Track cash payments
/visma-net-erp/help/cash-management/track-cash-payments
section
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# Track cash payments
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Track cash payments - overview
/visma-net-erp/help/cash-management/track-cash-payments/track-cash-payments-overview
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In Visma Net, you can easily manage and track cash payments to ease the reconciliation of cash accounts.
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# Track cash payments - overview
In Visma Net, you can easily manage and track cash payments to ease the reconciliation of cash accounts.
Financial institutions may record finance charges or deposits in different ways.
For instance,
a bank may record a finance charge applied to an incoming payment as a separate transaction, or
the bank may simply deduct the charge amount from a payment.
When a bank deducts the charge
amount from a payment, it can be difficult to match a bank transaction to a document in the
system because the transaction amount and the payment amount will differ by the amount of the
applied charge.
With deposits, a bank may record multiple deposited payments as one transaction,
and it can be hard to find all the payments in the system that were included in the deposit.
You can configure processing of cash payments in Visma Net according to your business processes to ease the process of tracking cash and reconciling accounts.
These topics will help you to understand how to configure and further process unknown payments, finance charges, and bank deposits.
## Topics
+ [About the reclassification of unknown payments](/visma-net-erp/help/cash-management/track-cash-payments/about-the-reclassification-of-unknown-payments/)
+ [About the registration of finance charges](/visma-net-erp/help/cash-management/track-cash-payments/about-the-registration-of-finance-charges/)
+ [About the preparation of deposits](/visma-net-erp/help/cash-management/track-cash-payments/about-the-preparation-of-deposits/)
About the reclassification of unknown payments
/visma-net-erp/help/cash-management/track-cash-payments/about-the-reclassification-of-unknown-payments
page
During a financial period, you can receive or download a list of the recent bank transactions, which helps you to clear documents in the system regularly.
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# About the reclassification of unknown payments
During a financial period, you can receive or download a list of the recent bank transactions, which helps you to clear documents in the system regularly.
During a financial period, you can receive or download a list of the recent bank transactions,
which helps you to clear documents in the system regularly.
Regular reviews of such
a list make visible to your company any transactions that you did not previously
know about.
These transactions include interest earned, bank charges, and payments made automatically by
the bank for standing orders.
While you can easily identify some of these
transactions, such as interest or bank charges, identification of others may take
some time.
Visma Net provides functionality that you can use to record payments without details when they arrive (or appear on the bank statement) to special accounts and reclassify them later by adding the details that have become known.
## Configuring processing of unknown payments
To enable this functionality, you configure the processing of unknown payments.
Because accounts that temporarily store unknown payments and bank accounts to which
you will later reclassify these payments are cash accounts denominated to specific
currencies, the processing of unknown payments must be configured separately for
each currency involved.
For each currency, complete the following steps to configure
processing of unknown payments:
1. To temporarily hold unknown payments in the specific currency, create at least one general ledger account by using the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/). We recommend that this be an account of the **Liability** type with a name that reflects its intended use; for example, the name may include **Unknown payments** or **Unrecognised payments**.
1. Create a cash account by using the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window linked to the general ledger account created in Step 1.
1. In the [Entry types (CA203000)](/visma-net-erp/help/cash-management/cash-management-windows/entry-types-ca203000/) window, create separate entry types for the incoming and outgoing unknown payments made in this currency.
1. By using the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window, bring up each bank account (to which you will later reclassify unknown payments) denominated to the specific currency and (on the **Entry types** tab) add the entry type created in Step 2 to the list of entry types allowed for the bank account.
Finally, in the [Cash management preferences (CA101000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-management-preferences-ca101000/) window, in the **Unrecognised receipts type** field, specify the entry type to be used by default for unknown payments; this default entry type (of the **Receipt** or **Disbursement** type) can be the one associated with the currency used most often by your customers.
Once the configuration is finished, you may proceed with the recording and further reclassification of the unknown payments.
## Processing unknown payments
When you detect an unknown payment on the bank statement, you process it as follows:
1. In the [Transactions (CA304000)](/visma-net-erp/help/cash-management/cash-management-windows/transactions-ca304000/) or [Cash account details (CA303000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-account-details-ca303000/) window, create a cash transaction and use the appropriate entry type for an unknown payment that appears on this bank account. The transaction records the unknown payment as if it is made from the unknown payment account (the offset account for the entry) to the bank cash account.
1. Once the details of the payment become known, in the [Reclassify payments (CA506500)](/visma-net-erp/help/cash-management/cash-management-windows/reclassify-payments-ca506500/) window, specify the appropriate selection criteria to locate the payment. Once you locate the payment, specify its details, which at minimum should include the workspace of origin, the actual payer or recipient (that is, customer or supplier), the customer or supplier location, and the applicable payment method and release it. Upon release of the payment, the payment amount will be moved from the unknown payment account to the appropriate supplier ledger or customer ledger account. You can view the resulting document by clicking the **View resulting document** button in the window toolbar.
> [!NOTE]
> The system assigns to the resulting document the payment reference number specified in the **Document ref.** field of the initial unknown payment.
After reclassification, you have the correct transaction between the cash account and the supplier ledger or customer ledger account, which can be reconciled with the bank statement and traced in the
customer or supplier documents, and the amount on the temporary account is reversed.
## Searching for unknown payments
You use the [Reclassify payments (CA506500)](/visma-net-erp/help/cash-management/cash-management-windows/reclassify-payments-ca506500/) window to view the
released unrecognised payments (reclassified or not).
As you record the unknown
payments by using the dedicated entry type, you start your search by selecting the
corresponding entry type in the **Entry type** field of the window.
Then you can further narrow the results by specifying a cash account and date range.
The system displays only released unknown payments that require reclassification and
have been recorded by using the selected entry type to the specified account.
If you want to view payments that have been reclassified, you additionally select the
**Show reclassified** check box.
The system displays the list
of reclassified payments.
You can view the resulting document by highlighting the
needed record and clicking **View resulting document** in the
window toolbar.
If you want to view recorded unknown payments that have not been released yet, you can use the following windows:
+ [Transactions (CA304000)](/visma-net-erp/help/cash-management/cash-management-windows/transactions-ca304000/): You search for the payment by its reference number. You may specify the document reference number and the cash account as the filter criteria in the reference number selection window.
+ [Cash account details (CA303000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-account-details-ca303000/): You search for the payment by selecting the cash account to which you have recorded it and the possible date range, and selecting the **Include unreleased** check box. You may further narrow the results by filtering the table records by the value of the **Document ref.** column.
+ [Release cash transactions (CA502000)](/visma-net-erp/help/cash-management/cash-management-windows/release-cash-transactions-ca502000/): You search for the payment by filtering the table records by cash account and transaction description.
You can release a balanced unknown payment by using all of the windows listed above.
Related pages
Concepts
Tasks
Windows
Reclassification results
/visma-net-erp/help/cash-management/track-cash-payments/reclassification-results
page
You can view the results of your actions during each stage of the processing of unknown payments.
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# Reclassification results
You can view the results of your actions during each stage of the processing of unknown payments.
In this topic, you will read about the journal transactions and the documents the system generates when you record and reclassify the unknown payments.
## Reclassifying incoming unknown payments
In the
[Cash account details (CA303000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-account-details-ca303000/) window, you select the bank cash account to
which you have recorded the unknown payment.
In the table, you locate the record, and by
clicking the batch number link, you can view the following journal transactions, which are
generated when the incoming payment is initially created.
|Account|Debit|Credit|
|---|---|---|
|Unknown payments account|0.0|Amount|
|(Bank) cash account|Amount|0.0|
When you reclassify the incoming payment as a customer ledger document, the system generates a customer payment with the **On hold** status that you can view and edit in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. When you release the payment, the system updates the balances of the involved customer, of the corresponding Customer ledger account (which is specified for the customer on the **General ledger accounts** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window), and of the unknown payments account.
You can view the resulting journal transactions by clicking the batch number link on the **Financial details** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
|Account|Debit|Credit|
|---|---|---|
|Unknown payments account|Amount|0.0|
|Customer ledger account|0.0|Amount|
When you reclassify the incoming payment as a supplier ledger document, the system generates
a supplier refund with the **On hold** status that you can view and edit in the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. To process the supplier refund in the system, you
need to apply it against an open debit adjustment or prepayment, depending on the reason of the
refund.
(You have to create and process the appropriate document in the system, if such a
document has not been recorded yet.)
When you release the refund and its applications, the
system updates the balances of the involved supplier, of the corresponding supplier ledger account (which is specified for the supplier on the **General ledger accounts** tab of the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window) and of the unknown payments account.
You can view the resulting journal transactions by clicking the batch number link on the **Financial details** tab of the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window.
|Account|Debit|Credit|
|---|---|---|
|Unknown payments account|Amount|0.0|
|Supplier ledger account|0.0|Amount|
## Reclassifying outgoing unknown payments
In the
[Cash account details (CA303000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-account-details-ca303000/) window, you select the bank cash account to which you
have recorded the unknown payment.
In the table, you locate the record, and by clicking the
batch number link, you can view the following journal transactions, which are generated when the
outgoing payment is initially created.
|Account|Debit|Credit|
|---|---|---|
|Unknown payments account|Amount|0.0|
|(Bank) cash account|0.0|Amount|
When you reclassify the outgoing payment as a customer ledger document, the system
generates a customer refund with the **On hold** status that you can view and edit in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. To process the customer refund in the system, you need to
apply it against an open credit note, payment, or prepayment, depending on the reason of the
refund.
(You have to create and process the appropriate document in the system, if such a
document has not been recorded yet.)
When you release the refund and its applications, the
system updates the balances of the involved customer, of the corresponding customer ledger account (which is
specified for the customer on the **General ledger accounts** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window), and of the unknown payments account.
You can view the resulting journal transactions by clicking the batch number link on the **Financial details** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
|Account|Debit|Credit|
|---|---|---|
|Unknown payments account|0.0|Amount|
|Customer ledger account|Amount|0.0|
When you reclassify the outgoing unknown payment as a supplier ledger document, the system generates a prepayment with the **On hold** status that you can view and edit in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. When you release the prepayment, the system updates the prepayment balance of the involved supplier and the balances of the corresponding supplier ledger account (which is specified for the supplier on the **General ledger accounts** tab of the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window ) and of the unknown payments account.
You can view the resulting journal transactions by clicking the batch number link on the **Financial details** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
|Account|Debit|Credit|
|---|---|---|
|Unknown payments account|0.0|Amount|
|Supplier ledger account|Amount|0.0|
About the registration of finance charges
/visma-net-erp/help/cash-management/track-cash-payments/about-the-registration-of-finance-charges
page
Whenever you send payments to your suppliers or receive these payments from your customers, the payments are processed by banks or other financial institutions, which generally apply processing fees and charges to each payment.
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# About the registration of finance charges
Whenever you send payments to your suppliers or receive these payments from your customers, the payments are processed by banks or other financial institutions, which generally apply processing fees and charges to each payment.
Whenever you send payments to your
suppliers or receive these payments from your customers, the payments are processed by banks or
other financial institutions, which generally apply processing fees and charges to each payment.
Generally, the sending financial institution transfers the outgoing payments in full and charges
the bank account of the payer for any applicable fees.
The receiving financial institution
deducts the charges and processing fees from the incoming payment amount.
To facilitate accounting for these charges, in Visma Net you can configure the finance charges that apply to payments in the Supplier ledger and Customer ledger workspaces, and to funds transfers in the Cash management workspace.
In Visma Net, you can configure the application of the bank charges depending on how the bank your company works with presents the charges on its statements to facilitate reconciliation with the bank statement.
In this topic you will read about how to configure the collection of finance charges and to record collected charges.
## Configuration of finance charges
To facilitate accounting for the charges applied by each bank for payment processing, you perform the following steps:
1. Review the bank charges applied to your payments by different banks. To define the bank charges in the system, you use entry types that function like transaction templates. Determine whether you will use the same entry types for all banks or you need separate entry types for each bank. Consider creating a naming convention for the entry types.
1. By using the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window, create or designate general ledger accounts of the expense type to be used to track bank charges. You will specify these accounts as offset accounts when you create entry types. Depending on your company's policies, you can use one account and multiple specific subaccounts for tracking the charges from all banks, or you can use multiple accounts and subaccounts.
1. Create the needed entry types by using the [Entry types (CA203000)](/visma-net-erp/help/cash-management/cash-management-windows/entry-types-ca203000/) window. [Add an entry type to a charge](/visma-net-erp/help/cash-management/track-cash-payments/add-an-entry-type-to-a-charge/)
For more information, see:
1. Make sure that for each bank that charges your company for payment processing, cash accounts have been configured in the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window.
1. Associate the created entry types with the bank accounts by using the **Entry types** tab of the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window. [Create a cash account](/visma-net-erp/help/cash-management/configure-cash-accounts/create-a-cash-account/)
For more information, see:
After the configuration is completed, you can use the created entry types to record bank charges for payments made by using the payment methods allowed for bank accounts. (Allowed payment methods are listed on the **Payment methods** tab of the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window.)
## Collection of finance charges
Once the finance charges are configured, their amounts can be recorded on each payment that passes through the financial institution.
In the Supplier ledger workspace, you can add bank charges to payments by using the **Finance charges** tab in the following windows:
+ [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/): To add charges to supplier ledger payments
Finance charges cannot be specified for refunds and debit adjustments.
To add finance
charges to a prepayment, specify them on the payment that pays the prepayment request.
For each payment in the Supplier ledger workspace, in the top part of the respective window, you can view the original amount of the document and the total amount of finance charges.
In the Customer ledger workspace, you can add charges to customer payments by using the **Finance charges** tab of the following windows:
+ [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/): To add charges to customer payments and prepayments
+ [Cash sales (AR304000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/cash-sales-ar304000/): To add charges to cash sales
For each payment in the Customer ledger workspace (in the respective window), you can view the original amount of the document, the total amount of finance charges, and the total amount of charges that the financial institution deducted from or applied to the payment amount.
Even if the specific finance charges were deducted from the customer payment, in either window, the original payment amount is shown, so that you can apply it to customer documents.
In the Cash management workspace, you can add charges to fund transfers and deposits in the following windows:
+ [Funds transfers (CA301000)](/visma-net-erp/help/cash-management/cash-management-windows/funds-transfers-ca301000/): To add expenses to fund transfers by using the **Add expense** button in the table toolbar of the window
+ [Bank deposits (CA305000)](/visma-net-erp/help/cash-management/cash-management-windows/bank-deposits-ca305000/): To add charges to bank deposits by using the **Charges** tab of the window
For each bank deposit, in the top part of the respective window, you can view the deposit original amount, the total amount of finance charges, and the total amount of the deposit.
For the funds transfers, you can view the transfer amount (in the top part) and the list of finance charges to be applied in the table of the respective window.
## Generation of finance charge transactions
On the release of each document with charges, the system generates a batch of transactions.
You can view the batch for a document by clicking the batch reference number, which is displayed
on the **Financial details** tab of the window that was used to create the document.
(These
windows are described in the previous section.)
The reference number of the batch generated for a
funds transfer is displayed in the top part of the [Funds transfers (CA301000)](/visma-net-erp/help/cash-management/cash-management-windows/funds-transfers-ca301000/) window.
Related pages
Concepts
Tasks
Windows
Finance charge transactions
/visma-net-erp/help/cash-management/track-cash-payments/finance-charge-transactions
page
On the release of each document with charges, the system generates a batch of transactions that update the cash account, the customer receivables account or supplier payable account, and the general ledger expense accounts selected to accrue charges of the respective entry types (specified as an offset accounts).
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# Finance charge transactions
On the release of each document with charges, the system generates a batch of transactions that update the cash account, the customer receivables account or supplier payable account, and the general ledger expense accounts selected to accrue charges of the respective entry types (specified as an offset accounts).
On the release of each document with charges, the system generates a batch of transactions
that update the cash account, the customer receivables account or supplier payable account, and
the general ledger expense accounts selected to accrue charges of the respective entry types
(specified as an offset accounts).
The system behaviour differs depending on the workspace you use
to record finance charges or the document for which you add charges.
## Generation of finance charge transactions for supplier ledger documents
When you release a document with charges in Supplier ledger workspace, the system generates a
batch of transactions that update the cash account, the supplier payable account, and the general ledger expense accounts specified as an offset accounts.
Accounts are affected as shown
below.
|Account|Debit|Credit|
|---|---|---|
|(Bank) cash account|Payment amount|0.0|
|Supplier ledger account|0.0|Payment amount|
|(Bank) cash account|0.0|Charge amount|
|Bank charges and fees (expense account)|Charge amount|0.0|
## Generation of finance charge transactions for customer ledger payments
You can define how the system should record finance charges for the payments made in Customer ledger based on whether you select the **Deduct from payment** check box for the particular entry type in the [Entry types (CA203000)](/visma-net-erp/help/cash-management/cash-management-windows/entry-types-ca203000/) window, as described below.
If the bank deducts the amount of charges from the payment amounts and displays only the resulting amounts on the statements, select the check box for the entry type.
For example: When you release a Customer ledger payment, the system generates the following transactions (this example displays only the basic transactions; for the complete list of possible transactions for a Customer ledger payment, see: [About release of payments and prepayments](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-payments-and-prepayments/) ).
|Account|Debit|Credit|
|---|---|---|
|(Bank) cash account|Payment amount– Charge amount|0.0|
|Customer ledger account|0.0|Payment amount|
|Bank charges and fees (expense account)|Charge amount|0.0|
If the financial institution presents the charges as separate transactions on its statements,
you clear the **Deduct from payment** check box for the appropriate entry
types.
The sample batch transactions for a customer ledger payment are shown in the following table.
|Account|Debit|Credit|
|---|---|---|
|(Bank) cash account|Payment amount|0.0|
|(Bank) cash account|0.0|Charge amount|
|Customer ledger account|0.0|Payment amount|
|Bank charges and fees (expense account)|Charge amount|0.0|
## Generation of finance charge transactions for funds transfers
For funds transfers, the system generates a batch of transactions that update the source cash
account, the destination cash account, and the genera ledger expense account; the batch
generates separate genera ledger transactions for each registered expense.
Accounts are affected as shown below.
|Account|Debit|Credit|
|---|---|---|
|Source cash account|0.0|Transfer amount|
|Destination cash account|Transfer amount|0.0|
|Cash account (specified for registering expense)|0.0|Expense amount|
|Bank charges and fees (expense account)|Expense amount|0.0|
## Generation of finance charge transactions for bank deposits
Once the deposit is released, the system generates a batch of deposit-associated transactions
to transfer the payment amounts from clearing accounts to the bank account, and to post the bank
charges incurred for the deposit as expenses.
The total amount of the bank charges will be
deducted from the deposit amount.
Accounts are affected as shown below.
|Account|Debit|Credit|
|---|---|---|
|(Bank) cash account|Deposit amount– Charge amount|0.0|
|Clearing account|0.0|Payment 1 amount|
|Clearing account|0.0|Payment_2 amount|
|Clearing account|0.0|Payment_N amount|
|Bank charges and fees (expense account)|Charge amount|0.0|
To indicate to the system that bank charges should be posted as separate transactions in the
batch, before you release the deposit, select the **Separate charges** check box on the
**Financial details** tab of the [Bank deposits (CA305000)](/visma-net-erp/help/cash-management/cash-management-windows/bank-deposits-ca305000/) window.
In this case, accounts are affected as shown below.
|Account|Debit|Credit|
|---|---|---|
|(Bank) cash account|Deposit amount|0.0|
|(Bank) cash account|0.0|Charge amount|
|Clearing account|0.0|Payment_1 amount|
|Clearing account|0.0|Payment_2 amount|
|Clearing account|0.0|Payment_N amount|
|Bank charges and fees (expense account)|Charge amount|0.0|
Add an entry type to a charge
/visma-net-erp/help/cash-management/track-cash-payments/add-an-entry-type-to-a-charge
section
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# Add an entry type to a charge
1. Go to the [Entry types (CA203000)](/visma-net-erp/help/cash-management/cash-management-windows/entry-types-ca203000/) window.
1. Click .
1. In the **Entry type ID** column of the new row, type an identifier for the new entry type.
1. In the **Disb./receipt** column, select **Disbursement**.
1. In the **Entry type description** column, provide a description that will let users easily identify the entry type.
1. In the **Workspace** column, select **Cash management** to specify that a transaction based on this entry type will affect the balances of general ledger accounts only.
1. In the **Default offset account** column, select the general ledger account of the expense type to keep records of the bank charges of this specific type.
1. In the **Offset subaccount** column, select the subaccount for recording charges of this specific type.
1. If the bank will deduct finance charges of this entry type from the customer ledger payment amount, select the **Deduct from payment** check box.
Once bank charges have been configured, you can apply them to payments by using the following windows:
+ [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/): To add charges to checks, prepayments, adjustments, and refunds
+ [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/): To add charges to payments, prepayments, and returns
+ [Cash sales (AR304000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/cash-sales-ar304000/): To add charges to cash sales
+ [Funds transfers (CA301000)](/visma-net-erp/help/cash-management/cash-management-windows/funds-transfers-ca301000/): To add expenses to funds transfers
+ [Bank deposits (CA305000)](/visma-net-erp/help/cash-management/cash-management-windows/bank-deposits-ca305000/): To add charges to bank deposits
You can also use the [Entry types (CA203000)](/visma-net-erp/help/cash-management/cash-management-windows/entry-types-ca203000/) window to configure entry types that you will use to register finance charges.
Related pages
Tasks
Windows
About the preparation of deposits
/visma-net-erp/help/cash-management/track-cash-payments/about-the-preparation-of-deposits
page
When a business receives customer payments, employees often record them to a specific bank account as cash.
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# About the preparation of deposits
When a business receives customer payments, employees often record them to a specific bank account as cash.
When a business receives customer payments, employees often record them to a specific bank
account as cash.
However, the payments appear in the bank account later, when they are
physically deposited.
As a rule, businesses deposit customer checks and cash to the bank in
bulk.
Thus, during reconciliation of cash accounts with bank statements, employees often
have trouble matching up the individual payments going into a cash account with the summary
amounts of the deposits on a bank statement, which have the dates of the deposits at the
bank.
These conditions create difficulties in accurately tracking cash on hand and
reconciling the balances of cash accounts.
In Visma Net, you use bank deposits to track customer payments that you deposit to the bank in bulk.
When you enter into the system payments intended for such deposits, the payments are
temporarily recorded to special **clearing** cash accounts.
These accounts hold payments
drawn from customers' customer ledger accounts.
Before you make a physical deposit to
the bank, you create a deposit in Visma Net and list within it all the payments and cash that make up the physical deposit.
After you
have made the deposit to the bank, you release the deposit in Visma Net.
As a result, the system generates a batch of transactions to move the payment amounts
from clearing accounts to the bank account and to record the charges incurred as expenses.
In this topic, you will read about how to configure the processing of bank deposits, record a deposit in the system, and make any needed corrections.
## Configuring deposit processing
You configure the bank deposit processing by performing the following steps:
1. Create entry types for all applicable bank charges on deposits by using the [Entry types (CA203000)](/visma-net-erp/help/cash-management/cash-management-windows/entry-types-ca203000/) window. [About the registration of finance charges](/visma-net-erp/help/cash-management/track-cash-payments/about-the-registration-of-finance-charges/)
For more information, see:
1. By using the **Entry types** tab of the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window, associate the created entry types with the bank cash account you use to deposit payments.
1. By using the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window, create at least one clearing cash account to temporarily store the records of customer checks and cash you are going to deposit. The clearing account should be linked to a general ledger account of the **Asset** type denominated in a specific currency. You should create separate clearing cash accounts to store payments in different currencies. [About cash account types](/visma-net-erp/help/cash-management/configure-cash-accounts/about-cash-account-types/) and [Create a cash account](/visma-net-erp/help/cash-management/configure-cash-accounts/create-a-cash-account/)
For more information, see:
1. On the **Clearing accounts** tab of the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window, associate the created clearing cash accounts with the bank cash account you use to deposit payments in a specific currency. While associating these accounts, you should specify the entry types to be used to record bank charges and bank charge rates. Optionally, for each charge rate, you can specify a payment method used to record a deposited payment. The system will apply such a charge rate to only deposited payments recorded with this payment method. If a payment method is not specified, a charge rate is applied to deposited payments regardless of their payment method. [Specify a charge rate for a clearing account](/visma-net-erp/help/cash-management/track-cash-payments/specify-a-charge-rate-for-a-clearing-account/)
For more information, see:
1. By using the [Payment methods (CA204000)](/visma-net-erp/help/cash-management/cash-management-windows/payment-methods-ca204000/) window, configure payment methods for customers with **Cash** as the means of payment. On the **Allowed cash accounts** tab of the window, assign a clearing account in the customer's currency as the cash account allowed for each method. If you are going to use this payment method mostly for recording payments to be deposited, mark it as the default by selecting the **Customer ledger default** check box. [About payment methods for customers](/visma-net-erp/help/cash-management/manage-payment-methods/about-payment-methods-for-customers/)
For more information, see:
> [!NOTE]
> In most cases, these payment method for customers are already present in the system by default and you only need to associate a clearing account with the payment method.
1. Make sure that the payment methods described in the previous step are available to customers that will pay by cash. That is, make sure that the payment method is listed for each of these customers on the **Payment methods** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
You can adjust the precise configuration or the number of clearing accounts for the same bank account, and the number of payment methods with the same clearing account to best fit your business and its customer base.
## Processing deposits
Once bank deposit processing has been configured, you can use this functionality as follows:
1. **Collecting customer payments on clearing accounts**: When a customer payment is received, you enter it into the system in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window and specify the payment method. Because the payment method is associated with a clearing account, you can select it in the **Cash account** field to record the payment to this clearing account. (If the clearing cash account is marked as the default account for the selected payment method, the system will use it automatically.) When the clearing cash account is selected, the system displays the **Deposit after** field in the window, where you should specify the starting date when the payment can be added to a deposit.
Also, once a cash sale is completed, you can record it to an appropriate clearing cash account.
1. **Composing a deposit**: When a deposit is being prepared for a particular bank, by using the [Bank deposits (CA305000)](/visma-net-erp/help/cash-management/cash-management-windows/bank-deposits-ca305000/) window, you can create a new deposit in the system. To the deposit, you add payments from the clearing account associated with the bank account. A deposit can include a consolidated cash amount to be deposited along with customer checks. You specify the cash account from which you want to deposit cash in the **Cash drop account** field and the amount of cash to be deposited in the **Cash drop amount** field.
1. **Printing the deposit slip**: If needed, you can run and print the [Deposit slip (CA656500)](/visma-net-erp/help/cash-management/cash-management-reports/deposit-slip-ca656500/) report, which lists all the payments and the total amount of cash to be deposited. Also, the slip contains such information as the deposit total with all bank charges deducted, the bank information (name, address, and account number), and the company name and address.
1. **Releasing the deposit**: Once the payments listed on the deposit slip are physically deposited to the bank, you can make changes to the deposit by using the [Bank deposits (CA305000)](/visma-net-erp/help/cash-management/cash-management-windows/bank-deposits-ca305000/) window to match the list of payments accepted by the bank and to reflect all the charges applied by the bank; you can then release the deposit. The system by default calculates and adds the applicable bank charges associated with the clearing account. The user can change the rate of the applicable charges for the deposit, remove any of the charges, and add other charges. If the charges should not be deducted from the deposit amount, on the **Financial details** tab, select the **Separate charges** check box before you release the deposit.
Once the deposit is released, the system generates a batch of deposit-related transactions to
transfer the payment amounts from clearing accounts to the bank account and to post the bank
charges incurred for the deposit as expenses.
The bank charges will be specified as a
separate transaction in the batch if the **Separate charges** option (for the deposit)
has been selected; otherwise, their total amount will be deducted from the deposit amount.
## Voiding deposits
If necessary, you can void a deposit by using the **Void** button in the window toolbar of
the [Bank deposits (CA305000)](/visma-net-erp/help/cash-management/cash-management-windows/bank-deposits-ca305000/) window.
The system creates a voided deposit
with the same list of payments included and the same accounts and subaccounts involved.
You may need to void a payment included in a deposit.
The system doesn't allow you to void
payments included in unreleased deposits, so you should either delete them from the deposit
and void them separately or release the deposit and then void the payment.
You can use the **Void on clearing account** check box on the **Settings for customer ledger** tab of the [Payment methods (CA204000)](/visma-net-erp/help/cash-management/cash-management-windows/payment-methods-ca204000/) window as follows to control how exactly the payment from the released deposit will be voided:
+ If the **Void on clearing account** check box is cleared, for a payment you void, the system creates the transactions between the customer ledger account and the bank account to reflect the voided payment. You can use this option for payment methods based on payments if the bank handles voided payments by adjusting the deposit amounts.
+ If the **Void on clearing account** check box is selected, for a payment you void, the system creates the transactions between the customer ledger account and the clearing account to reflect the voided payment. Also, you can use this option for payment methods based on payments if the bank handles voided checks by creating separate transactions that do not affect the deposits.
## Handling payments recorded by mistake
To ease the creation of deposits, you should assign to a clearing account only those
payment methods whose payments should be deposited to the respective bank account.
If
unrelated payments are recorded to the clearing account, users will spend extra time
selecting the proper payments for the deposit from a list of related and unrelated payments.
If over time you detect that unrelated payments have been recorded to the clearing account
by mistake (and thus cannot be included in any deposit), remove the payments from the
clearing account by voiding them and creating new ones with the proper cash accounts
specified.
If you realise that the payments (cash sales) to be deposited were recorded to a cash account that is not a clearing account, you should void them and create new ones with the proper cash accounts specified.
Specify a charge rate for a clearing account
/visma-net-erp/help/cash-management/track-cash-payments/specify-a-charge-rate-for-a-clearing-account
section
2026-02-19T17:09:06+01:00
# Specify a charge rate for a clearing account
1. Go to the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window.
1. In the **Cash account** field, select the bank account to which you will record deposits.
1. On the **Clearing accounts** tab, add each clearing account that will be used with the bank account as follows:
1. Click .
1. In the **Clearing account** column, select the clearing account.
1. Optional: In the **Payment method** column, select the payment method to be used to record the payments to be deposited. If a payment method is specified, the charge rate is applied only to payments recorded with this payment method. If you do not specify a method for this clearing account, the charge rate is applied to deposited payments regardless of their payment method.
1. In the **Charge type** column, select the entry type to be used to record the charge.
1. In the **Charge rate** column, type the rate of the charge, expressed as a percentage of the deposit amount.
1. Click .
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