Customer ledger preferences
/visma-net-erp/help/customer-ledger/customer-ledger-preferences
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# Customer ledger preferences
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About Customer ledger preferences
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/about-customer-ledger-preferences
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In the Customer ledger preferences (AR101000) window you can customise the Customer ledger workspace to your company's requirements.
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# About Customer ledger preferences
In the Customer ledger preferences (AR101000) window you can customise the Customer ledger workspace to your company's requirements.
For more information: [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/).
The settings information for the customer ledger is organised in five tabs.
## General settings
On the **General settings** tab, you can set or change your company's settings for
+ number series
+ posting and retention
+ data entry
+ data processing
+ commission settings for salespersons
+ default write-off reason codes
+ VAT recalculations
## Price/discount settings
On the **Price/discount settings** tab, you can set or change your company's settings for
+ default rate types
+ price retention
+ discount application
## Dunning settings
To start producing dunning letters, on the **Dunning settings** tab you define the process settings that are appropriate for your company. Then you run the process when needed. As a result of the process, you have prepared dunning letters that you can email or print and send by postal mail to your customers.
### Dunning process settings
You can select how the system will prepare dunning letters through grouping overdue documents by:
+ Customer account (the **By customer** option). This is the default.
+ Customer account and the dunning level of a document (the **By document** option).
### Dunning fee settings
When dunning letters are sent, they have a cost. You can specify the amount of this dunning fee for each level.
In the **Dunning fee item** field you specify a dedicated non-stock item that provides an account and a subaccount to register the collected fee.
When a dunning letter of a particular level is released, the system generates an invoice for the customer with the fee amount specified for that level. This invoice is created with the **Balanced** status. You can adjust the fee amount, if needed, and then release the invoice in the **Invoices** window.
If you want the dunning fee documents to be automatically released, select the check box **Automatically release dunning fee documents**. The documents will never be printed, emailed, or sent to AutoInvoice since the fees are charged on the dunning letter itself.
If the dunning fee amount is set to zero, no invoice is generated.
The dunning fee amount is specified on the **Dunning letter** report.
You can send a dunning letter to a customer that contains invoices which do not have the same dunning level. The invoices are grouped by dunning level, but the dunning fee is the one of the highest dunning invoice and not the sum of the dunning fees for each level.
### Include other unpaid documents
Select the **Include other unpaid documents** check box if you want the system to automatically include documents that are not yet overdue in the list of due documents in a dunning letter.
The option is selected by default.
### Exclusion from the dunning process
You can exclude a customer from the dunning process, regardless of which dunning process you have selected. To do this for a customer, deselect both the **Send dunning letters by email** and **Print dunning letters** check boxes on the **Invoicing settings** tab in the **Customers** window.
If you prepare dunning letters by document, you can exclude a particular document from the dunning process by selecting the check box **Exclude from the dunning process** in the **Dunning info** section of the document in the **Invoices** window.
### Dunning letter levels
Visma Net assigns to each document the dunning letter level that is equal to the level of the last dunning letter that included this document.
If the document has not been included in a dunning letter yet, the system sets the dunning level for that document to 0.
You can send to a customer a dunning letter that contains invoices which do not have the same dunning level. The invoices are grouped by dunning level.
## Mailing settings
On the **Mailing settings** tab, you can set or change your company's settings for the format of dunning letters, invoices, expiry notes, and statements, as well as for default recipients.
## Payment settings
On the **Payment settings** tab, you can set or change your company’s CID definition. It is possible to set up one definition for domestic payments and one for international payments.
Related pages
Tasks
Windows
Add a payment message prefix
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/add-a-payment-message-prefix
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# Add a payment message prefix
## Before you start
[Add a payment method and a bank account to a customer](/visma-net-erp/help/customer-ledger/manage-customers/add-a-payment-method-and-a-bank-account-to-a-customer/).
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. Go to the **General information** tab.
1. In the **Customer refund settings** section, fill in the **Payment message prefix** field.
1. Click .
## What is next?
Make sure you have created and released the credit note(s), payment(s) and/or prepayment(s) to be refunded. For step-by-step instructions on how to create a credit note, see [Create a credit note](/visma-net-erp/help/customer-ledger/process-invoices/create-a-credit-note/). For step-by-step instructions on how to create a payment or prepayment, see [Enter a payment document](/visma-net-erp/help/customer-ledger/customer-payments/enter-a-payment-document/). For step-by-step instructions on how to release these documents, see [Release a payment document](/visma-net-erp/help/customer-ledger/customer-payments/release-a-payment-document/).
To create a customer refund for a document and send it for payment via AutoPay, go to [Process a customer refund](/visma-net-erp/to-be-deleted/online-help/o2c/ar50300s-process-customer-refund-task/).
Related pages
Concepts
Tasks
Windows
Set up invoice mailing in the Customer ledger preferences
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/set-up-invoice-mailing-in-the-customer-ledger-preferences
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# Set up invoice mailing in the Customer ledger preferences
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. Go to the **Mailing settings** tab.
1. In the **Default sources** table, click  and select **INVOICE** on the new row.
1. In the **Default email account** column, select the email account from which the invoices will be sent.
1. In the **Report** column, select the report to be used for generating the invoice, which will be sent as an attachment.
1. In the **Notification template** column, select the **InvoiceNotification** template, which will be used to compose the body of the email.
1. In the **Format** column, select the attachment format. If the format specified in this mailing does not match the format preferences of a contact, the attachment will be sent in the format preferred by the contact.
1. Select the **Active** check box for the mailing.
1. In the **Default recipients** table, click  to add a new row.
1. In the **Contact type** column, select **Invoicing**. The person who is displayed in the **Attention** field, in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window on the **Invoicing settings** tab, will be the recipient for the dunning letters.
1. Click .
You can also configure dunning letter mailing for:
One customer, see: [Set up invoice mailing for a customer](/visma-net-erp/help/customer-ledger/manage-customers/set-up-invoice-mailing-for-a-customer/).
Customer classes, see: [Set up invoice mailing for a customer class](/visma-net-erp/help/customer-ledger/customer-classes/set-up-invoice-mailing-for-a-customer-class/).
Related pages
Concepts
Tasks
Windows
Create a new payment configuration
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/create-a-new-payment-configuration
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# Create a new payment configuration
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. Go to the **Payment settings** tab.
1. Click Insert.
1. Optional: If you have multiple branches, you can add different settings for each branch.
1. In the **Payment method** field, you can select the payment method to which you want your configuration to apply.
1. In the **Description** field, add a name for your new configuration.
1. In the **Reference modulus** drop-down list, select a modulus for your new configuration.
1. In the table below, under **Element**, you choose which elements will make up your new configuration.
1. You can add new elements by clicking .
1. Under **Number of positions**, fill in the number of digits the element should have.
1. Click .
Make overdue and dunning settings in the Customer ledger preferences
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/make-overdue-and-dunning-settings-in-the-customer-ledger-preferences
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# Make overdue and dunning settings in the Customer ledger preferences
## Before you start
[Configure an overdue charge code](/visma-net-erp/help/customer-ledger/manage-credit-policy/overdue-charges/configure-an-overdue-charge-code/)
## Activate processing settings for overdue charges
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. [Select processing options for overdue charges](/visma-net-erp/help/customer-ledger/customer-ledger-preferences/select-processing-options-for-overdue-charges/).
1. Click the **Dunning settings** tab.
1. In the **Dunning process** field, select one of these options:
+ **By customer** - The system prepares reminders by grouping overdue documents by customer account. If you select this option, the system selects the **Automatically release dunning letters** check box, and sets it to read-only. See: [Prepare dunning letters by customer](/visma-net-erp/help/customer-ledger/manage-dunning-letters/prepare-dunning-letters-by-customer/).
+ **By document** - The system prepares dunning letters by grouping overdue documents by customer and by document dunning level. See: [Prepare dunning letters by document](/visma-net-erp/help/customer-ledger/manage-dunning-letters/prepare-dunning-letters-by-document/).
> [!NOTE]
> We recommend that you keep the default option, which is **By document**. You can switch from **By customer** to **By document**, but the other way around is not recommend.
1. Click  to add a new line in the table. The system adds a new dunning letter level and suggests a value to use for days past due and days to settle. You can change these values.
1. In the **Days past due** field, select how many days after the payment is due that you want to send out the first dunning letter.
1. In the **Description** field, enter a free text to describe what kind of reminder this is.
1. In the **Dunning fee** field, enter the fee for this dunning letter level.
1. In the **Report text code** field, select one oft he available values.
1. Click .
## Select mailing settings
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. Go to the **Mailing settings** tab.
1. In the **Default sources** table, click  and select **DUNNINGLETTER** on the new row.
1. In the **Default email account** column, select the email account from which the letters will be sent.
1. In the **Report** column, select the report to be used for generating the dunning letter document, which will be sent as an attachment.
1. In the **Notification template** column, select the **DunningLetterNotification** template, which will be used to compose the body of the email.
1. In the **Format** column, select the attachment format.
> [!NOTE]
> If the format specified in this mailing does not match the format preferences of a contact, the attachment will be sent in the format preferred by the contact.
1. Select the **Active** check box for the mailing.
1. In the **Default recipients** table, click  to add a new row.
1. In the **Contact type** column, select **Invoicing**.
> [!NOTE]
> The person that is displayed in the **Attention** field, in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window on the **Invoicing settings** tab, will be the recipient for the dunning letters.
1. Click .
## What is next?
[Calculate overdue charges](/visma-net-erp/help/customer-ledger/manage-credit-policy/overdue-charges/calculate-overdue-charges/)
Related pages
Concepts
Tasks
Windows
Set up dunning letter mailing in the Customer ledger preferences
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/set-up-dunning-letter-mailing-in-the-customer-ledger-preferences
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# Set up dunning letter mailing in the Customer ledger preferences
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. Go to the **Mailing settings** tab.
1. In the **Default sources** table, click  to add a new row.
1. Select **DUNNINGLETTER**.
1. In the **Default email account** column, select the email account you want to use as your sender address.
1. In the **Report** column, select the report you want to use to generate the dunning letter document, which will be sent as an attachment.
1. In the **Notification template** column, select the **DunningLetterNotification** template, which will be the template for the body of the email.
1. In the **Format** column, select the attachment format. If the format you specify here is different from a contact's format preferences, the system will use the contact's preferences.
1. Select the **Active** check box for the mailing.
1. In the **Default recipients** table, click  to add a new row.
1. In the **Contact type** column, select **Invoicing**. In the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window on the **Invoicing settings** tab, you can see the name of the dunning letter recipient in the **Attention** field.
1. Click .
You can also configure dunning letter mailing for:
One customer, see: [Set up dunning letter mailing for a customer](/visma-net-erp/help/customer-ledger/manage-customers/configure-mailing-settings-for-dunning-letters-for-a-customer/).
Customer classes, see: [Set up dunning letter mailing for a customer class](/visma-net-erp/help/customer-ledger/customer-classes/set-up-dunning-letter-mailing-for-a-customer-class/).
Related pages
Concepts
Tasks
Windows
Select processing options for overdue charges
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/select-processing-options-for-overdue-charges
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# Select processing options for overdue charges
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. Go to the **General information** tab.
1. In the **Data processing settings** section, select one or more of the following options:
+ **Apply payments to overdue charges first**: If you select this check box, the system applies payments first to the overdue charge documents and then to the invoices and notes.
+ **Set default overdue charges by statement cycle**: This check box defines whether the overdue charge code is provided by the **statement cycle** or the **customer class**. If you select this check box, the system will use the overdue charge code assigned to the statement cycle. If you do not select it, the system will use the overdue charge code assigned to the customer class.
+ **Calculate on overdue charges documents**: If you select this check box, the system configures all overdue charges to be compound charges (charges calculated on charges).
1. Click .
Related pages
Concepts
Tasks
Windows
Apply line discount to Item price or Extended item price
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/apply-line-discount-to-item-price-or-extended-item-price
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# Apply line discount to Item price or Extended item price
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. Go to the **Price/discount settings** tab.
1. In the **Apply line discount to** drop-down list, select **Item price** or **Extended item price**.
1. Click .
Related pages
Concepts
Tasks
Windows
Change the setting for automatic posting on release
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/change-the-setting-for-automatic-posting-on-release
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If you do not want the payments, invoices, and credit notes to be posted and closed automatically in the general ledger after you have released them in the customer ledger, you can change the default setting in the Customer ledger preferences (AR101000) window.
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# Change the setting for automatic posting on release
If you do not want the payments, invoices, and credit notes to be posted and closed automatically in the general ledger after you have released them in the customer ledger, you can change the default setting in the Customer ledger preferences (AR101000) window.
For more information: [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/).
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. Go to the **General information** tab.
1. In the **Posting and retention** area, deselect the **Automatically post on release** check box.
1. Click .
To be able to post released documents after you have deselected this option, go to the [Post transactions (GL502000)](/visma-net-erp/help/general-ledger/general-ledger-windows/post-transactions-gl502000/) window in the general ledger and post them manually.
Related pages
Concepts
Tasks
Windows
Round invoice amount to the nearest whole number
/visma-net-erp/help/customer-ledger/customer-ledger-preferences/round-invoice-amount-to-the-nearest-whole-number
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In the customer ledger preferences you have the option of rounding the sales invoice amount.
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# Round invoice amount to the nearest whole number
In the customer ledger preferences you have the option of rounding the sales invoice amount.
Follow the steps below to round the amount to the nearest whole number.
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. On the **General settings** tab, find the section **Data entry settings**.
1. In the **Rounding rule for invoices** drop-down list, select the option **Nearest**. The **Use currency precision** option means that the invoice amount is rounded to the precision supported for the currency used on the invoice.
1. In the **Rounding precision** drop-down menu, select the option **1.00**.