Accounting and payment registers

These registers decide who sells, which accounts sales and payments are booked to, which dimensions are tracked, and which payment methods are available. They affect invoices, the accounting transfer to Netvisor or Procountor, the POS and payment reports.

COM - Company

A selling company. Every catalog belongs to one company, and invoices are issued by the company whose products are sold.

Field	What it affects
Name, Display name, Short name	Company name on invoices and documents, and in company selections.
Business ID, VAT number, Postal address, Contact email / person	Seller details on invoices and documents.
Bank accounts	Bank accounts printed on invoices.
Advance receivables account, Invoice receivables account	Default receivables accounts for advance invoices and normal invoices in the accounting transfer. Can be overridden per customer.
Default advance product, Advance products	Products offered when staff add an advance payment to an order.
Advance accounting	Which advance product is used depending on how the advance is paid (cash, online, PDF invoice, e-invoice). If none matches, the default advance product is used.
Service fee products	Products offered when staff add a service fee to an order.
Is zero VAT	For a company that sells without VAT. Invoices then show the zero VAT reason text from the document theme (see Documents).
Invoice date from / to	The period in which the company can invoice. Invoices dated outside this period cannot be accepted. Leave empty for no limit.
Succeeded by	When a company is replaced by a new one (e.g. after a merger), set the new company here. A sale may then contain products of both the old and the new company.
Marginal sales account, Marginal tax product code	Account and product code used for margin-taxed sales rows in the accounting transfer. Both must be filled for either to take effect.
Dimension label	The company's own dimension label, set automatically on sales sold by this company.

Changing the selling company

To move sales to a new company from a given date, set Invoice date to on the old company, Invoice date from on the new one, and Succeeded by on the old company.

BOO - Account

A bookkeeping account.

Field	What it affects
Code	The account number sent to accounting.
Description, Display name	Shown when selecting accounts.
Companies	The companies that can use this account. An accounting rule only applies to a sale if the account belongs to the selling company.
Active	For your own bookkeeping. Does not stop rules that already use the account.

BOO - Accounting Group

An accounting group connects products to sales accounts. Each product belongs to one accounting group.

Field	What it affects
Description, Display name	Name of the group in product settings.
Rules	One or more account rules (below).
Companies	For your own organisation only; the companies of each rule's account decide where the rule applies.

Account rule

Field	What it affects
Sales account	The account sales of the group's products are booked to.
Accounting product code	Product code sent to accounting with the row.
Valid from / to	Invoice dates the rule applies to.

For each invoice row Willba picks the first rule whose account belongs to the selling company and whose validity covers the invoice date.

Changing a sales account

Do not edit the account of an existing rule. Instead, end the old rule (valid to) and add a new rule starting the next day. This keeps old invoices booked to the right account.

warning

If no rule matches, the invoice row is transferred without a sales account. When you add a company, add rules (or companies to accounts) for it in every accounting group it uses.

Dimensions

Dimensions are how you track sales for reporting and accounting, for example cost centre, project or customer segment.

DIM - Dimension

A dimension, e.g. Cost centre.

Field	What it affects
Name	Shown in dimension selections and reports.
Sort order	Order in dimension selections.
Required	A sale's invoice cannot be accepted until a label is selected for this dimension.
Dimension targets	Where in Willba the dimension is shown (see Dimension Target).
Active from / to	When the dimension can be used.
Bookkeeping code	The dimension's code in accounting.
Special type	Marks the dimension's role. VST main and VST side fill in the codes of the VST program (state subsidy reporting for sports institutes) automatically; the other types are for information.
Restricted to sites	Sites where the dimension is shown. Empty = all sites.

DIM - Dimension Label

A value of a dimension, e.g. Cost centre 100 – Restaurant.

Field	What it affects
Dimension	The dimension the label belongs to.
Name, Display name	Shown in selections, reports and invoices.
Active from / to	When the label can be selected.
Bookkeeping code	The code sent to accounting.

DIM - Dimension Target

Where a dimension or shortcut is shown. The target must be one of these values exactly:

Target	Shown in
SALES	Sales
EVENT	Events
QUICK_SALES	Quick sales
DAY_VISITOR	Day visitors
BOOKKEEPING	Invoice and accounting views
CALENDAR_RESERVATION_PROPERTY	Space reservations
CALENDAR_RESERVATION_HUMAN_RESOURCE	Staff reservations
FRONT_DESK_SEARCH	Front desk search filters
SALES_LIST_SEARCH	Sales list filters

A misspelt target is ignored without an error.

DIM - Dimension Shortcut

A named set of labels that fills several dimensions with one click, e.g. Conference – Company X sets both Cost centre and Project. Shortcuts are shown in dimension selections and as quick choices in the POS.

Fields: the dimension labels it sets, targets where it is offered, active from / to, and restricted to sites.

DIM - Derived dimensions

A rule that fills dimensions automatically: when a sale has all the selected dimensions labels, Willba also sets the derived labels. For example, Cost centre: Restaurant → Business unit: Food & beverage. The user is not notified, so name the rule clearly.

DIM - Dimension Validation Filter

Marks a combination of labels as invalid, e.g. Cost centre: Restaurant together with Project: Sports camp. Invalid options are marked in the dimension selection. Each row picks a dimension and either specific labels or any label. A row with neither is ignored.

PAY - Payment Configuration

Which payment methods are in use and the accounts payments are booked to.

Field	What it affects
Cash, Credit card, Gift card	Enabled turns the method on or off. Rules give the payment account per point of sale; the account must belong to the selling company.
Online	Accounts for online payments (webshop and payment links).
Other payment types	Your own payment methods, e.g. Company benefit voucher. Each has a name, accounts and active.
Voucher providers	Payment voucher providers such as sports and culture vouchers, with their accounts.
Manual reference transfers	Allows recording bank transfers manually against invoices.
Require payment method account for payment	When on, a payment method is offered only if it has an account for the selling company and point of sale, and payments without an account are rejected. Check all companies and points of sale have accounts before switching this on.

CMN - Point of Sales

A point of sale (register), e.g. Reception or Restaurant. Payment accounts and payment terminals are tied to points of sale.

Field	What it affects
Name	Shown in the POS and in payment reports. Must be unique.
Site	Required. A point of sale without a site does not appear anywhere.
Active	Inactive points of sale are not offered.

CMN - Payment Terminals

Card payment terminals, see Payment terminal integration.

Field	What it affects
Terminal ID	The terminal's identifier at the payment provider.
Display name	Name shown when selecting a terminal.
Point of sale	The point of sale the terminal belongs to.
Site	Site of the terminal. If empty, the point of sale's site is used.
Activated	Only activated terminals can be used.
Company operator IDs	The payment provider's operator ID for each company that takes payments with the terminal. Required for every company that uses the terminal.

Related global settings

In GLB - Global Configuration:

Field	What it affects
Transfer invoices from invoice date	Only invoices dated on or after this date are transferred to accounting. Used when starting an accounting integration.
Transfer vouchers from invoice date	The same for payment vouchers.
Advance VAT handling	See Products and pricing.