Customer payments
/visma-net-erp/help/customer-ledger/customer-payments
section
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# Customer payments
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About payment processing flow
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In the Customer payments (AR302000) window, you can create the following types of customer ledger documents: Payment, Prepayment, and Customer refund.
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# About payment processing flow
In the Customer payments (AR302000) window, you can create the following types of customer ledger documents: Payment, Prepayment, and Customer refund.
For more information: [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/).
A document with the **Voided payment** type is generated by the system only, but you can further process it by using this window. The processing flow described below applies to documents of all these types.
> [!NOTE]
> Documents with the **Balance write-off** type can be only viewed on this window. For details on writing off credits, see [Write-off methods - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/write-off-methods/write-off-methods-overview/).
In this topic, we use the term **payment** to describe documents of the **Payment**, **Prepayment**, and **Customer refund** types, if a type is not stated explicitly.
This topic focuses on the processing stages of a document and the statuses that indicates these stages.
## Process stages
When you receive a payment from a customer, you create a corresponding document in the system.
When you save the document for the first time, the system assigns a unique reference number
to it for tracking purposes and a status that indicates the current state of the document
within its processing flow.
The main stages are the following:
1. **Recording**: In this stage, you create a payment or provide all the necessary information to the system. By default, the system assigns to the payment the **Balanced** status when you save it for the first time. This status indicates that the user has finished editing the payment and it is ready to be released, although you still can edit a payment with this status. Alternatively, if you select the **Hold** check box to indicate to the system that this payment is not ready to be released, the system changes the payment status to **On hold**. For details, see: [About payment recording](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-payment-recording/).
1. **Application**: In this stage, you specify the list of the outstanding documents to which the system should apply the payment. You can do this while you record the payment or after you have released the payment. You can fully or partially apply the payment amount to an outstanding document, or distribute the payment amount among multiple outstanding documents. The system creates application records, which include the paid amount, for each included outstanding document. The system does not change the payment status during this stage; it remains **Balanced**, **On hold** (if **Hold** is selected), or **Open** (if the payment has been released). For details, see: [About manual payment application](/visma-net-erp/help/customer-ledger/customer-payments/about-manual-payment-application/).
1. **Releasing a payment**: You can release a payment only if it has the **Balanced** status. When you release the payment, the system checks the available payment balance and processes the payment accordingly. If the available payment balance is zero (that is, if the payment has been fully applied to an outstanding document), the system changes the statuses of both the payment and the paid document to **Closed**. If the available payment balance is not zero, the system changes the payment status to **Open**. This status indicates to users and to the system that the payment is ready to be applied to the outstanding documents of a customer. For details, see: [About release of payments and prepayments](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-payments-and-prepayments/).
1. **Releasing application records**: If you specify a list of outstanding documents for a payment with the **Open** status, you should release the application records after you have finished distributing the payment amount between the outstanding documents. You can fully or partially apply the payment amount to outstanding documents. When you release the applications, the system checks the available payment balance. Based on this data, the system processes the payment differently, in one of the following ways:
+ If the payment amount is fully applied to an outstanding document, the system does the following: releases application records; changes the statuses of the payment and the paid document to **Closed**; and decreases the balances of the paid document and the payment. The system may change the balance of the customer, if documents with different currencies are involved.
+ If the payment amount is partially applied, the system leaves the payment status as **Open**; it also decreases the balances of the paid document, the payment, and the customer. If some outstanding documents were fully paid with the applied amount, the system changes the status of the paid document to **Closed**.
In addition to the actions you perform during the main stages, you may need to do the following:
+ Register finance charges that may accompany a payment. For details, see: [About the registration of finance charges](/visma-net-erp/help/cash-management/track-cash-payments/about-the-registration-of-finance-charges/).
+ Correct a released payment by voiding it and recording the correct one. For step-by-step instructions, see: [Void a payment or prepayment document](/visma-net-erp/help/customer-ledger/customer-payments/void-a-payment-or-prepayment-document/).
+ Reserve a payment with the **Open** status by selecting the **On hold** check box for the payment.
+ Allocate a payment for a sales order if the **Distribution** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. For details, see: [About payment reservation for sales orders](/visma-net-erp/help/sales/manage-document-types-and-work-flows/about-payment-reservation-for-sales-orders/).
## Affecting a payment document flow
You can use invoice-wide settings, located under **Data entry settings** on the **General settings** tab of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window, to change the processing flow of invoices.
For
details, see: [About changing the processing of customer ledger documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-changing-the-processing-of-customer-ledger-documents/).
In Visma Net, you can require users to perform additional steps during the recording of a payment by
using settings located under **Data entry settings** on the
**General settings** tab of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
For details, see: [About changing the processing of customer ledger documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-changing-the-processing-of-customer-ledger-documents/).
Related pages
Concepts
Tasks
Windows
About release of payments and prepayments
/visma-net-erp/help/customer-ledger/customer-payments/about-release-of-payments-and-prepayments
page
This topic contains information that applies to releasing documents of the Payment and Prepayment type.
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# About release of payments and prepayments
This topic contains information that applies to releasing documents of the Payment and Prepayment type.
## Introduction
## In this topic
This topic describes:
+ The windows you may use to release a payment or prepayment.
+ What happens in the system after release.
+ The details of the general ledger batch generated after release.
## When and where to release a payment and prepayment
The following table displays when and where (pre)payments can be released.
|When a payment or prepayment has the status|Then it can be released in|For instructions on how to release, see|
|---|---|---|
|**Balanced**|[Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/)|[Release a payment document](/visma-net-erp/help/customer-ledger/customer-payments/release-a-payment-document/)|
|[Release customer documents (AR501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/release-customer-documents-ar501000/)|[Release customer documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents/)||
## System processes after releasing payments and prepayments
The following tables give an overview of what happens in the system after the release of a (pre)payment.
### Payments
||Payment||||
|---|---|---|---|---|
|System change|without applications|partially applied|fully applied|voided|
|Status changes to|**Open**|**Open**|**Closed**|#### Closed **Note**: the status of the payment changes to **Voided**.|
|Paid documents' balances are|not applicable|decreased **Note**: if paid document's balance becomes 0, its status changes to **Closed**.|decreased **Note**: if paid document's balance becomes 0, its status changes to **Closed**.|increased **Note**: if paid document's status was **Closed**, the status changes to **Open**.|
|Customer's balance is|decreased with payment amount|+ decreased with paid amount + decreased with available payment balance|decreased with paid amount|increased with voided amount|
|Application records are released|not applicable|yes|yes|yes, any reversed application records are released|
|General ledger batch is created|yes|yes|yes|yes|
### Prepayments
||Prepayment|||
|---|---|---|---|
|System change|without applications|partially applied|fully applied|
|Status changes to|**Open**|**Open**|**Closed**|
|Paid documents' balances are|not applicable|decreased **Note**: if paid document's balance becomes 0, its status changes to **Closed**.|decreased **Note**: if paid document's balance becomes 0, its status changes to **Closed**.|
|Customer's balance is|not applicable|decreased with paid amount|decreased with paid amount|
|Customer's prepayment balance is|increased with prepayment amount|increased with available prepayment amount|not applicable|
|Application records are released|not applicable|yes|yes|
|General ledger batch is created|yes|yes|yes|
## General ledger batch after release of payment and prepayment
The following sections give information about the general ledger batch created after the release of a (pre)payment.
### Involved accounts
When a payment or prepayment is released, the system generates a general ledger batch to update the involved asset accounts with the (pre)payment transactions. Usually, this involves the following accounts retrieved from other fields in the system:
|Account type|Specified in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window's field for|Corresponding field in [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window, General ledger accounts tab, per document type|
|---|---|---|
|Asset|the **Customer ledger account** on the **Financial details** tab.|Payment: #### Customer ledger account|
|Prepayment: 1. **Prepayment account** (if set) 1. **Customer ledger account**|||
|Cash|the **Cash account** in the top part.|not applicable|
### Recorded transactions
The transactions recorded in the general ledger batch differ depending on the below described specifications.
#### Payments and prepayments with no designated prepayment account
After the release of a payment or a prepayment with no designated prepayment account, regardless of whether the payment or prepayment is without applications, partially or fully applied, the following transactions will be recorded:
|Account|Debit|Credit|
|---|---|---|
|Cash account|(Pre)payment amount|0.0|
|Customer ledger account|0.0|(Pre)payment amount|
#### Prepayments with designated prepayment account
For a prepayment with a designated prepayment account that differs from the customer ledger account used to record payments to, the recorded transactions differ depending on whether the prepayment is without applications, partially applied or fully applied.
##### Prepayment without applications
After the release of a prepayment without applications, the following transactions will be recorded:
|Account|Debit|Credit|
|---|---|---|
|Cash account|Prepayment amount|0.0|
|Customer ledger account for prepayments|0.0|Prepayment amount|
##### Partially applied prepayment
After the release of a partially fully applied prepayment, with a designated customer ledger account that differs from the customer ledger account used to record outstanding documents to, the following transactions will be recorded:
|Account|Debit|Credit|
|---|---|---|
|Cash account|Prepayment amount|0.0|
|Customer ledger account for prepayments|0.0|Paid amount (prepayment amount - applied amount)|
|Customer ledger account for invoices|0.0|Applied amount|
##### Fully applied prepayment
After the release of a partially fully applied prepayment, with a designated customer ledger account that differs from the customer ledger account used to record outstanding documents to, the following transactions will be recorded:
|Account|Debit|Credit|
|---|---|---|
|Cash account|Prepayment amount|0.0|
|Customer ledger account for invoices|0.0|Prepayment amount|
### Batch details and additional transactions
The following sections explain where to view the batch details and where to find more information on additional transactions.
#### View batch details
You can view the batch details by clicking the link in the **Batch no.** field on the **Financial details** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
#### Bank charge and application record transactions
The following additional transactions may be generated and included in the batch:
|Transaction type|For details, see|
|---|---|
|Bank charge|[Finance charge transactions](/visma-net-erp/help/cash-management/track-cash-payments/finance-charge-transactions/)|
|Application record|[About release of application records](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-application-records/)|
Related pages
Concepts
Tasks
Windows
About manual payment application
/visma-net-erp/help/customer-ledger/customer-payments/about-manual-payment-application
page
After you have received a payment document from a customer and recorded it in the system, you then need to apply this payment document to the customer's outstanding documents to close the sale.
2026-02-19T17:09:06+01:00
# About manual payment application
After you have received a payment document from a customer and recorded it in the system, you then need to apply this payment document to the customer's outstanding documents to close the sale.
When you receive a payment from a customer, in Visma Net, you create a corresponding payment document of the **Payment** or **Prepayment** type by using the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. Payment documents of this type can be applied to the following types of outstanding documents: **Invoice**, **Debit note**, and **Overdue charge**.
In this topic you will read about how to apply a payment to a specific outstanding document
or multiple outstanding documents.
The topic describes how to perform additional operations,
such as giving a cash discount, changing a cross rate, writing off a balance, and applying a
payment to outstanding documents that belong to child customer accounts.
## Paying a specific outstanding document
Usually a payment document that you receive from a customer references the outstanding
document it should be applied to.
In this case, you can use one of the following forms as a
starting point to pay the document:
+ [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/): You select the outstanding document here and then click the **Enter payment/apply note** action. The system redirects you to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window, where the system has filled on most of the settings of a new payment, which is almost ready for release. For step-by-step instructions, see [Pay a specific outstanding document](/visma-net-erp/help/customer-ledger/process-payments-and-applications/pay-a-specific-outstanding-document/).
+ [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/): In this window, you record the payment you have received from the customer, specify the outstanding document in the table on the **Documents to apply** tab, and release the payment. For step-by-step instructions on recording a payment, see [Enter a payment document](/visma-net-erp/help/customer-ledger/customer-payments/enter-a-payment-document/).
In both cases, the system creates an application record (including the paid amount) for the
outstanding document.
When you release the payment, the system releases the application
record simultaneously.
You can track the history of payment applications on the **Application history** tab of the payment document.
For step-by-step instructions, see [View invoices paid with a specific payment document](/visma-net-erp/help/customer-ledger/customer-payments/view-invoices-paid-with-a-specific-payment-document/).
## Paying multiple outstanding documents
You use the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window to pay multiple outstanding
documents.
In general, you perform the following steps:
1. You record a payment, which you may or may not release. For step-by-step instructions, see: [Enter a payment document](/visma-net-erp/help/customer-ledger/customer-payments/enter-a-payment-document/).
1. You window the list of documents to be paid. You can window it manually or you can direct the system to window the list of outstanding documents of the customer to be paid with the payment.
1. You distribute the payment amount among the manually added outstanding documents or modify the paid amount filled in by the system, if needed, for each automatically added outstanding document.
1. If you have released the payment before forming the list of applications, you click **Release** in the window toolbar and the system releases the application records you have created. If you have not released the payment yet, you click **Release** and the system releases the payment and its application records.
You can track the history of payment applications by using the **Application history** tab of the payment document.
For step-by-step instructions, see: [View invoices paid with a specific payment document](/visma-net-erp/help/customer-ledger/customer-payments/view-invoices-paid-with-a-specific-payment-document/).
## Forming the list of outstanding documents manually
You form the list of outstanding documents by adding documents to the table on the
**Documents to apply** tab one by one; you distribute the payment
amount as you prefer.
For step-by-step instructions, see: [Form a list of applications manually](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-manually/).
If there are open documents of the **Credit note** type, you can add them to the list only if the list will include some outstanding documents when you finish forming the list. The system uses balances of the added credit notes for application to an outstanding document. In other words, the system applies the sum of the payment and credit note's balances to the sum of the outstanding documents' balances.
The system creates application records for each included outstanding document, with the amount applied specified in the **Amount paid** column. When you release the payment, the system releases the application record simultaneously.
## Forming the list of outstanding documents automatically
For the system to form the list of outstanding documents, you click **Load documents** on the table toolbar and specify selection criteria in the
**Load options** dialog box. The system loads to the table the list of
the outstanding documents of the customer that meet your specified criteria, with documents
sorted in descending order by the parameters you have specified.
By default, the sorting
order is by due date and reference number.
The system forms the list as follows:
1. If the customer account has open documents of the **Credit note** type, the system adds them at the top of the list. The balances of the open credit notes increase the balance that can be applied to outstanding documents.
1. If the **Apply payments to overdue charges first** check box is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window and the customer account has open documents of the **Overdue charge** type, the system distributes the available payment balance among these documents. If the available payment balance, including the balances of any open credit notes, has not been fully applied, the system searches for outstanding documents of other types.
1. If the customer account has outstanding documents, the system applies the available payment balance to the first document in the list. If the available payment balance, including the balances of any open credit notes, has not been fully applied, the system applies the rest of the balance to the next document in the list and continues this process until the available payment balance is fully applied.
> [!NOTE]
> If the **Multi-branch support** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, the system searches among all outstanding documents associated with the customer account, regardless of the branch specified for the documents.
The system creates application records for each outstanding document that is included, with the amount applied specified in the **Amount paid** column. When you release the payment, the system releases the application record simultaneously. For step-by-step instructions, see [Form a list of applications automatically](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-automatically/).
## Distributing the payment amount
When you add an outstanding document to the table on the **Documents to apply** tab, the system automatically fills the **Amount paid** column as follows:
+ If the balance of the outstanding document is less than the payment available balance, the system fills the **Amount paid** column with the document balance.
+ If the balance of the outstanding document is more than the payment available balance, the system fills the **Amount paid** column with the payment balance.
+ If the payment amount is not specified and therefore the available balance of the payment is 0, the system fills the **Amount paid** column with the document balance and warns you that the payment is out of balance. You can specify a payment amount that is equal to the value the system added to the **Amount paid** column. Alternatively, you can specify a smaller amount and adjust the value in the **Amount paid** column accordingly. If you specify a larger amount, you can add other outstanding documents to fully apply the payment.
In the top part of the window, you can see the balance of the payment that is available for further application in the **Available balance** field and the balance that has been applied in the **Applied to documents** field.
## Correcting the list of applications
When you window the list of outstanding documents on the **Documents to apply** tab, the system creates an application record for each line. You can add new documents and remove or modify already-added documents until you release the application records by clicking **Release** in the window toolbar.
When you release the application records, the system moves these records to the **Application history** tab, where you can view (but not modify) the list of the applied documents.
If you have mistakenly applied a customer payment or prepayment to the wrong document, you can correct an application record. If the application record has not yet been released, you simply remove the incorrect line from the table on the **Documents to apply** tab.
If the application record has been released, you reverse the released application record on the **Application history** tab by clicking the mistaken record and then clicking **Reverse application** in the table toolbar. When you click the button, the system does the following:
+ Adds the reversed application record to the **Documents to apply** tab with the negative application amount in the **Amount paid** column
+ Changes the status of the payment and of the applied document to **Open**
+ Changes the available balance and the application amount in accordance with the amount of the application that was reversed
You then release the reversed application record, and the system moves it to the **Application history** tab.
If you have mistakenly applied a customer refund to the wrong document and released the
refund with its applications, you can correct the application record similarly. The only
difference is that a customer refund cannot have an available balance after it was released.
Thus, you must fully apply the available refund balance right after you have reversed the
incorrect application record.
You then release both the reversed application records and the
new ones.
For step-by-step instructions, see [Correct an application record](/visma-net-erp/help/customer-ledger/customer-payments/correct-an-application-record/).
## Recording a cash discount
You can give a customer a discount for early payment when you apply the payment amount to an outstanding document.
If you have configured payment terms for the customer that define the cash discount period and the discount amount, the system automatically calculates whether to add a cash discount. If the cash discount period of the document has not ended, the system fills in the **Cash discount taken** column for the document with the discount amount after you have added the document to the table on the **Documents to apply** tab. You can change the discount amount if needed.
If the payment terms of the customer do not define any cash discount, you can fill in the **Cash discount taken** column for the document with the discount amount after you have added the document, and correct the applied amount in the **Amount paid** column.
For details on configuring payment terms with a cash discount, see: [About payment terms](/visma-net-erp/help/customer-ledger/manage-credit-policy/payment-terms/about-payment-terms/).
## Writing off a balance
If write-offs are enabled and configured in the system, as described in [About write-off setup](/visma-net-erp/help/customer-ledger/manage-credit-policy/write-off-methods/about-write-off-setup/), you can write off an amount along with the application. For each document that you add for the application, you can specify the amount to write off in the **Balance write-off** column and the reason code in the **Write-off reason code** column. The total amount of write-offs is displayed in the **Write-off amount** field in the top part.
> [!NOTE]
> You can use only reason codes that are defined for balance write-offs or reason codes with the **Balance write-off** option selected in the **Usage** field on the [Reason codes (CS211000)](/visma-net-erp/help/inventory/inventory-windows/reason-codes-cs211000/) window.
When you release such applications, the system does not create a document of the **Balance write-off** type.
The system stores write-off details in the document and generates a separate
transaction to post to general ledger accounts.
## Changing the cross rate
If the **Multi-currency accounting** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window and multiple currencies and their exchange rates are configured in the system, you can change the cross rate along with the application, if needed.
For instance, suppose you had issued an invoice in a foreign currency, and then you received a
payment in this foreign currency.
Your company does not have a bank account in the foreign
currency, and the bank used some currency rate to translate the payment amount to the
currency of your bank account. In this case, you record the payment to a cash account that
represents your bank account and apply it to the invoice. The rate used by the bank may
differ from the rate you used to record the invoice.
To make the payment amount and the
invoice amount equal, you can adjust the rate in the **Cross rate**
column for the applied invoice. When you release the payment and its applications, the
balance of the realised gain or loss (RGOL) account is updated by the amount resulting from
the difference in the exchange rates used to record the invoice and the payment.
If your company has a bank account in the foreign currency (so there is a cash account in the system that represents this bank account), you record the payment in a foreign currency to this cash account. When you release the payment and its applications, the balance of the RGOL account is updated by the amount resulting from the difference in the exchange rate on the invoice date and the payment application date.
## Applying a payment to documents of child customer accounts
If the **Parent-child customer relationship** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window and parent-child relations between customer accounts are configured, you can add to the list of outstanding documents those that belong to child customer accounts. For details, see: [Manage parent-child relationships - overview](/visma-net-erp/help/customer-ledger/manage-parent-child-relationship/manage-parent-child-relationships-overview/).
## Reserving a payment for future application
You can reserve an open payment for future application. To mark an open payment as
reserved, you select the **Hold** check box for the payment document with
the **Open** status in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/)window.
The system changes the document status from **Open** to **Reserved**.
Reserved payments cannot be applied to outstanding documents and are excluded from the
auto-application process.
To release the payment from hold, clear the
**Hold** check box.
Related pages
Concepts
Tasks
Windows
About refund processing
/visma-net-erp/help/customer-ledger/customer-payments/about-refund-processing
page
In Visma Net, payment documents that can be released manually have the following document types on the Customer payments (AR302000) window: Payment, Prepayment, Customer refund, Credit note, Balance write-off, and Voided payment.
2026-02-19T17:09:06+01:00
# About refund processing
In Visma Net, payment documents that can be released manually have the following document types on the Customer payments (AR302000) window: Payment, Prepayment, Customer refund, Credit note, Balance write-off, and Voided payment.
For more information: [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/).
The information in this topic applies to documents of the **Customer refund** type.
This topic describes the windows you may use to release a customer refund and outlines the details of releasing refunds and their application records, as well as the details of the generation of the general ledger batch.
## Release a customer refund
When you are recording a customer refund, you must fully apply its available balance to one open payment, prepayment, or credit note (or multiple documents of these types) before you release the refund. For step-by-step instructions, see [Issue a refund](/visma-net-erp/help/customer-ledger/customer-payments/issue-a-refund/).
You distribute the entire available refund balance among the open payment documents you add to the table on the **Documents to apply** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. The system creates application records for each document listed on the tab and includes the applied amount. Thus, the available refund balance becomes zero. When you release a customer refund, the system does the following:
+ Changes the refund status to **Closed**.
+ Releases the application records.
+ Decreases the balances of the paid documents. If the balance of a paid document becomes zero, the system changes its status to **Closed**.
+ Increases the customer's balance by the refund amount, if the refund is applied to a document of the **Payment** or **Credit note** type.
+ Decreases the customer's prepayment balance by the refund amount, if the refund is applied to a payment document of the **Prepayment** type.
+ Generates a general ledger batch to update the involved asset accounts.
The following refund transactions are recorded to the general ledger when the refund and its applications are released.
|Account|Debit|Credit|
|---|---|---|
|Cash account|0.0|Amount|
|Customer ledger account|Amount|0.0|
You can view the batch details by clicking the link in the **Batch no.** field on the **Financial details** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
When you release a refund, the general ledger batch may contain, in addition to the refund transactions, some transactions generated by its application records. For details, see [About release of application records](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-application-records/).
Related pages
Concepts
Tasks
Windows
About customer payment methods
/visma-net-erp/help/customer-ledger/customer-payments/about-customer-payment-methods
page
In Visma Net, you can use payment methods configured for use in Customer ledger with any customer account.
2026-02-19T17:09:06+01:00
# About customer payment methods
In Visma Net, you can use payment methods configured for use in Customer ledger with any customer account.
In Visma Net, you can use payment methods configured for use in Customer ledger with any customer
account. You can configure multiple payment methods that are available for all customers by
default.
You can use a payment method that is available by default as a template to create a
**customer payment method**, which is an instance of a payment method that has been
tailored for use with a specific customer account.
In this topic, you will read about how to create a payment method that is available by default, how to set up a customer payment method, and how to set up a particular payment method to be used by default with a customer account.
## Payment methods for customers
A payment method is available by default if it has been configured as follows in the [Payment methods (CA204000)](/visma-net-erp/help/cash-management/cash-management-windows/payment-methods-ca204000/) window:
+ The payment method is active or the **Active** check box is selected.
+ The payment method is based on the **Cash** means of payment.
+ The payment method is marked for use in Customer ledger or the **Use in customers** check box is selected.
+ The payment method does not require an account number or the **Require account number** check box is cleared on the **Settings for customer ledger** tab.
When you create a new customer account, the system automatically adds these default payment
methods to the account.
This is done because these payment methods can be used without any
customer-specific details being specified.
That is, for these payment methods, you generally
do not need to use the [Customer payment methods (AR303010)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payment-methods-ar303010/) window to specify a
customer-specific instance of the payment method.
You can start recording customer documents
by using the available payment methods.
## Customer payment method setup
You set up customer payment methods by using the [Customer payment methods (AR303010)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payment-methods-ar303010/) window. You may need to create a customer payment method in the following cases:
+ If you want to modify the settings of available by default payment method. For example, you might decide to record a cash payment from a particular customer on another cash account.
You can see all payment methods used by a customer on the **Payment methods** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. This tab displays both payment methods that are available by default (for those payment methods, the **Override** check box is cleared) and customer payment methods (for those methods, the **Override** check box is selected).
All active payment methods (those listed on this tab) can be used for payments by this customer. Inactive methods do not appear on the list of the customer's payment methods.
Also, on the **Payment methods** tab, you can create a new customer payment method by clicking **Add payment method**, and view or edit the details of an existing customer payment method by selecting the method and clicking **View payment method**.
## Default customer payment method
You can specify the default payment method for the particular customer by selecting the **Is default** check box for the selected payment method on the **Payment methods** tab in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
You can specify a default payment method for a customer class. Then when you create a new customer account and associate it with this customer class, the system does one of the following:
+ If the payment method is generic (it is already present in the customer account), the system marks it as the default one.
+ If this payment method requires any specific information, you have to provide this information to be able to save the new customer account.
After the new customer account is successfully added, the payment method is listed on the **Payment methods** tab in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window for this customer and marked as the default method.
When you enter customer payments in the Customer ledger workspace, you should first select
the customer.
Once you do, certain elements on the window are filled in with the settings
associated with the selected customer account and its default location and default payment
method.
The default payment method provides the identifier of the cash account. If you select a
payment method other than the default one, the identifier of the cash account will change to
the one associated with the selected payment method.
The default payment method and the cash
account associated with it can be overridden on customer payments.
## On-the-fly creation of a customer payment method
If the Inventory module is enabled in your system, you can create a new customer payment method on the fly as you enter a sales order for the customer. On-the-fly creation mostly is used for customer payment methods that represents the credit or debit card.
## Customer payment method deletion
You can delete customer payment methods that are no longer needed by using the
**Delete** button in the toolbar of the [Customer payment methods (AR303010)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payment-methods-ar303010/)
window.
> [!NOTE]
> A customer payment method that is associated with a processing centre can be deleted if all the authorised transactions made with this payment method are captured
Related pages
Concepts
Tasks
Windows
Add customer payment methods
/visma-net-erp/help/customer-ledger/customer-payments/add-customer-payment-methods
section
2026-02-19T17:09:06+01:00
# Add customer payment methods
1. Go to the [Customer payment methods (AR303010)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payment-methods-ar303010/) window.
1. In the **Customer** field click  to select a customer.
1. In the **Payment method** field, click  to select the associated payment method to the customer..
1. In the **Cash account** field, click  to select a cash account (optional).
1. On the **Payment method details** tab, double-click the **Value** field in order to enter the account number. Depending on your selection in step 2, you might also need to enter additional information about the payment method. The value in the **Description** column comes from the **Payment method** settings in the Cash management workspace.
1. Click .
By default, the **Active** check box is selected to indicate that the payment method is active. Deselect if you do not want this payment method to be active.
## What is next?
For information on how to use a CID configuration, see [Select a CID for payment methods](/visma-net-erp/to-be-deleted/help/customer-ledger/customer-ledger-preferences/select-a-cid-for-payment-methods/).
Related pages
Concepts
Windows
Enter a payment document
/visma-net-erp/help/customer-ledger/customer-payments/enter-a-payment-document
section
To enter a document that corresponds to a payment received from a customer, you use the Payments (AR302000) window.
2026-02-19T17:09:06+01:00
# Enter a payment document
To enter a document that corresponds to a payment received from a customer, you use the Payments (AR302000) window.
For more information: [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/).
To enter a document that corresponds to a payment received from a customer, you use the [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
You can then apply the payment to invoices, debit notes, and overdue
charges, as described in [Form a list of applications automatically](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-automatically/).
1. Go to the [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. Click .
1. In the **Type** field of the top part, select **Payment** or **Prepayment**.
1. Check the date of the document in the **Application date** field. This field is filled in automatically based on the current date, but you can select another date. When you release the payment, the system uses the date specified here to fill in the **Payment date** field on the **Financial details** tab. After the payment is released, you use the **Application date** field to specify the date of the application records release.
1. In the **Customer** field, select the customer. The system uses the customer as a source to automatically fill in window elements with default values for the location, payment method, cash account and other customer-related settings.
1. In the **Location** field, check the customer location and change it if needed.
1. In the **Payment method** field, check the method of payment. You can change it if multiple payment methods can be accepted from the customer.
Payment methods are specified on the **Payment methods** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. In the **Cash account** field, check the cash account. You may change it to another cash account that is allowed for the selected payment method; if you want to use a cash account allowed for another payment method, you need to change the payment method first.
1. Make sure the document currency matches the currency on the customer payment, and select another currency if necessary.
The currency may be overridden only if the **Allow currency override** check box is selected for the customer in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. Check the **Payment ref.** field: The system automatically inserts a reference number if for the selected customer payment method, the **Suggest next number** check box is selected on the **Allowed cash accounts** tab of the [Payment methods (CA204000)](/visma-net-erp/help/cash-management/cash-management-windows/payment-methods-ca204000/) window. Otherwise, enter the payment reference number.
1. Optional: Add a brief description of the payment.
1. In the **Payment amount** field, enter the total amount paid according to the customer payment.
1. Optional: Attach a scanned image of the original customer document to this payment. To do this, click **Files** on the window title bar.
1. Optional: On the **Finance charges** tab, add the charges or fees applied by the bank for processing. For each charge, do the following:
1. Click **Add row** to append a new row to the table.
1. In the **Entry type** column, select the entry type that designates the bank charge applied to this payment.
1. In the **Amount** column, type the charge amount applied to this document.
For details on configuring the processing of charges, see: [About the registration of finance charges](/visma-net-erp/help/cash-management/track-cash-payments/about-the-registration-of-finance-charges/).
1. Do one of the following to prepare the payment document for further processing in accordance with your company's policies:
+ To save the document with the **On hold** status, make sure the **Hold** check box is selected.
+ To save the document with the **Balanced** status, make sure the **Hold** check box is cleared.
1. In the window toolbar, click .
Related pages
Concepts
Windows
Create a payment for a sales invoice
/visma-net-erp/help/customer-ledger/customer-payments/create-a-payment-for-a-sales-invoice
section
Follow the steps below to create a payment for a sales invoice.
2026-02-19T17:09:06+01:00
# Create a payment for a sales invoice
Follow the steps below to create a payment for a sales invoice.
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the top part, select **Payment** in the **Type** field.
1. In the **Customer** field, click  to select the customer. **Result**: all fields marked with \* are filled in automatically.
1. Fill in the **Payment ref.** field if it is required and not filled in by the system.
1. Optional: select **Hold** if you want to save this payment as a draft. Remember that you have to deselect it before you release the payment.
1. In the **Payment amount** field, enter the paid amount.
1. On the **Documents to apply** tab, click  to add a document.
1. The document type **Invoice** is already selected.
1. Select the **Reference no.** for the invoice. **Result**: Visma Net retrieves all the information related to this invoice.
1. Check that the paid amount and the invoiced amount (under **Amount paid** ) are identical. If they are not the same, the **Amount paid** field is highlighted.
1. Click .
1. Make sure the check box **Hold** is not selected and click **Release**. **Result**:, and the payment is recorded in your company's ledgers.
 is displayed
Related pages
Concepts
Windows
View invoices paid with a specific payment document
/visma-net-erp/help/customer-ledger/customer-payments/view-invoices-paid-with-a-specific-payment-document
page
To check which invoices, debit notes, and overdue charges a customer payment or prepayment is applied to, you open the payment document in the Customer payments (AR302000) window and check the application history.
2026-02-19T17:09:06+01:00
# View invoices paid with a specific payment document
To check which invoices, debit notes, and overdue charges a customer payment or prepayment is applied to, you open the payment document in the Customer payments (AR302000) window and check the application history.
For more information: [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/).
> [!NOTE]
> You can see which payment documents were applied to a particular invoice on the **Applications** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field of the top part, select the type of the payment.
1. In the **Ref. no.** field, select the payment whose applications you want to view.
1. On the **Application history** tab, check the application log.
> [!NOTE]
> This tab shows the history of applications rather than the list of documents paid by this payment. When an invoice is applied, the system adds a row with the invoice data, and the applied amount is listed in the **Amount paid** column. When an invoice application is reversed, the system adds a row with the invoice data and shows the reversed paid amount (that is, the amount with the negative sign) in the **Amount paid** column.
1. Optional: use filtering to narrow the documents listed on the **Application history** tab. For example: to track the application history of the invoice with the **000460** reference number, do the following:
Related pages
Concepts
Tasks
Windows
Release a payment document
/visma-net-erp/help/customer-ledger/customer-payments/release-a-payment-document
page
Follow the steps below to release a particular payment document in the Customer payments (AR302000) window.
2026-02-19T17:09:06+01:00
# Release a payment document
Follow the steps below to release a particular payment document in the Customer payments (AR302000) window.
For more information: [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/).
## Before you start
This topic describes how to release a particular document in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. For instructions on how to release multiple payment documents at a time, see: [Release customer documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents/).
The following document types can be released manually in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window:
+ **Payment**,
+ **Credit note**,
+ **Prepayment**,
+ **Customer refund**,
+ **Balance write-off**
1. In the **Type** field of the top part, select one of the following options:
+ **Payment**,
+ **Credit note**,
+ **Prepayment**,
+ **Customer refund**,
+ **Balance write-off**
1. Bring up the particular payment document you want to release by taking one of the following actions:
+ To navigate among documents, click the appropriate navigation buttons until you see the document.
+ Click the selector button in the **Ref. no.** field, and do the following:
1. If you see the needed document in the table, proceed to step 3.
1. Select the column you want to search by clicking its header.
1. Type the search string in the **Search** field in the lower-left corner, and press Enter. The system highlights items in the column that contain the text.
1. Double-click the needed document to display its details on the window.
1. Check the status of the document, and do one of the following:
+ If the status is **On hold**, clear the **Hold** check box to change the status to **Balanced**.
+ If the status is **Balanced**, proceed to the next step.
1. Click **Release**. The released document is assigned the **Open** status.
Related pages
Concepts
Tasks
Windows
Match customer documents in Customer ledger
/visma-net-erp/help/customer-ledger/customer-payments/match-customer-documents-in-customer-ledger
section
You can match invoices and credit notes to close the documents.
2026-02-19T17:09:06+01:00
# Match customer documents in Customer ledger
You can match invoices and credit notes to close the documents.
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. Under **Type**, select **Credit note**.
1. Select the **Reference no.** of the credit note.
1. Add a new row and select the original invoice.
1. Click  and **Release**.
Match a credit note with an invoice
/visma-net-erp/help/customer-ledger/customer-payments/match-a-credit-note-with-an-invoice
section
2026-02-19T17:09:06+01:00
# Match a credit note with an invoice
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field, select **Credit note**.
1. In the **Reference no.** field, select the credit note.
1. On the **Documents to apply** tab, click  to add a new invoice line.
1. The document type **Invoice** is already selected.
1. Select the **Reference no.** for the invoice.
1. Click .
1. Make sure **Hold** is not selected, and click **Release** to match the credit note with the invoice.
> [!NOTE]
> Once the invoice and the credit note have been matched and released, the status changes to **Closed** and the system displays .
Related pages
Concepts
Windows
Correct an application record
/visma-net-erp/help/customer-ledger/customer-payments/correct-an-application-record
section
If you have mistakenly applied a customer payment, prepayment, or refund to the wrong document, you can correct the application record.
2026-02-19T17:09:06+01:00
# Correct an application record
If you have mistakenly applied a customer payment, prepayment, or refund to the wrong document, you can correct the application record.
> [!NOTE]
> After you have corrected the application record, you can apply the payment document to other documents. For more information, see: [Form a list of applications manually](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-manually/) or [Form a list of applications automatically](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-automatically/).
You correct an application record differently depending on whether the application
record has been released or not.
In either case, you use the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
## Remove an application record that has not been released
1. Got to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field, select the document type.
1. Select the document whose application record you want to correct.
1. On the **Documents to apply** tab, leave only the documents you want to apply by doing the following:
1. Select the document you don't want to apply.
1. In the table toolbar, click **Delete row**.
1. Repeat the previous two steps for each document you don't want to apply.
1. In the window toolbar, click .
## Reverse a released application record
1. Got to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field, select the type of the payment.
1. In the **Reference no.** field, select the number of the document whose application record you want to correct.
1. On the **Application history** tab, select the application you want to reverse.
1. In the table toolbar, click **Reverse application**.
1. Repeat steps 4 and 5 for each application you want to reverse.
1. In the window toolbar, click .
1. If you have reversed application records for a customer refund, you must fully apply its available balance before you complete the next step. For step-by-step instruction, see: [Form a list of applications manually](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-manually/) or [Form a list of applications automatically](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-automatically/).
1. Click **Release** to release the reversed application records.
Related pages
Concepts
Windows
Form a list of applications automatically
/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-automatically
section
You can apply a customer payment or prepayment to any number of invoices, debit notes, and overdue charges by using the Payments (AR302000) window.
2026-02-19T17:09:06+01:00
# Form a list of applications automatically
You can apply a customer payment or prepayment to any number of invoices, debit notes, and overdue charges by using the Payments (AR302000) window.
For more information: [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/).
If there are open credit notes for the customer, they also can be used in payment application.
In the top part of the window, the **Available balance** field holds the balance of the payment that is available for further application, and the **Applied to documents** field contains the balance that has been applied.
For details on the application of a payment document, see: [About manual payment application](/visma-net-erp/help/customer-ledger/customer-payments/about-manual-payment-application/); for instructions about how to enter a payment into the system, see: [Enter a payment document](/visma-net-erp/help/customer-ledger/customer-payments/enter-a-payment-document/).
1. Go to the [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field in the top part, select **Payment** or **Prepayment**, depending on the document you want to apply.
1. In the **Reference no.** field, select the reference number of the payment or prepayment.
1. On the **Documents to apply** tab, manually compose the list of outstanding documents to be paid with the payment document, by doing the following for each line (outstanding document):
1. In the table toolbar, click **Add row** to append a row to the table.
1. In the **Doc. type** column, select the type of the outstanding document.
1. In the **Reference no.** column, select the reference number of the outstanding document. The system fills in appropriate values in the other columns automatically.
1. Optional: In the **Amount paid** column, modify the applied amount, if needed.
1. Optional: If you want to give the customer a cash discount, in the **Cash discount taken** column, enter or modify the amount of the cash discount.
1. Optional: If you want to write off some balance, in the **Balance write-off** column, enter the amount you want to write off and in the **Write-off reason code** select the reason code, which defines an account where the system records the written-off amount.
1. Optional: If the payment document and the outstanding document are in a foreign currency, you may need to adjust the cross rate in the **Cross rate** column.
You can adjust the list by adding and removing documents and by typing the application amounts for each document.
The application amount may not exceed the payment amount.
1. If the payment document for which you have formed the list of the outstanding documents has the **On hold** or **Balanced** status, you can proceed as follows:
+ To save the document with the **On hold** status, make sure the **Hold** check box is selected, and click .
+ To save the document with the **Balanced** status, make sure the **Hold** check box is cleared, and click .
+ To release the payment document and its applications, make sure the **Hold** check box is cleared, and click **Release**.
When the payment is released, its status changes to **Closed** if the application amount is equal to the payment amount.
If the application amount is less than the payment amount, the status of the released payment document changes to **Open**.
1. If the payment document for which you have formed the list of the outstanding documents has the **Open** status, proceed as follows:
+ To save the document with the **Open** status and the list of applications you have formed, click .
+ To release the applications, click **Release**. When the application records are released, the status of the payment changes to **Closed** if the application amount is equal to the payment amount. If the application amount is less than the payment amount, the status of the released payment document remains **Open**.
Related pages
Concepts
Windows
Form a list of applications manually
/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-manually
section
You can apply a customer payment or prepayment to any number of invoices, debit notes, and overdue charges by using the Customer payments (AR302000) window.
2026-02-19T17:09:06+01:00
# Form a list of applications manually
You can apply a customer payment or prepayment to any number of invoices, debit notes, and overdue charges by using the Customer payments (AR302000) window.
For more information: [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/).
You can apply a customer payment or prepayment to any number of invoices, debit notes, and
overdue charges by using the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
If there are open credit notes for the
customer, they also can be used in payment application.
In the top part of the window, the **Available balance** field holds the balance of the payment that is available for further application, and the **Applied to documents** field contains the balance that has been applied.
For details on the application of a payment document, see [About manual payment application](/visma-net-erp/help/customer-ledger/customer-payments/about-manual-payment-application/); for instructions about how to enter a payment into the system, see: [Enter a payment document](/visma-net-erp/help/customer-ledger/customer-payments/enter-a-payment-document/).
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field in the top part, select **Payment** or **Prepayment**, depending on the document you want to apply.
1. In the **Reference no.** field, select the reference number of the payment or prepayment.
1. On the table toolbar of the **Documents to apply** tab, click **Load documents** to open the **Load options dialog box**.
1. Optional: In the dialog box, select the customer documents by specifying any of the following criteria:
+ The date range of the documents to be loaded, by using the **From date** and **To date** fields
+ The range of reference numbers for documents to be loaded, by using the **Start ref. no** and **End ref. no** fields
+ The maximum number of documents to be selected from the database that comply with any other criteria you have specified
You can also specify the way the system should order the documents on the
list, by selecting an option in the **Order by** section.
By
default, the **Due date, Reference no.** option button is
selected.
1. Click **Load**.
On the **Documents to apply** tab, the system displays the list of the open invoices
and notes that match any criteria specified in the dialog box and that have
a total applied amount equal to the payment amount. If there are open credit
notes, they are displayed at the top of the list.
If you have specified no
criteria, the system loads the documents according to the order option
selected by default until the application total is equal to the payment
total.
> [!NOTE]
> You can manually adjust the list by adding and removing documents and by typing the application amounts for each document. The application amount may not exceed the payment amount.
1. If the payment document for which you have formed the list of the outstanding documents has the **On hold** or **Balanced** status, you can proceed as follows:
+ To save the document with the **On hold** status, make sure the **Hold** check box is selected, click .
+ To save the document with the **Balanced** status, make sure the **Hold** check box is cleared, click .
+ To release the payment document and its applications, make sure the **Hold** check box is cleared, and click **Release**.
> [!NOTE]
> When you the payment document, the status of the payment changes to **Closed** if the application amount is equal to the payment amount. If the application amount is less than the payment amount, the status of the released payment document changes to **Open**.
1. If the payment document for which you have formed the list of the outstanding documents has the **Open** status, you can proceed as follows:
+ To save the document with the **Open** status and the list of applications you have formed, click .
+ To release the applications, click **Release**. When the application records are released, the status of the payment changes to **Closed** if the application amount is equal to the payment amount. If the application amount is less than the payment amount, the status of the released payment document remains **Open**.
Related pages
Concepts
Windows
Void a payment or prepayment document
/visma-net-erp/help/customer-ledger/customer-payments/void-a-payment-or-prepayment-document
section
Incoming payments can be voided if errors were made or the payments are otherwise invalid.
2026-02-19T17:09:06+01:00
# Void a payment or prepayment document
Incoming payments can be voided if errors were made or the payments are otherwise invalid.
Incoming payments can be voided if errors were made or the payments are otherwise
invalid.
Voiding a payment reverses the original payment transactions.
You can use
the [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window to void a customer payment or
prepayment that has been applied to invoices.
1. Go to the [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field, select the payment type.
1. In the **Reference no.** field, select the document you want to void.
1. In the window toolbar, click **Void**. The system does the following:
+ Reverses the payment application in full.
+ Changes the status of the payment document to **Voided**.
+ Creates a document with the **Voided payment** type with the same reference number as the payment or prepayment. You use this document in the remaining steps of this procedure.
1. Optional: In the **Application date** field, change the date of the voided payment. The date specified in this field should be the date when the vosided payment is released ( **Payment date** ) and when the related batch was created ( **Transaction date** ).
1. In the window toolbar, click  to save the voided payment.
1. Make sure the **Hold** check box is cleared.
1. In the window toolbar, click **Release**.
Related pages
Concepts
Windows
Void a customer refund
/visma-net-erp/help/customer-ledger/customer-payments/void-a-customer-refund
page
Customer refunds can be voided if errors have been made or the refunds are otherwise invalid.
2026-02-19T17:09:06+01:00
# Void a customer refund
Customer refunds can be voided if errors have been made or the refunds are otherwise invalid.
Customer refunds can be voided if errors have been made or the refunds are otherwise invalid.
Voiding a refund reverses the original refund transactions.
You can use the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window to void a customer refund that has been applied to customer payments, prepayments, or credit notes.
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field, select the **Customer** refund type.
1. In the **Reference no.** field, select the document you want to void.
1. In the window toolbar, click **Void**. The system does the following:
+ Reverses the refund in full.
+ Changes the status of the customer refund to **Voided**.
+ Creates a document with the **Voided refund** type that has the same reference number as the customer refund has. You use this document in the remaining steps of this procedure.
1. Optional: In the **Date** field in the top part, change the date of the voided refund.
The date specified in this field should be the date when the voided refund is released (payment date) and when the related batch was created (transaction date).
1. In the window toolbar, click **Save** to save the voided refund.
1. Make sure the **Hold** check box is cleared.
1. In the window toolbar, click **Release**.
Related pages
Concepts
Tasks
Windows
Issue a refund
/visma-net-erp/help/customer-ledger/customer-payments/issue-a-refund
section
You can issue a customer refund for a payment, prepayment, or credit note by using the Customer payments (AR302000) window.
2026-02-19T17:09:06+01:00
# Issue a refund
You can issue a customer refund for a payment, prepayment, or credit note by using the Customer payments (AR302000) window.
For more information: [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/).
> [!NOTE]
> This window cannot be used for payment via AutoPay. To create a customer refund via AutoPay, see [Customer refunds via AutoPay](/visma-net-erp/help/work-processes/customer-refunds-via-autopay/).
A customer refund is used when the company needs to return money to a customer, such as when the customer overpays or returns an item.
## Before you proceed
You can issue a refund for a document with an **Open** status; thus, you should make sure the document for which you want to issue a refund has this status.
If the document status is **Closed**, reverse the document applications and
release the reversed application records.
After the reversal, you can issue a
customer refund for the document. For more information, see [Correct an application record](/visma-net-erp/help/customer-ledger/customer-payments/correct-an-application-record/).
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the window toolbar, click .
1. In the **Type** field of the top part, select **Customer refund**.
1. Check the date of the customer refund in the **Payment date** field on the **Financial details** tab.
This field is filled in automatically based on the current date, but you can select another date.
1. Check the date of the application records in the **Application date** field.
This field is filled in automatically, based on the selected document
date.
By default, the current date is selected, but you can select another
date.
1. In the **Customer** field, select the customer you want to refund.
1. In the **Location** field, select a different customer location than the default one, if required.
1. Make sure the document currency is the one you need, and change it if necessary. In the **Payment method** field, select the payment method that can be used for refunds.
The currency may be overridden only if the **Allow currency override** check box is selected for the customer in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
> [!NOTE]
> Make sure you do not select the payment method associated with the clearing account that is used to hold customers' undeposited payments.
> [!NOTE]
> You cannot select a payment method that is used for payment via AutoPay (the check box **Create batch payment (customer and supplier ledgers)** cannot be selected for the payment method in the [Payment methods (CA204000)](/visma-net-erp/help/cash-management/cash-management-windows/payment-methods-ca204000/) window).
1. In the **Payment ref.** field, enter the payment reference number.
1. Optional: Enter a description of the refund.
1. On the **Documents to apply** tab, enter the credit notes, prepayments, or payments for which you are issuing the customer refund, performing the steps below for each refunded document:
1. Click **Add row** on the table toolbar to append a new row to the table.
1. In the **Document type** column, select **Credit note**, **Payment**, or **Prepayment**, depending on the document for which the customer refund is issued.
1. In the **Reference no.** column, select the document you want to refund.
1. Optional: In the **Amount paid** column, correct the refund amount to be paid for the document.
1. In the **Payment amount** field of the top part, enter the total amount of the refund.
1. Prepare the customer refund for further processing in accordance with your company policies by doing one of the following:
+ To save the refund with the **On hold** status, make sure the **Hold** check box is selected.
+ To save the refund with the **Balanced** status, make sure the **Hold** check box is cleared.
1. In the window toolbar, click .
1. Optional: If the refund has the **Balanced** status, click **Release** to release the customer refund and its application records.
Related pages
Concepts
Windows