders.

Under the inward registration tab in SweBase Setup, users can access various settings related to source code, posting description, and product posting group when inward and return accounts are posted. Additionally, there is an option to have the inward registration automatically posted when an incoming document is transferred to a purchase invoice or credit note. Users also have the choice to retain or blank out the Posting Date after inward posting.

To ensure accurate VAT posting, it is necessary to configure the system accordingly. During the Inward registration process, the VAT Posting setup associated with the Vendor is utilized, and the calculated VAT rate is used to determine the appropriate “VAT Bus. Posting Group” on the counter transaction. To access and adjust this setting, search for “Inward VAT Posting Setup.” Below are examples demonstrating how to configure the setup effectively.

If the system finds a template that matches the percentage eg 25% then the template is used. Should it be that the VAT rate registered is not found then the system will create two “VAT entries”, one with VAT only and one with no VAT.

To enable smooth processing of the Inward Registration Bridging, it is essential to configure a Balance account on the Vendor Posting Groups. This can be accomplished by making the necessary adjustments within the Vendor Posting Groups settings.

In conjunction with the aforementioned account, it is important to specify the balance account designated to receive the inward registration. This can be achieved by entering the appropriate G/L account in the “Inward Reg. Bridging Account” field within the general posting setup.

Find the function 1. Purchase Invoice 2. Purchase Credit Memo 3. Inward Registration

The functionality can be utilized in two distinct ways. The first approach involves registering arrival details on a Purchase Invoice or Credit Memo and subsequently posting the document directly from there. Alternatively, employing a journal to batch post multiple Invoices or Credit Memos simultaneously.

To initiate an arrival registration, generate a new Purchase Invoice or Credit Memo and proceed to select the respective vendor. Additionally, ensure to populate the required fields listed below to finalize the registration process:

Once the necessary steps have been completed, users can preview the posting by utilizing the “Preview Posting” action. This action will display the generated G/L Entries transactions and VAT Entries that will be established upon posting. To execute the posting of the inward registration, users should utilize the “Post” action (Shift + Ctrl + F9). For a comprehensive overview of the posted inward entries, users can access the “Inward Reg. Entries” action (Ctrl + F7).

Posting is automatically performed using the default settings. However, if desired, users can review and modify the settings before posting by selecting the menu item “Inward Posting” followed by “Inward Reg. Lines”.

Reverse a posted inward registration. Use the function Reverse in this window.

To suggest lines from the registered invoice and credit memo lines, use the function Suggest Lines.

Change dimension values for the inward registration. It is done either in the fields on the lines or menu item Dimensions in the Function area.

Multiple Inward Registrations

To enter multiple inward registrations simultaneously, utilize the Inward Journal feature, specifically designed to streamline this workflow. Within the journal, input the same information as you would for a single invoice or credit memo. The distinction lies in the ability to input multiple documents on a single line, which are subsequently posted in a batch.

When the due date is displayed in red, it means that a non-banking date has been registered, i.e. the invoice will not be paid on this day. When you are done with all Invoices and Credit Memos, use the Action Post Batch. After that, Invoice Documents have been Created and the Inward Registration has been Posted.

To view the status of the inward registration and access information about the posted G/L accounts and other data, the Inward Entries can be accessed. These entries are located within the invoice and credit note purchase sections directly on the Vendor Card, accessible through the History menu.

When viewing an Inward Reg. Entries, selecting the amount of the inward will allow you to access the detailed entries. These entries share the same entry number as the G/L accounting entries. This facilitates potential reconciliation between the ledger and the inward entry.

To view the Inward postings in their entirety, access the Accounts Payable Inwards report. Apply a date filter to display the balance as of the desired date.

Webservice-API#

By publishing codeunit 12048930 “PEB Inward Posting API” and Table 38 “Purchase Header” with the same name, it is possible to post arrival registration and reverse an already registered arrival transaction. There are three methods available PostInward, PostReverseInward and PostExactReverseInward.

By publishing codeunit 12048929 “PEB Purchase Posting API” and Table 38 “Purchase Header” with the same name, you can post the purchase together with the arrival registration. There is one method available PostPurchase.

Incoming Document#

To enable the integration between incoming documents and SweBase, a setting is required which specifies which codeunit to use after the field mapping. By making this setting, automatic updating of the fields “Gross Invoice Amount” and “Of which VAT Amount (Inward)” on the purchasing header is activated. The rounding found in SweBase for purchasing will also be activated.

Search for” Data Exchange Definitions”

Select the line for the integration. Press menu item Edit.

Select the line “OCR - Invoice Header” and press menu item Field Mapping.

Enter 12048934 “PEB Post Data Exchange” in the field Post-Mapping codeunit.

Do the same for “OCR - Credit Memo”.

Note of Goods#

It is common to mark the Purchase Documents with Note of Goods. Therefore this field has been added to orders, Shipment, Invoices and Credit memos.

Rounding of Purchase#

This feature facilitates rounding of purchase invoices. The user can specify the allowable rounding amount, commonly set to a maximum of 1 SEK.

The allowable rounding amount can be entered in the SweBase settings field “Maximum Rounding Purchase.” Specify the amount that can be automatically rounded up in this field.

When entering a purchase invoice, the vendor invoice amount, including VAT, must be entered in the “Gross Invoice Amount” field. This function is activated by the setup, and the Gross Invoice Amount field should not be left blank.

The lines entered on the Invoice are checked at the time of posting against the amount in the Gross Invoice Amount.

If the difference between the Gross Amount and the Total Incl. VAT is less than 1 SEK (setup), the difference will be booked as a rounding line.

If the deviation is greater than the amount in the settings, an error message in connection with the posting will appear:

If this message appears, it is necessary to adjust the invoice so that the amount on the lines matches the amount stated in the invoice header.

Use the same External Document No. more than once#

In Dynamics 365 Business Central, a check can be enabled to detect the reuse of the same invoice number on a supplier. If the same invoice number is detected, posting with that number will not be allowed. This feature provides the flexibility to exclude specific vendors where it is acceptable to reuse the invoice number multiple times.

Examples of suppliers where the feature can be used are the tax authorities that use the registration No as invoice numbers. Setup On the Vendor

In the field No control of Ext. Doc. No. you put an √. In the field External Document No., you can enter the Invoice No to be used on the Documents.

1. Purchase Order
2. Purchase Invoice

When registering an invoice for this vendor, the suggested invoice number will populate the Supplier’s invoice number field on the invoice.

Posting with the same invoice number can be made for this vendor.

No question when changing Bill-to Vendor No.#

This feature disables the default confirmation page that appears when changing the Bill-to Vendor No., preventing the risk of paying the wrong Vendor.

Show the Document No. after posting#

If there are separate number series for the Document and Posting Document, a message will be displayed after posting, showing the Document No for the Posted Invoice.

1. Purchase Order
2. Purchase Invoice
3. Purchase Credit memo

Settings

Purchases & Payables Setup

In case of different number series, a message will be received after the Posting indicating the “Invoice No”.

Extended search feature for Vendors#

In the Vendor Name field of the Purchase invoice, the Bankgironr or Plusgironr can be entered.

If the number is entered correctly with dashes as a bank or plus giro, a search will be performed in the bank or plus giro column of the vendor bank account. This allows for finding the correct supplier and bank account, even if there are multiple bank accounts for the supplier.

Control of quantity on G/L account lines#

When using the account type “G/L Account,” such as on a Purchase Invoice, it is important to remember to enter a quantity. The quantity is typically always equal to one on a G/L account line. Failure to enter a quantity will result in the amount not being invoiced (Zero Invoice).

1. Purchase Quote
2. Purchase Blanket Order
3. Purchase Order
4. Purchase Invoice
5. Purchase Return Order
6. Purchase Credit Memo

The quantity is automatically updated with 1 when using the G/L account on the line. If the number differs from 1, it can be changed manually.

Source on the General Ledger Entries#

To get a better overview and traceability from accounting transactions, Source Name is now included in the list. “Source Type” and “Source No.” can also be added to the list.

Exchange rate Message on documents#

If Exchange Rate has been changed this message will come up when Entering a Posting Date on a document.

To eliminate confusion for users when posting an order, we have made changes to ensure that the SweBase Setup “Purchase Exchange Rate Update” is always set to either Current or Keep. As a result, the message related to this choice has been removed. If you prefer to disable SweBase functions, please refer to the option “Inactivate SweBase functions.”

Fast Vendor Registration#

The function is to facilitate the registration of new suppliers in connection with the registration of purchase invoices. All necessary/important fields are easily accessible on one page.

Enter SweBase Setup.

Use the function#

Select the fast Vendor Registration field. This field can only be marked if there is a standard vendor with an associated bank account.

Enter a vendor on a document#

To find or create a new vendor, utilize the vendor’s field name. Input the supplier’s name, number, Bankgiro number, or Plusgiro number to search for an existing supplier using the extended search function. If the Bank or Plusgiro number is not associated with any vendor, you will be prompted with the following question: “The vendor cannot be found. Do you want to create a new vendor?”

In the next step, the selection of a template will follow (Business Central standard functionality). After that, a simplified vendor card with the central fields. Bankgiro or Plusgiro is filled in from the previous search. The registration can be done very easily as in most cases the name of the vendor is good enough. When this is done, leave the page and return to the document, the supplier has now been entered.

If something is missing on this page. Select menu item Vendor to enter the standard Vendor card.

11Inventory#

Default values on the Item Journal#

To facilitate the registration of entries in an Item Journal, The “Item Journal Batch” is expanded with the “Location Code” and “Gen. Bus. Posting Group”.

1. Item Journal
2. Phys. Inventory Journals

In the Item Journal Batch, the fields for Location Code and General Posting Group can be entered.

In this example the the values is set to HUVUD and INRIKES.

When using a Journal with these settings, all lines will be set with those values.

Item Description 2 on documents#

Item description 2 can be created as extended text and therefore be registered on the documents that the extended text function supports in the base app.

Add the field “Description 2” on the item card with the help of personalization.

In SweBase Setup, the activation of this function is determined by the field “Item Description 2 as Extended Text”. When this option is enabled, a prompt will appear asking if you want to include additional texts from the item description 2.

Item description 2 has now been added as an extended text and will be used in accordance with the base app.

12Resources#

Translate resources#

If resources are used in the Sales and Purchasing modules and documents need to be printed in different languages, this feature enables the translation of resources similar to how Items are translated into other languages.

13Reports & Documents#

A number of documents with a layout that corresponds reasonably to the Swedish standard have been added. The documents can be configured in Page Header and Footer Setup. There is also a set of reports that more clearly show relevant information in relation to those in the Base App. Below follows a list how report/document has been replaced in the Base App. You can read about how they are replaced in the General Report Selection section.

Reports#

Documents#

Page Footer#

The footer printed on different documents quotation, order confirmation, invoice, credit note, etc. can be adjusted. The footer can be controlled based on information on the customer or supplier. What can be used is: Currency, Country, Language and Supplier Customer No. If not, the page footer is written in two versions, one for Swedish customers and one for foreign customers. To handle default values that are blank or are specified with a value. For example, language code can be entered as blank or SVE, both are for Swedish. The same applies to countries and currencies. The BVA Code, Local Language, and Local Country settings are available at: SweBase Settings and Documents.

Search for “Page Footer List”

Enter the filter fields to be used for the footer. In the Type field, enter, for example, Customer and in the No. field, enter the customer number. If all other fields are left empty, the footer applies only to the registered customer. If you choose to further specify e.g. Currency code will also include it in the filter. This also applies to country/region, language, Document Code, Responsibility Center, and Report ID. Selecting Report ID will be a definite footer for that print. Responsibility Center comes from Customer/Supplier. Document code is a free term that can be placed on a customer / supplier.

If no filter bar is registered, the page footer will apply to all documents.

In SweBase, default settings are available for the footer if none are created. These default settings allows copying to the new footer by pressing “Get Default Setup”.

Select Value or “Field Reference”

Then adjust the fields that are bound to change.

If chosing value, it looks like this

If chosing “Field Reference”, it looks like this

Field reference means that the value is taken from the table when the report is printed. The field reference syntax is $[FieldNo], FieldNo is the field number in table 79 corporate information. Country / region code and Country / region code is not printed without the description in the related country / region table. To print the code for the country instead, the syntax is$ [FieldNo, Code]

The fields displayed in red italic style indicate that there have been changes in the field’s properties. By clicking the button with three points (AssistEdit), you can access a new page where you can specify the properties that will be applied to the field.

There are two functions to copy the footer.

1. Copy the footer from the same company.
2. Copy the footer to all companies.

Page Header and Lines#

What is printed in the header and the lines on the documents can be changed. The addresses can be written in various ways, the location and if it is printed. The choices are “None, General, Billing, Delivered” and where they should be printed right or left in the header.

The address is retrieved from the tab on the page with the corresponding name. Additionally, there is the freedom to customize the content that will be printed from the document header.

There are 13 places to print see the selected places below. Field 1 to Field 3 is at the top. The rest of the fields are divided into 5 rows with two columns. The rows can be changed accordingly.

Search for “Page Header Setup”

Enter the report to the list and choose what should be printed. If the report is not included in the list, the addresses will be printed in a standard manner as we know before.

The caption can be chosen from the available list, or you can enter a new caption. However, if you enter a new caption, it must be translated into document texts. Please note that the translated captions will not be displayed until the first printout. They will be marked as untranslated in the document texts. To translate the caption from the header, click on “Assist Edit” for the header.

The fields “Data” specify what to print from the document header or columns on the rows.

Syntax to retrieve data

There are several ways to retrieve data.

Document Header

If only a number is entered, data is retrieved from that field on the document header. There is a lookup on the field that shows all the fields available for the table.

If there is a need for a customization with calculated value, DATA [11] to DATA [50] is used, the same variable for header and rows.

Pick data from different tables in Page Header

QR Codes#

An report layout that prints QR codes on an invoice or a reminder is available. Either choose to replace the standard report layout in the Report Layout Selection, then this layout applies to all invoice or reminder printouts or create e.g. a copy of the “QR Invoice Layout” and enter the layout in the “Custom Report Layout Code” field on the page header setup.

Search (ALT + Q) for “QR Code List”.

Email#

Setup your own body text when sending an email. Body text management is available for the following documents: - Shipment - Invoice - Credit Memo - Reminder - Finance Charge Memo - Sales Order - Sales Quote - Purchase Order

When you start up a new company, the report options for the above documents are pre-populated with an Email Body Layout. If you want to run the corresponding function in a company that is already set up, you can run the function Init Documents with Email Body. It replaces the report selections that may have been made with the SweBase standard documents and associated email body layout.

Search (ALT + Q) for “Standard Text Codes”.

Enter a code e.g. INVOICE. Select menu item Extended Texts.

Add a new Extend Text.

It is possible to insert a default email body text to start with. Select menu item Insert Default Email Body.

Select which document the body text is to be created for.

The following fields can be inserted into the body text: - Invoice No. = %1 - Total Amount Including VAT = %2 - Total Amount Excluding VAT = %3 - Currency Code = %4 - Due Date/Order Date/Quote Date = %5 - Question email address = %6 - Company Name = %7 - Salesperson/purchaser name = %8 - Bill-to Customer No./Pay-to Vendor No. = %9 - Sell-to Customer No./Buy-from Vendor No. = %10 - Bill-to Name/Pay-to Name = %11 - Sell-to Customer Name/Buy-to Vendor Name = %12 - Note of Goods = %13 - External Document No./Vendor Order No. = %14 - Salesperson Phone No. = %15 - Salesperson Email Address = %16

A maximum of 15 lines can be inserted as body text.

Enable the function

Once this standard text is generated it has to be set up on the Page Header setup for the corresponding document. This is done under the Email header in the Page header setup. Set it in the field “Email Body Text Code”.

Document Line#

When entering only a number, the data is retrieved from the corresponding field on the document line. The field has a lookup feature that displays all the available fields for the table.

There may be calculated values from the document row, which are specified as DATA [1] to DATA [10] If there are and which ones are shown when downloading the default setting. The description of how it is calculated can be found in the report object.

If there is a need for a customization with calculated value, DATA [11] to DATA [50] is used, the same variable for head and rows.

Item on the line

Enter I-3 for field no three on the item, if it is not an item on the line, it will be blank.

Item Variant on the line

Enter V-3 for field no three on the item variant, if it is not an item on the line, it will be blank.

Resource on the line

Enter R-3 for field no three on the resource, if it is not a resource on the line, it will be blank.

G/L Account on the line

Enter G-3 for field no three in the accounting account, if it is not an account on the line, it will be blank.

Service Item on the line

Enter SI3 for field no three on the service item, if it is not a service item on the line it will be blank.

Attributes from the Item that are on the line

Enter IA(1) to retrieve the item’s attributes. Number one is the attribute ID, it can be zoomed in on the page for the attributes.

Line Number

Enter DATA[99] to print line numbers. It is a calculator that starts with one for the first line of the document and counts one. Be sure to change the row numbers if inserting a row into the document.

The “Suppress Blank” fields are selected if the intention is to not print the prompt when there is no data to be printed.

The Format field is used to format certain fields. The choice is between Short 14-08-28, Long 2014-08-28 or free format according to developer help. <Year,2>-<Day,2>-<Month,2> 2014-08-28 <Year,2>-<Week,2> 14-45 At MSDN you can read more about the formatting.

Fields that have a related table, for example, box 43 merchant code retrieves the name of the seller. To print the seller code instead, enter Code in the Format field

When the “Compress” field is selected, all fields in the matrix will be organized without any empty rows. Rows 1 to 5 will be shifted upwards and will fill any gaps that may arise when using the “Suppress Blank” fields.

There are two functions for copying the header. Copy from a header in the same company. Copy the header to all companies.

Report Selection from menus#

In Dynamics 365 Business Central, the printing of documents can be controlled through Report Selection.

SweBase redirect reports in the Page “General Report Selections” instead, so the SweBase report and document will be used instead.

Standard reports replaced by new ones#

There are several standard reports that have been improved. The reports are completely redesigned, which means that there may be differences from the standard reports that the customer does not want. We have therefore made it easy to exchange reports without changing the menus. There is now a function to change reports.

The new function allows for individual control of reports based on company and user settings.

Search (ALT + Q) for “General Report Selections”.

To revert the list back to its original state, delete all rows and select the “Init Base Reports” menu item. The listed reports are the ones currently supported.

Init Base reports is also used if the developer has supported multiple reports. Those reports will then be included in the list.

14General#

Inyett Search#

Inyett Search is an external search service provided by Inyett (https://www.inyett.se/stories/microsoft). By searching for, for example, a customer or vendor, you can retrieve address information, financial data, and more directly in Business Central. Inyett Search is available in two versions: a Freemium version, which is free to use, and a Premium version, which is available if you sign a contract with Inyett.

You can find the settings by searching (ALT + Q) for Banking Setup and the tab Inyett.

On the customer and vendor card there is a new field called “External Search”. In this field you can enter a company name, corporate registration number or a bankgiro number/plusgiro number.

For example, when you have registered a company name, you will see a list of matches for that name. Select the company you want and press enter. If there is only one occurrence, the list will not be displayed and you will go directly to Changed Data.

The next page that appears is a comparison of the information available on the existing customer/vendor (for updating). If it is a new customer/vendor, all information will be displayed as a new value in red. You can adjust any information by selecting menu action Edit List. Then press enter and the customer/vendor card will be updated. If you searched on the vendor card using a bankgiro number/plusgiro number and you have also defined a template bank account on the template vendor, the bankgiro number/plusgiro number will be added to the supplier’s bank account card.

The premium version also gives you access to a new fact box called Company Control. This fact box shows the rating and when the customer/supplier was last updated. If you click on the link “Click here for more information” you will be taken to Inyetts Portal where you can get much more information about the company.

The rating symbol is also found in the customer and supplier lists.

Turn off the Function

By inactivating the Swebase functions PEB0136 and/or PEB0137, you can turn off the Inyett Search functionality.

Filter totals with all dimensions#

On the chart of accounts, it is possible to filter totals with all dimensions using the Dimension Set ID Filter Field. Enter an integer for the desired combination of all dimensions, including the global ones. The problem is that you must know which Dimension Set ID it is for the desired combination of Dimensions Values. Use the page Find Dimension ID to find the Dimension Set ID for a combination of Dimensions Value.

Enter the Dimension Value to get the Dimension Set ID or enter the Dimension Set ID to get the Dimension Value.

Use the found Dimension Set ID to filter the totals in the Chart of Accounts, Balance Report or Income Statement.

Default Customer, Vendor, Item, Resource, Job#

To eliminate the need to enter repetitive basic information for newly registered customers, items, and other entities, establish predefined standards for them.

The example addresses the customer, but the function is the same for the other tables.

Customer

Configure a template customer that can be used as a reference when registering new customers. Within the template customer, you can input the consistent information that applies to all customers. This may include fields such as payment terms, customer posting, and payment reminder code.

Block the customer.

SweBase Setup

1. Vendor
2. Customer
3. Item
4. Job
5. Resource

Once the settings are configured, the feature becomes active whenever a new customer is added to the customer register. The information specified in the template is automatically copied to the new customer, streamlining the registration process.

External Document No. on customer#

The field “External Document No.” is added to the customer and transferred to the sales documents when created.

Contact in Address#

It is not common to have the Contact in the Address. On SweBase setup it is possible to remove the contact from all addresses.

In the SweBase Setup mark the field “No Contact in Address Format”

Document text#

This function is used to set the translations for caption texts on documents.

Supports all documents included in SweBase. Document texts are easy to adapt in other reports and document.

Local Language

SweBase Settings for Local Language for Documents is used to encode blank Language Code on Customers and Vendors. SVE is recommended for Swedish. ENU Language for Documents is recommended with ENU as Code.

For both customers and vendors, leaving the Language Code blank will result in the default language being assigned.

Language

Translation can be made for any language and for any number of languages.

Search (ALT + Q) for “Document Translation”.

Translate

In order to translate your documents, it is necessary to have printed or previewed the document at least once. This action will populate the table with all the new captions.

Minus indicate not translated (-) and it will be blank on printing.

The translated text is by default available in all companies.

The Company-specific column is ticked for the text to be used only in the logged-in company. It is possible to add different texts in all the companies.

To make the translation

Document Translation

Here are all the different languages and texts.

In the header, filters can be applied to languages by selecting the desired language in the Language Code Filter field. This allows viewing only one language at a time. Additionally, it is possible to filter the code to be translated using the Code Filter field.

There is also the option to select the Not translated lines field. If the field is marked, only the fields that are missing value in the Name field are displayed.

Sort order can be set to Language Code or Code.

In the lower part of the window there are lines where translation takes place. In the first column, the language code is entered. In the second field is the field code. In the third field, enter the text to print on the documents.

Some texts are also corrected in Swedish. There are text lines that appear on the documents (e.g. the invoice). Total %1 … on invoice where %1 is currency code and %2 is expiration date. There are also comment rows on the documents, such as Invoice Line1 … etc.

If a new language code is posted afterwards, new lines appear for that language when the document is printed or previewed. Remember to translate the new language code.

To avoid writing a text, such as comments, enter a minus sign (-) in the Text field. In the example below, the text for Quote Line1 and Quote Line2 will not be printed, no comments will be written for Quotations.

Add a new Language

To add a new language code and generate lines for this language, enter the language code in the Create new language field.

OCR on Document for printout#

When printing an Invoice, Credit Note, Interest Invoice, Service Invoice, and Service Credit Note, OCRcan now be entered for SE, FI, NO and DK.

This is done with the codes:

DATA[70] = Swedish, calculated with modulus 10 with length digit.

DATA[71] = Danish FIK71.

DATA[75] = Danish FIK75.

DATA[76] = Swedish, calculated with modulus 10 and without length digit.

DATA[77] = Norwegian KID, calculated with modulus 10.

DATA[78] = Norwegian KID, calculated with modulus 11.

DATA[79] = Finnish.

DATA[80] = Finnish, non-numeric characters are removed from the number and check digit is calculated.

The code can be placed on the fields in the document header. Furthermore, it is also possible to include the code in document texts.

The example below prints a Swedish OCR code at the bottom of the invoice.

Preview the Invoice#

On the sales invoice there is a menu item Print Draft Billing that prints a preview of the invoice and is called Draft invoice. It has its own design that does not match the correct invoice.

There is a function for printing an invoice document that is a proper preview of the invoice. The function creates a temporary invoice with invoice ##### which is then printed with the invoice document you have chosen. To enable the feature: select report 12047981 Preview invoice in Report Selection, Sales and Draft Invoice.

Important to note is that for a short while there is a Posted invoice with No: ###### with the name Preview. It is deleted at the same time as it is printed.

There is a small risk that the invoice with No: ###### and referred to as Preview can be printed by a print job. To avoid it, Printout is set to 1. If you have a print management customization, it should be handled with an Event contained in Report 12047981 Previewing the invoice. Check with your software vendor that it is OK.

Permissions#

When SweBase is installed, three permission groups are Created

Demo data#

On the SweBase Setup it is possible to create Demo data in a Cronus Company

Use the Action Create Demo Data Cronus

Inactivate SweBase functions#

The function is used for disabling one or more functions in SweBase.

The Column Active indicate if the function is active or not. Just change the Active column to deactivate the function.

API Pages#

With SweBase, we ship a number of API pages. They contain the fields that are added. Can be useful when integrating with external systems such as Power Automate.

• Sales Header
• Sales Line
• Sales Shipment Header
• Sales Shipment Line
• Purchase Header
• Purchase Line
• Purchase Receipt Header
• Purchase Receipt Line

15Charge of the Swebase App#

The billing of Swebase is managed by Payment Provider. The “Swebase PaymentProvider Overview” page allows you to find and manage the subscription of Swebase.

Register payment information#

There are two ways to find the registration view for the billing information. Either click on “Manage subscriptions and payments” link in the notification text (1) which is displayed when you install an App from Programekonomi or search (Alt + Q) for “Swebase PaymentProvider overview”.

Select App

An overview and status of all apps are displayed. By clicking on the amount (1), a specification is shown of the total amount (2).

The following features are located at the bottom of the page

Update

When selecting Update (1) all information for all lines is updated from our service provider Stripe. It can be used if there is a problem to Activate or Cancel a line.

Activate selected

If a subscription has been canceled earlier, reactivation can be done by selecting Activate selected (2).

Cancel selected

When selecting Cancel Selected (3), the subscription is canceled, and the registered credit card will no longer be charged for the App selected. The app will be able to run until the end of the period.

Add/Update Credit card

When selecting Add/Update Credit Card (4) a guide will be displayed where various tasks are to be registered when adding or updating a credit card

Registering Process#

Step 1

When selecting Add/Update Credit Card the first page asks for the e-mail address to be used to receive the receipt for the billed amount.

Step 2

Register credit card number, validity date and CVC code. The CVC code is located on the back of the credit card.

If a credit card has already been registered, the following image is displayed. Here is the opportunity to register another card or extend the period of validity.

Step 3

When this is done press “Next” and a new page will be displayed with address information. These will be written on the receipt. VAT registration number is mandatory. Possibly there are pre-filled data retrieved from the company information in the system, if they are incorrect, adjust them.

Step 4

Clicking “Next” shows an overview of the Apps that are selected and a price summary of the current charge. If, for example, the price for the App is based on the total number of users, the amount charged will automatically be if a new user is added.

Clicking on the amount shows a specification of how the total amount is calculated. Press “Exit” to confirm the purchase.

Contact Programekonomi#

By searching (Alt + Q) after Contact Programekonomi, our contact details are displayed.

Important to consider when uninstalling SweBase#

If it becomes relevant to uninstall SweBase, it is important to unsubscribe before uninstalling.

This is done on SweBase Setup, menu item “Unsubscribe”. If you miss it, you can contact support at support@programekonomi.se

If this is not done in connection with the uninstallation, you will be charged in the future.

16Legals#

EULA

Link to EULA

Privacy Statement

Link to Privacy Statement