Transaction proposals are automatically created for your transaction documents and there are several ways in which these transaction proposals can be generated. These are called 'proposal strategies'. The default proposal strategy is 'Last transaction - VAT recognition'.
Proposal strategies
Master data
With this proposal strategy the transaction proposal is created based on the master data of the software account in your accounting package. The configured general ledger account and payment term will then be proposed. For the recognized VAT rate, the corresponding VAT code will be proposed.
When a preferred general ledger account is entered in the master data of a software account, it will be taken over in Zenvoices.
Please note: for KING ERP, Snelstart and Visma eAccounting it is not possible to take over a preferred general ledger account.
Last transaction - VAT recognition
With this proposal strategy the transaction proposal is created based on VAT recognition of the last transaction of the software account in Zenvoices. For sales invoices, transactions of other debtors are also considered if the debtor has no transaction history. If no last transaction exists, the system falls back to the proposal strategy 'Master data'.
In this proposal strategy all fields from the last transaction are copied by default. Per journal and software account it can be configured which fields should be copied.
A transaction line is created per VAT rate and the transaction data of the corresponding transaction line from the last transaction is copied. The corresponding transaction line is searched based on the VAT rate.
Tip:
Are you processing a one-time transaction and do you not want it to affect future transactions? Then enable the setting below in the transaction screen:
Last transaction - line recognition
With this proposal strategy the transaction proposal is created based on recognition of invoice lines. When the invoice line description is always the same, the software can propose the general ledger account used in the last transaction in combination with this description.
In this proposal strategy all fields from the last transaction are copied by default. Per journal and software account it can be configured which fields should be copied.
A transaction line is created per invoice line description and the transaction data of the corresponding transaction line from the last transaction is copied. The corresponding transaction line is searched based on the full invoice line description.
Consult this article for more information about line recognition.
Transaction template
With this proposal strategy the transaction proposal is created based on the transaction template set as default for the software account in the journal of the transaction. All fields from the transaction template are copied, see the article Working with transaction templates. If there is no default transaction template, the system falls back to the proposal strategy 'Master data'.
Set preferred proposal strategy per software account
You can configure the preferred proposal strategy of a software account via Manage / Administration / Software accounts and click on 'Edit software account'. Then go to 'Transaction proposals':
Uncheck 'Use default settings' to deviate from the default settings per software account. This allows you to select which header and line fields should be copied. In the example below the header field 'Description' is unchecked, which means this field will not be copied from the last transaction. The available header and line fields may differ per connected accounting package.
When there is no match with a software account, the proposal strategy 'Master data' will be used.
In the administration settings you can configure which proposal strategy should be assigned by default to new software accounts.
If no default values are set in the Sales journal and no debtor is matched, a transaction proposal will be made based on the last exported transaction.
Determine preferred VAT code
Based on the recognized VAT rate, Zenvoices searches for a corresponding VAT code in the master data of your administration. The preferred VAT code per VAT rate can be configured in the journal settings:
This can be useful, for example, when multiple VAT codes exist per VAT rate in an administration, and the correct VAT code cannot always be selected automatically as a result.
If no preference is specified, VAT codes of the type excluding VAT automatically take priority over VAT codes of the type including VAT.
Using variables in transactions
Tip: use variables in transactions so you do not have to manually change descriptions per invoice. This allows you to process invoices considerably faster.
Save transaction proposal as draft
From 'Incomplete' and 'To review' you can save a transaction proposal as a draft. This allows incomplete transaction proposals to be saved so they can be completed at a later time.