In the menu section Config Settings / Cash & Card, you will find settings applicable to the Cash & Card module. Please also read
this article for more information about config settings. Make sure you understand what a setting does before you change it. During an implementation, you can always contact your Visma | ProActive Consultant for advice. If a module has already been implemented, you can contact our Support department.
If you have changed a setting and clicked 'Save', you will need to log out and log back in to activate the change. You do this by clicking your name in the top right of the Spend Cloud, then clicking Log Out. When you log in again, you will see your changes reflected in your Spend Cloud environment. This also applies to other users.
The following settings are currently visible in the Spend Cloud, most of which you can edit yourself, but some cannot. Our goal is to make as many settings available for editing in the Spend Cloud as possible. At this time, this is not yet possible for all settings, for example, because a database change is required, or a setting only works in combination with other settings or external connections. We will try to describe this as much as possible per setting.
001 - Close Period (Cannot be changed via the Spend Cloud)
With this setting, you indicate whether to work with periods of weeks or months. This setting can only be changed by the support department.
077 - Close Period Administratively (Cannot be changed via the Spend Cloud)
This indicates whether the bank book can be administratively closed without having to code all the entries. This makes it easier to close the linked card books. Note; after administratively closing the bank book, no entries can be added / changed or deleted.
134 - Close Period after End of Period (Cannot be changed via the Spend Cloud)
This setting is enabled by default and ensures that periods can only be closed after the period has ended.
002 - Link Bank and Advances (Cannot be changed via the Spend Cloud)
This setting allows bank advances to be linked to cash advances.
003 - Behavior when Reopening Period (Cannot be changed via the Spend Cloud)
This setting is enabled by default because reopening periods can otherwise cause discrepancies.
043 - Future Entries
With this setting, you allow the addition of future entries. This only applies to cash entries because bank and card transactions are imported.
048 - Export by Administration (Cannot be changed via the Spend Cloud)
This setting only applies to environments that use multiple administrations. When enabled, only books from one administration can be exported per batch. Depending on the financial system used, this setting can be changed.
005 - VAT (Cannot be changed via the Spend Cloud) This setting indicates whether VAT is recorded. When enabled, VAT codes must be attached to the books.
062 - VAT Code Name
This setting indicates whether the name of the VAT code should be visible in overviews. The code is shown by default in overviews like 'entries' and 'archive', and with this setting enabled, the code will also be visible in the other overviews.
This allows you to download a cash count as a PDF file after closing the period, which can be signed by an employee.
028 - Issuance Booking Download
For an issuance booking from one cash book to another, you can indicate here whether the booking can be downloaded as a PDF so it can be signed by an employee.
088 - Balance Report
In the Archive of the Cash & Card module, you can download the Balance Report via the 'Cost Center Balance' button. The button is only available when this setting is enabled.
007 - Booking Download
When this setting is enabled, you can download the related bookings as a PDF after closing a cash period.
111 - Font Size
Specify here the font size of the text in the downloadable files.
122 - Attachment to Bookings
This setting allows you to enable the ability to add an attachment to bookings. In the web version, only one attachment can be added per booking.
125 - Cost Center Available for Counterparty Transactions
If this setting is enabled, you can add a cost center to a book for counterparty transactions in the export file. This setting can only be enabled if a counterparty is set per book.
These settings allow you to import bank transactions and specify the conditions under which these imports are done.
061 - Send Bank Transaction to Card Book (Cannot be changed via the Spend Cloud)
This setting allows bank transactions to be sent to a card book so that a card employee (without access to bank books) can still code the booking. A system cost type must be created for these types of transactions.
When this setting is enabled, an extra submenu is available within the Cash & Card module. This submenu is called 'collective coding' and gives an overview of all bookings to be coded.
When this setting is enabled, an extra submenu is available within the Cash & Card module. This submenu is called 'collective closing' and gives an overview of all periods to be closed.
113 - Default Selection 'Collective Closing' (Cannot be changed via the Spend Cloud)
When collective closing is enabled, this setting indicates who is allowed to do this (Cash & Card employee, client, none).
067 - Cash Import
This setting allows you to import cash transactions.
080 - Prepaid Cards (Cannot be changed via the Spend Cloud)
This indicates whether prepaid cards are used.
132 - Card and Cash Transactions (Cannot be changed via the Spend Cloud)
This indicates whether the registration of card and cash bookings can be made in one book.
137 - Language Setting for Spend Cloud Cards / bunq Cards
Can be set to Dutch or English. This influences the language around the cards.
When setting 132 is enabled, withdrawals must also be accounted for.
090 - Use Bank and Cash Balance for Recharge Calculation (Cannot be changed via the Spend Cloud)
When this setting is enabled, both the bank balance and the cash balance are taken into account when recharging the balance of books.
082 - Number of Days for Recharge Orders
With this setting enabled, you can indicate how many days into the future a recharge order can be scheduled.
This setting indicates how cards are charged. For bunq and Adyen cards, the automatic option will be pre-selected.
Budgets
013, 133, and 123
Here you can indicate whether you want to work with a budget for the Cash & Card module. A budget overview will then be available in the Archive menu.
Clients (Can partially be changed via the Spend Cloud) 009, 039, 065, 066, 070 to 074, 079, 124, 102, 099, 100, 063, 041, 042, 093, 094, 044, 114, 092, 127, 101, 109, 115, 103 to 108
If your organization works with client expenditures registered in the Spend Cloud, you can indicate here which settings you want to use for that.
068 - Client Invoices (Cannot be changed via the Spend Cloud)
We are phasing out this feature. This means we are no longer applying updates/improvements to this part, and also not making it available for new customers or enabling it for existing customers.
SEPA Payments
022 to 024 and 096 to 098
Here you can edit settings for payments within SEPA countries.
026 - Entry Description
Here you can specify the maximum number of characters in the description field of an entry. Depending on the financial package, there may already be a limitation.
Notifications
031 to 036, 046, 051, and 055
These settings allow you to specify whether notifications and reminders should be sent to users. You can also fill in the text in the emails/notifications.
Spend Cloud Expense: combining Cash & Card and Expense Claims
Spend Cloud Expense combines smart debit cards for employees with a user-friendly, digital expense claimd process for exceptions. Debit cards when it's possible, claiming expenses if there's no other way. This provides employees with a user-friendly experience, whilst Finance has controle over all expense processes. Discover
Spend Cloud Expense and say goodbye to error-prone and labour intensive expense claims processes.