The update to the new version of Reviso is mainly a change in the program interface. It is a simple change to make, at no cost, that will help speed up the application performance for all users.
The new version of Reviso has been available for more than 2 years and it has made improvements to the optimization and implementation of new functions, which has only been possible to activate in the new version for technical reasons.
In this article we will explain :
- Considerations to consider before the change.
- How to activate the new version step by step.
- Considerations to consider once the new version is active.
- Main differences between the old and the new version.
NOTE : If before making the change to the new version you want to try it and know it for yourself, you can easily do it simply by requesting a free trial version here.
Also, you can sign up for any of our free online presentations or personalized 1to1 sessions and one of our experts will show you and explain all the changes.
1. Considerations to consider before the change
Before making the change from Reviso to the new version, it is important to know that none of your data will be lost or deleted from your current subscription. All the information of your company will be kept and will be available in the new version. There is some additional setup for Distribution templates, auto text for supplier and customer payments bank accounts which is listed below.
The only action you must take before switching to the new version is the booking of the draft entries registered in your daybooks, that is, accounting and booking of all draft registered entries within the Accounting> Daybook tab.
It is not possible to apply the update if there are draft entries sat awaiting to be booked. Therefore, you will have to book them, or eliminate those you do not need.
If you have unprocessed documents or invoices, budgets or orders in the Sales tab, they will be automatically transferred to the new version, so you should not worry about them.
Additional setup in the New Version
You will need to make a note or screenshot of any Distribution templates you have created as these will not be transferred over and these will need to be created within your new version.
Your bank accounts that you use for processing and bank reconciliation will also need to be setup in order to perform these tasks.
Also, should you use auto text when processing customer and supplier payments, these will need to be setup in the new version.
Details on how to setup these are listed below.
2. How to activate the new version step by step
To update your company to the new version of Reviso you have to go to the Settings menu > All settings> Finance> Daybooks.
At the top of the list of daybooks you will see a button called ” Enable International Ledgers “, as it appears in the following image.
By clicking on this button, if you have accounted and booked all your entries sat in your daybooks, the program will automatically update to the new version in a few seconds. To start seeing the new interface, you will have to exit and re-enter the application.
If, on the other hand, you have any unposted entries, a warning message will appear, which will not allow you to continue with the process of switching to the new version until those entries have been booked.
3. Considerations to consider once the new version is active
Once you are in the new version, it is important to review the configuration of your number series before registering a new invoice or accounting entry.
When updating the version, the numerical series of Reviso are updated according to the new distribution of the daybooks and, with this, they start again with the number 1 by default.
Modify the numbering of your series and, with special attention, the specific series used for issuing invoices to customers. You must correctly configure the next number of the invoice to be issued.
To adjust the number series used in your invoices issued to customers, first check the number of the last invoice issued and posted. You can check this in the Sales menu > Invoices issued> Invoices issued.
Do a general search of your invoices and verify the numbering that takes your last invoice posted. For example, in my case it would be the invoice “6”.
That means that the next number I should use and configure is “7”. To make this adjustment, go to the menu of Sales> Configuration> Numerical series.
In the upper right, select the year you are in and then locate the series used for Sales on the invoices issued.
Once the sales series is located, we have to edit the prefix and the next number of the series according to the series used in the old version, so that the numbering continues continuously without changes or jumps.
In our previous example, the series used is only numerical without prefixes, so I will have to leave the Prefix field empty or blank. To do this, click on the icon on the right and Edit the Prefix field in the window that will open, leaving it empty.
Once the prefix is set, either blank or with the desired text, we have to save the configuration.
Now, as a second step, the numbering of the series must be changed. To do this I click on the icon on the right side of the series Edit the next number ( icon with the numbers 123 ).
In the screen that opens you have to define as the next number the number that corresponds to the series used, in our case the number “7”, which is the next number that I have to use in my next invoice.
Bank Accounts
You will need to create you bank accounts within the Payment section in order to process payments and complete your bank reconciliation.
To do this simply go to Payments > Bank > New Bank Account > enter the name of your bank and then the corresponding account number in Reviso, in a default setup this would be 1200, you can also enter the additional details should you so wish. Once saved these details will appear in the listing area of your screen and will also appear in your Bank Reconciliation option.
Auto Text
If you have used auto text when processing supplier/customer payments this will not transfer over so, you will need to set this up within your new version. This will enable the customer/supplier name to appear when processing a payment and should you need it the invoice number that the payment relates to also appear.
Go to Suppliers > Configuration > Auto text >
Here you can add text to each type of transaction by selecting the dynamic field and save.
Distribution tab/Templates
The Distribution tab within Classic has been replaced with the option ‘Templates’ in the new version. Any existing templates you had created in Classic will not be transferred over so these will need to be setup in the new version. If you have templates similar to below you will need take a screenshot and replicate with the new version….
To do this go to Finance > New entry > enter the details of your transaction and then click on Save as new template…
At the bottom of your screen you can name your template and tick the required boxes to save any relevant information then save your template. When you next need to process the entry for the next month you select the template you wish to use from the top left hand side box…
4. Main differences between the old and the new version
As we said at the beginning of this article, the main difference in the version change is the interface change, but let’s see in detail the main changes you will find:
• The main menu is still at the top of the screen and, now, all the sub-menus are also at the top distributed horizontally and with drop-down menus to access the various functions.
• The Home tab still remains the same , here you will not notice any changes.
• Right next to the Home tab you will see a new tab called Documents. Here we have moved all the options of Document Management. The function remains practically the same, so you won’t notice big differences.
• The Sales tab also does not change, except that now the vertical menu is distributed horizontally at the top. You can find all the functions of the old version and even some more that has been introduced as an improvement for sales management.
• The old Accounting tab has been divided into 3 new tabs, which are called Suppliers, Finance and Payments. We have redistributed the Accounting menu options between these 3 menus according to the type of entries, trying to achieve a more intuitive use of the program. The manual customer invoice daybook menu option is now located under the Sales tab.
Now, all the management of invoices received and the registration of suppliers will be done from the Suppliers tab; All supplier and customer payments as well as the bank reconciliation itself, will be made from the Payments tab; and the Finance tab will be used for general finance entries where customers and / or suppliers are not involved.
• The Reports tab works in the same way as in the old version but, if you investigate and review some reports, you will see that great improvements have been made to achieve more efficient management and use, as well as the implementation of new Tax models.
You may find some other minor changes in the use of some functionality but, in principle, here we have detailed the main differences that you can see with the update to the new version.
Please do not hesitate to contact us if you have any questions or queries before or after making the change to the new version. We will be happy to help you and explain everything you need.