Manage customers
/visma-net-erp/help/customer-ledger/manage-customers
section
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# Manage customers
About customer account setup
/visma-net-erp/help/customer-ledger/manage-customers/about-customer-account-setup
section
Here are the high-level steps for creating a customer account:
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# About customer account setup
Here are the high-level steps for creating a customer account:
After you have done preliminary configuration, creating a customer account is a matter of investing the time needed to type the customer's contact information and make any needed adjustments in the settings for this customer.
In this topic, you will read about how to set up a customer account and how to further adjust the settings of each customer.
## Setting up the customer account
Here are the high-level steps for creating a customer account:
1. You open the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window, and in the window toolbar, you click . The default customer class is initially assigned to the new customer account, so the elements have the values that were specified for the default customer class. If you want the settings for this customer to be based on a different (more specific) customer class, select that class, and the elements will be populated with the values specified for the selected class.
1. You adjust the settings for this customer as needed and fill in information (such as details about payment methods and addresses) that was not defined in the selected customer class. One example is the payment method: If the customer class does not define a default payment method, you should specify one. Also, a default payment method may require you to provide customer-specific information, such as the card number. You can override any value, making it specific to the customer.
1. When you have finished changing and adding customer details, make sure that all required settings have been filled in and save the new customer account.
You can use the copy-and paste functionality in Visma Net to create similar customer accounts. But if you have to override many values similarly for multiple customers, consider creating a new customer class.
## Using and maintaining customer information
When you have finished with the initial setup of a customer account, the account contains all the information the system needs to process the customer's documents. When you enter customer documents in the Customer ledger workspace, you should first select the customer. Once you do, the system fills in appropriate elements in the window with the settings specified for the customer's account. Over time, customers may change their addresses, payment methods, and preferred carriers. You can update customer accounts quickly as you learn about these changes.
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Concepts
Windows
About customer locations
/visma-net-erp/help/customer-ledger/manage-customers/about-customer-locations
page
If the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window, you can specify more than one location for a customer account, and each location can have specific settings.
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# About customer locations
If the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window, you can specify more than one location for a customer account, and each location can have specific settings.
For more information: [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/).
If the **Business account locations** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, you can specify more than one location for a
customer account, and each location can have specific settings.
Locations, which are
maintained in the [Customer locations (CR303010)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-locations-cr303010/) window, provide appropriate
customer default information for sales orders and invoices. In this topic, you will read about the main location and the default location, as well as the
values provided by locations for sales orders and invoices.
## Main and default locations
When you create a customer account in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window, the system creates the main location for the customer automatically by using all the settings you have specified on the **Delivery settings** tab. (This is the case whether or not the **Business account locations** functionality is enabled.) The main location has **MAIN** as its ID, which cannot be modified.
You can specify that the identifier of the branch the user is currently signed in is used by default as the identifier of the customer’s main location instead of the **MAIN** location. To do this for all customers of a class, you select the **Default location ID from branch** check box in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window.
Once you create the main location, it is automatically marked as the default location on the **Locations** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. If additional locations have been added to the customer account, you can make another location the default location by selecting the location and clicking **Set as default** in the table toolbar.
When you create a new location, the address and contact information of the main location are used by default, and the general ledger accounts and location settings (the settings grouped under the **Location settings** section) of the default location are used by default. You can replace any of these settings for the new location. The settings of the default location are used when you create new customer documents, as described in the next section.
## Location and customer documents
When you enter a customer document (that is, an invoice, payment, cash sale, or sales order),
you should first select the customer. When you do, certain elements in the window are filled
in with the settings associated with the customer's default location.
If you select a
location other than the default one, the values will change to those associated with the
selected location. The selected location provides default values for the customer's documents: the VAT zone, the
shipping instructions, and the sales account and corresponding subaccount. Also, for sales
orders, the location provides the shipping address and contact information.
You can override any of the default values. For new invoices and sales orders entered into the system, tax settings are by default those in both the VAT zone of the customer location and the product category associated with the items specified as the document details.
The system creates the resulting list of applicable taxes automatically and shows it on the **VAT details** tab of [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) or [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/).
## Location and discounts
Each customer's location can be also associated with a customer price class, which is used as a condition to be met for discount application. You can specify different customer price classes for different locations to make your pricing policy more flexible.
Related pages
Tasks
Windows
About export types
/visma-net-erp/help/customer-ledger/manage-customers/about-export-types
page
Export types determine the automatically suggested sales account and VAT category on sales or customer invoice lines and sales order lines.
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# About export types
Export types determine the automatically suggested sales account and VAT category on sales or customer invoice lines and sales order lines.
You can set an **Export type** in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) and [Customer locations (CR303010)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-locations-cr303010/) windows.
## Export type on customer location
When you have a customer with a location in a different country than the main location, requiring a different VAT calculation and sales account, you can give the location the appropriate export type. The system reads the **Export type** value from the customer location first, and if not set, from the customer class.
## Export type determines sales account and VAT category
Export types determine the:
+ sales account on sales documents
+ VAT category on sales documents for lines with item IDs
Generally, each **Export type** corresponds to one sales account and VAT category , according to the following table:
|Export type|Sales account|VAT category|
|---|---|---|
|**Domestic**|**Sales account**|**Sales VAT category**|
|**Domestic exempt VAT**|**Sales - non-taxable account**|**Exempt VAT sales VAT category**|
|**EU**|**Sales - EU account**|**Sales EU VAT category**|
|**Export**|**Sales - export account**|**Export VAT category**|
There are situations where the above table does not apply. For more information, see: [Suggested sales account](/visma-net-erp/help/sales/process-sales-orders/about-suggested-sales-accounts/) and [Suggested VAT category](/visma-net-erp/help/sales/process-sales-orders/about-suggested-vat-categories/).
Related pages
Concepts
Windows
Create a customer
/visma-net-erp/help/customer-ledger/manage-customers/create-a-customer
section
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# Create a customer
## Before you start
To make it easier to create customers, you can first create customer classes and select one as your default. This way the customers you create afterwards will already have some default information filled in. See [Create a customer class](/visma-net-erp/help/customer-ledger/customer-classes/create-a-customer-class/).
> [!NOTE]
> If you do not want to use the default customer class for the customer you are creating, you can select a different one on the **General settings** tab, in the section **Financial settings**. Visma Net immediately changes the related information.
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. Click  to create a new customer, and enter the **Customer name**. The next available **customer number** is automatically added to the new customer when you save. The default **Status** for the new customer is **Active**.
The fields marked with \* are mandatory.
1. [Add general information for a customer](/visma-net-erp/help/customer-ledger/manage-customers/add-general-information-for-a-customer/) on the **General information** tab.
1. Add information on the **Invoicing settings** tab.
1. Add information on the **Delivery settings** tab.
1. On the **General ledger accounts** tab, check or select the customer ledger accounts/subaccounts you want to use for the general ledger transactions for the customer.
1. Click .
> [!NOTE]
> The system automatically adds the **customer number** when you save.
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Tasks
Windows
Delete customer
/visma-net-erp/help/customer-ledger/manage-customers/delete-customer
section
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# Delete customer
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. In the **Contact ID** field, click  to select the customer you want to delete.
1. Click .
1. Click **OK** to confirm that you want to delete the current customer.
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Concepts
Tasks
Windows
Make customer-specific changes
/visma-net-erp/help/customer-ledger/manage-customers/make-customer-specific-changes
section
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# Make customer-specific changes
## Before you start
To make it easier to create customers, you can [Create a customer class](/visma-net-erp/help/customer-ledger/customer-classes/create-a-customer-class/) and set one as default. Customer classes have a number of default settings, so many fields will automatically be filled in.
However, you can still edit some of the automatically filled-in fields in order to set individual preferences.
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. In the **Customer no.** field, click  to select the customer you want to make changes to.
1. Make your changes.
1. Click .
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Concepts
Tasks
Windows
Add general information for a customer
/visma-net-erp/help/customer-ledger/manage-customers/add-general-information-for-a-customer
section
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# Add general information for a customer
## Before you start
[Create a customer](/visma-net-erp/help/customer-ledger/manage-customers/create-a-customer/)
In some of the steps in this procedure, you only have to check that the information is correct for the customer you are creating.
1. You are here: On the **General information** tab.
1. In the **Main address** section, add the address information.
1. In the **Main contact** section, fill in the **Attention**, **Email** and **Phone** fields.
1. In the **Financial settings** section, select the **Customer class**.
1. Select the **Terms** for the customer class.
1. Select the **Currency ID** and the other currency settings.
1. Click .
Related pages
Concepts
Tasks
Windows
Connect contact to customer
/visma-net-erp/help/customer-ledger/manage-customers/connect-contact-to-customer
section
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# Connect contact to customer
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. In the **Customer no.** field, click  to select the customer you want to add a contact to.
1. In the **Contacts** tab, click **Add contact**.
1. In the **Contacts** window, either
1. click  in the **Contact ID** field, to select an existing contact. or
1. enter the **Last name** of a new contact.
1. Then enter as much information as possible on the remaining tabs.
The fields marked with \* are mandatory.
1. Click  or **Save and close**
Related pages
Tasks
Add delivery settings for a customer
/visma-net-erp/help/customer-ledger/manage-customers/add-delivery-settings-for-a-customer
section
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# Add delivery settings for a customer
## Before you start
[Create a customer](/visma-net-erp/help/customer-ledger/manage-customers/create-a-customer/)
[Add general information for a customer](/visma-net-erp/help/customer-ledger/manage-customers/add-general-information-for-a-customer/)
[Add invoicing settings for a customer](/visma-net-erp/help/customer-ledger/manage-customers/add-invoicing-settings-for-a-customer/)
In some of the steps in this procedure, you only have to check that the information is correct for the customer you are creating.
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
Click on the **Delivery settings** tab.
1. Optional: In the **Shipping address** section, you can add an address that differs from the main address - for delivery. If the address is the same, select the **Same as main** check box.
1. Optional: In the **Shipping contact** section, you can add a contact that differs from the main contact - for delivery. If the contact is the same, select the **Same as main** check box.
1. In the **Default location settings** section, enter a **Corporate ID** and/or a **VAT registration ID**.
1. Optional: If yo have enabled the Warehouses functionality in your system, select the **Warehouse** and other shipping information in the **Shipping instructions** section.
1. Fill in any other fields you think is relevant for this customer.
1. Click .
Related pages
Concepts
Tasks
Windows
Add invoicing settings for a customer
/visma-net-erp/help/customer-ledger/manage-customers/add-invoicing-settings-for-a-customer
section
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# Add invoicing settings for a customer
## Before you start
[Create a customer](/visma-net-erp/help/customer-ledger/manage-customers/create-a-customer/)
[Add general information for a customer](/visma-net-erp/help/customer-ledger/manage-customers/add-general-information-for-a-customer/)
In some of the steps in this procedure, you only have to check that the information is correct for the customer you are creating.
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. Click on the **Invoicing settings** tab.
1. Optional: In the **Invoice address** section, you can add an address that differs from the main address - for invoicing. If the address is the same, select the **Same as main** check box.
1. Optional: In the **Invoice contact** section, you can add a contact that differs from the main contact - for invoicing. If the contact is the same, select the **Same as main** check box.
1. Optional:In the **Parent account** field, you can select a bank account to be the parent account of the currently selected customer account.
> [!NOTE]
> This field and a list of accounts are only available if the **Consolidate balance** and **Consolidate statements** check boxes are selected for the selected customer account.
1. In the **Print and e-mail settings** section, it is important to decide how you want to send different customer documents. For example, you should not select both **Print invoices** and **Send invoices by e-mail** for the same customer. Print and email settings:
1. Click .
## What is next?
[Add delivery settings for a customer](/visma-net-erp/help/customer-ledger/manage-customers/add-delivery-settings-for-a-customer/)
Related pages
Concepts
Tasks
Windows
Prepare to use electronic invoices for customers
/visma-net-erp/help/customer-ledger/manage-customers/prepare-to-use-electronic-invoices-for-customers
page
When you enter the organisation number and the VAT registration number for the customer, and if this number exists in the AutoInvoice portal, Visma Net sets up the customer automatically so that you can send electronic invoices to this customer.
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# Prepare to use electronic invoices for customers
When you enter the organisation number and the VAT registration number for the customer, and if this number exists in the AutoInvoice portal, Visma Net sets up the customer automatically so that you can send electronic invoices to this customer.
If the organisation number and the VAT registration number does not exist in the AutoInvoice portal, you have to select the **Send to AutoInvoice** check box manually in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
The setting in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window is set dependent on the customer setting, so that all invoices you send to your customer will automatically be sent as electronic invoices via AutoInvoice if this check box is selected.
If you for some reason cannot send one particular invoice electronically to a customer, you can send it either by email or regular mail; you go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window on the **Invoice address** tab, and deselect the **Send to AutoInvoice** option.
The following procedures describe how you set up AutoInvoice for a new or for an existing customer.
[Prepare to use AutoInvoice for a new customer](/visma-net-erp/help/customer-ledger/manage-customers/prepare-to-use-autoinvoice-for-a-new-customer/)
[Prepare to use AutoInvoice for an existing customer](/visma-net-erp/help/customer-ledger/manage-customers/prepare-to-use-autoinvoice-for-an-existing-customer/)
Related pages
Concepts
Tasks
Windows
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
section
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# Add a payment method and a bank account to a customer
## Before you start
For the previous step, see: [Enable batch payments](/visma-net-erp/help/cash-management/manage-payment-methods/enable-batch-payments/).
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. In the **Customer no.** field, select the customer you want to refund.
1. On the **Payment methods** tab, click **Add payment method**.
1. In the **Payment method** column, select the method of payment.
1. In the **Cash account** column, select the cash account.
1. In the **Value** column, fill in the bank account to want to refund to.
1. Click , or **Save and close**.
The payment method is now linked to the customer.
> [!NOTE]
> If you go to the **Invoicing settings** tab, the selected payment method is displayed in the **Default payment method** section.
## What is next?
[Add a payment message prefix](/visma-net-erp/help/customer-ledger/customer-ledger-preferences/add-a-payment-message-prefix/).
Related pages
Concepts
Tasks
Windows
Set up invoice mailing for a customer
/visma-net-erp/help/customer-ledger/manage-customers/set-up-invoice-mailing-for-a-customer
section
If you are setting up invoice mailings settings for a number of customers, you can consider to do this in the Customer classes (AR201000) window, see Set up invoice mailing for a customer class.
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# Set up invoice mailing for a customer
If you are setting up invoice mailings settings for a number of customers, you can consider to do this in the Customer classes (AR201000) window, see Set up invoice mailing for a customer class.
For more information: [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/), [Set up invoice mailing for a customer class](/visma-net-erp/help/customer-ledger/customer-classes/set-up-invoice-mailing-for-a-customer-class/).
## Before you start
If you are setting up invoice mailings settings for a number of customers, you can consider to do this in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window, 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/).
1. Go to the **[Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/)** **[Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/)** window.
1. In the **Customer number** **Class ID** field, select the customer for which you want to configure the mailing.
1. Go to the **Mailing settings** tab.
1. In the **Mailings** table, click  and select **INVOICE** on the new row.
1. In the **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 invoices, 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.
> [!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 **Recipients** table, click .
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 .
Related pages
Concepts
Tasks
Windows
Configure mailing settings for dunning letters for a customer
/visma-net-erp/help/customer-ledger/manage-customers/configure-mailing-settings-for-dunning-letters-for-a-customer
section
If you want to make settings for dunning letter mailing for more than one customer, you can do this in the Customer classes (AR201000) window.
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# Configure mailing settings for dunning letters for a customer
If you want to make settings for dunning letter mailing for more than one customer, you can do this in the Customer classes (AR201000) window.
For more information: [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/).
## Before you start
If you want to make settings for dunning letter mailing for more than one customer, you can do this in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window. 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/).
1. In the **Customer number** **Class ID** field, select the customer for which you want to configure the mailing.
1. Go to the **Mailing settings** tab.
1. In the **Mailings** table, click  to add a new role.
1. Select **DUNNINGLETTER**.
1. In the **Email account** column, select the e-mail 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 **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 .
Related pages
Concepts
Tasks
Windows
Set up e-mail invoices for one customer
/visma-net-erp/help/customer-ledger/manage-customers/set-up-e-mail-invoices-for-one-customer
section
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# Set up e-mail invoices for one customer
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. In the **Customer no.** field, select the customer.
1. Go to the **General information** tab.
1. Under **Main contact**, enter the customer's email address.
1. Go to the **Invoicing settings** tab.
1. Under **Print and email settings**, select **Send invoices by email**.
1. Click .
Related pages
Concepts
Tasks
Windows
Set customer print and email preferences
/visma-net-erp/help/customer-ledger/manage-customers/set-customer-print-and-email-preferences
section
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# Set customer print and email preferences
## Before you start
You send invoices and credit notes to your customers in different ways, and you can set the option the customer prefers, for each customer.
You can also set preferences for print and emailing for a customer class. For more information, see [Set customer class print and e-mail preferences](/visma-net-erp/help/customer-ledger/customer-classes/set-customer-class-print-and-email-preferences/).
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. Go to the **Invoicing settings** tab, and look for the **Print and email settings** section.
1. Select one of the available options:
+ **Print invoices** - print out and send the invoice by letter.
+ **Send invoice to AutoInvoice** - send the invoice electronically with AutoInvoice.
+ **Send invoices by email** - attach the invoice to an email.
1. Click .
Related pages
Concepts
Tasks
Windows
Enable write-offs for customer
/visma-net-erp/help/customer-ledger/manage-customers/enable-write-offs-for-customer
section
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# Enable write-offs for customer
## Before you start
To make it easier to create customers, you can [Create a customer class](/visma-net-erp/help/customer-ledger/customer-classes/create-a-customer-class/) and set one as default. Customer classes have a number of default settings, so many fields will automatically be filled in.
However, you can still edit some of the automatically filled-in fields in order to set individual preferences.
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. Go to the **General information** tab.
1. Under **Financial settings**, select the **Enable write-offs** check box.
1. Fill in the **Write-off limit** field.
1. Click .
> [!NOTE]
> If you do not enter a limit, Visma Net is not able to perform write-offs.
Related pages
Concepts
Tasks
Windows
Prepare to use AutoInvoice for a new customer
/visma-net-erp/help/customer-ledger/manage-customers/prepare-to-use-autoinvoice-for-a-new-customer
section
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# Prepare to use AutoInvoice for a new customer
1. [Create a new customer](/visma-net-erp/help/customer-ledger/manage-customers/create-a-customer/).
1. Go to the **Delivery settings** tab.
1. Under **Default location settings**, enter the **Corporate ID** and the **VAT registration ID**.
1. Click .
1. Go to the **Invoicing settings** tab.
1. Check that the **Send invoices to AutoInvoice** check box has been selected. If it is not selected, you can select it manually and click .
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, the **Invoice address** tab.
1. Under the **AutoInvoice** section, check if the **Send to AutoInvoice** check box has been selected. If it is not selected, you can select it manually and click .
Prepare to use AutoInvoice for an existing customer
/visma-net-erp/help/customer-ledger/manage-customers/prepare-to-use-autoinvoice-for-an-existing-customer
section
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# Prepare to use AutoInvoice for an existing customer
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. In the **Customer no.** field, click  to select the customer you want to send electronic invoices to.
1. Go to the **Invoicing settings** tab.
1. Under **Print and email settings**, select the **Send invoices to AutoInvoice** check box.
1. Click .
Preliminary configuration
/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration
section
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# Preliminary configuration
About preliminary configuration
/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration/about-preliminary-configuration
page
You need to perform the following steps before you start setting up customer accounts:
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# About preliminary configuration
You need to perform the following steps before you start setting up customer accounts:
Visma Net provides multiple tools that you can use to successfully interact with your customers and to maintain accurate and up-to-date information about these customers.
Before you begin entering customer accounts, you need to perform certain planning and configuration tasks. In this topic, you will read about the steps you should perform before you start setting up customer accounts.
## Overview of the preliminary configuration process
1. You plan customer accounts and the supporting entities. During this step, you will not yet act upon your plans; you are gathering information and making decisions that will affect configuration.
1. You set up the entities you need for successful management of customer accounts.
1. You set up the customer classes that will make it easier for users to set up accounts.
1. You adjust the settings of the Customer ledger workspace to ease the entry and maintenance of customer accounts.
After you have finished the preliminary configuration, setting up customer accounts is a quick and easy process.
Related pages
Concepts
Windows
Visma Net entities needed for customer account setup
/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration/visma-net-entities-needed-for-customer-account-setup
page
Before you start setting up customer accounts in Visma Net, you need to configure the entities that will ease the processes of customer account creation and maintenance.
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# Visma Net entities needed for customer account setup
Before you start setting up customer accounts in Visma Net, you need to configure the entities that will ease the processes of customer account creation and maintenance.
Before you start setting up customer accounts in Visma Net, you need to configure the entities that will ease the processes of customer account
creation and maintenance.
As you configure these entities, you should use the information
that you gathered when you planned customer accounts.
In this topic, you will find the list of Visma Net entities you need to configure to ease the processes of customer account creation and maintenance. Some of these entities are required, while others are optional, as indicated in the list.
## Needed Visma Net entities
The needed entities in Visma Net may include the following:
+ Customer identifiers (optional): You should make sure that the segmented key used as a template for identifiers of customer accounts suits your needs, and adjust the **BIZACCT** segmented key (or the **CUSTOMER** key) if needed.
+ General ledger accounts (required): You need to create the general ledger accounts and subaccounts (if applicable) to be used to record sales and cash discounts, unless you plan to use accounts and subaccounts that already exist. You will need to select these already-defined accounts when you create customer accounts. For details, see: [Add an account to the chart of accounts](/visma-net-erp/help/general-ledger/manage-chart-of-accounts/add-an-account-to-the-chart-of-accounts/).
+ Statement cycle (required): You need to set up at least one statement cycle that will be assigned to a customer class (and therefore to all customers that are assigned to this class). For details, see: [Statement cycles - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/statement-cycles-overview/).
+ Payment methods (required): You need to define at least one payment method to be used for customer payments. For details, see: [Manage payment methods - overview](/visma-net-erp/help/cash-management/manage-payment-methods/managing-payment-methods-overview/).
+ Payment terms (optional): You should set up each needed set of payment terms that will define the due dates of documents. When you set up customer classes, you can assign the appropriate payment terms to classes, which in turn will cause the payment terms to be assigned by default to all new customers of this class. For details, see: [About payment terms](/visma-net-erp/help/customer-ledger/manage-credit-policy/payment-terms/about-payment-terms/).
+ Overdue charges (optional): You can set up overdue charges, which define additional charges that customers will incur for open documents that are past due and assign the charges to a customer class (which causes them to be assigned by default to all new customers of this class). For details, see: [About overdue charges](/visma-net-erp/help/customer-ledger/manage-credit-policy/overdue-charges/about-overdue-charges/).
+ Mailings (optional): You can set up multiple mailings to notify customers about their balances, invoices, sales orders, and other information you want to send to customers on a regular basis. For details, see: [About mailings for customers](/visma-net-erp/help/customer-ledger/manage-mailings/about-mailings-for-customers/).
## Next steps in preliminary configuration
When you have finished creating the entities mentioned above, you should proceed with
setting up customer classes, which are a key entity in Visma Net. Customer classes are used to provide default values, thus speeding the creation of
customer accounts and other customer classes.
See [About customer classes](/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration/about-customer-classes/) for details about how to determine which classes you want to create, how to create these classes, and what default values they provide.
Related pages
Concepts
About customer classes
/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration/about-customer-classes
page
A customer class groups customers that have similar characteristics.
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# About customer classes
A customer class groups customers that have similar characteristics.
A customer class groups customers that have similar characteristics.
You can divide customers
into classes based on the types of goods or services the customers buy or on other properties,
such as the customers' currency and payment methods.
You specify a customer class when you create a customer account, which causes the system to fill in the values of the class for the customer. Any of these default values can be overridden.
Generally, the first customer class you define is the default customer class.
When you create
a customer class, the values of the default customer class are automatically filled in, but any
of them can be overridden. The default customer class is initially specified as the customer
class for a new customer account, but you can change it to any other class.
In this topic, you will read about the default customer class, customer classes in general, and the default values provided by customer classes. Separate sections describe the currency and printing settings that are provided by the customer class.
## Default customer class
When you set up customer classes, we recommend that you first create the default customer class: the customer class that has values that are shared by most customer classes and customers. You define the default customer class (and all other classes) in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window, and then specify the class as your default customer class in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
When you create a new customer class, the elements of this class will be automatically populated with the values specified for the default customer class, which speeds data entry. You can override these values as needed.
## Other customer classes
You also create non-default customer classes by using the
Customer classes window.
As mentioned above, when you create a customer class, it is initially
populated with the values of the default customer class, any of which can be overridden.
In addition to using the default customer class, you can create a new customer class based on
an existing customer class by using commands from the **Edit** menu in the
Customer classes window.
You can copy the settings of a particular customer class and
paste them to create another class, or you can create a template for multiple similar customer
classes.
## Default values provided by the customer class
Customer classes provide default values for individual customer accounts, so users can create customer accounts more easily.
When you create a customer class, you must specify the class ID and description, and you can decide which additional elements to specify for the class, including the following:
+ General settings: The country of customers, the taxation settings (including the VAT zone for the class), and the salesperson responsible for dealing with customers of the class
+ Delivery elements: The carrier whose services will be used, and the shipping terms
+ Credit verification settings: The credit verification rules and the credit limit
+ Financial settings: The Payment info from AutoPay payment terms, the statement cycle, the payment method, the overdue charges, and the currency
+ Print and email details: The statement type; whether customers' documents should be sent electronically or by postal mail
+ General ledger accounts: The accounts from the chart of accounts and the subaccounts (if any) to be used to record your operations with the customers of the class
+ Mailings: The list of mailings to which you want to subscribe customers of the class
When you create a new customer account by using the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window, by default, the elements of this window have the values that
were specified for the default customer class. If the new customer should be assigned to a more
specific class, select the class, which changes the default values to those that were specified
for the selected class.
You can override any value provided by the class.
With customers, as with classes, you can use the copy-and-paste functionality to create
similar customer accounts.
If you have to override many values of the customer account similarly
for multiple customers, consider creating a new customer class with those values specified.
## Default currency settings
A customer class can hold the default currency and the default currency rate to be used for
customer accounts.
We recommend that you select a foreign currency for a customer class only if
most customers of the class use this currency.
By default, users may not override the currency
on customer documents, to reduce the chance of input errors related to currency choice. If some
customers may use a non-default currency and non-default rate type on individual documents, you
can allow currency and rate overriding for those customers by selecting the **Enable currency override** and **Enable rate override** check boxes in
the Customers window.
If want to allow override of the currency and the rate by default for all customers of the class, select these check boxes in the Customer classes window for the customer class.
## Default printing and emailing settings
A customer class can provide the default settings that permit or deny mass-printing and
emailing of invoices, notes, and statements. Settings that control printing and emailing
preferences of customers are located under the **Print and email settings**
section on the **Invoicing settings** tab of the Customer classes window. For instance, if you want to be able to print at once the invoices for all customers of
a customer class by using the Send invoices window, you must select the
**Print invoices** check box for the customer class. This makes the
documents of these customers available for mass-printing.
You can override this setting for
individual customers of the class, if needed.
## Preferred locale setting
You can group the customers who prefer the same language to one customer class.
For this
class, you specify a locale that is associated with the language in the
**Locale** field of the Customer classes window.
> [!NOTE]
> The system will assign the locale to the new customer accounts automatically when you select the customer class for the account in the Customers window. For existing customers, you need to manually select the preferred locale for each account.
Assigning a locale to a customer account allows you to print documents for the customer in preferred language.
## Next steps in preliminary configuration
Once you have defined the default customer class and all other customer classes that will be used to ease the entry of new customer accounts, you have defined all the Visma Net entities that you need to set up before you begin creating customer accounts. Next, you need to consider Customer ledger settings as they relate to customer management and make any needed adjustments, as described in [About adjusting customer ledger preferences](/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration/about-adjusting-customer-ledger-preferences/).
Related pages
Concepts
Tasks
Windows
About adjusting customer ledger preferences
/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration/about-adjusting-customer-ledger-preferences
page
Initial configuration of the Customer ledger workspace was performed during implementation.
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# About adjusting customer ledger preferences
Initial configuration of the Customer ledger workspace was performed during implementation.
Initial configuration of the Customer ledger workspace was performed during
implementation.
This topic describes settings in the
[Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window that you should reconsider because they control customer settings and
your interactions with customers. You should review these settings, which are described
below, and change them as needed before you begin setting up customer accounts.
## Speeding data entry
To help make data entry easier and more error-proof, you can use the following settings in the Customer ledger preferences window:
Default customer class ID
: Here you specify the customer class whose values are shared by most customer classes and customers. Then when you create a new customer class or a new customer account, the corresponding elements in the window will be populated with the values of the default customer class automatically, thus speeding data entry. (You should have already specified the default customer class, as described in Customer classes, and used it to ease the creation of other customer classes.)
Combine sales sub. from
: In this field, you can specify the rule to create the default sales subaccount (if subaccounts are used in your system) for use on customer ledger documents. This default subaccount can have its values for different segments taken from different subaccounts related to the document. For each segment of the resulting sales subaccount, you can specify from which subaccount, such as the company's branch, customer location, stock item, or employee account, the segment value should be copied. For details, see: [About combined subaccounts](/visma-net-erp/help/general-ledger/manage-subaccounts/about-combined-subaccounts/).
Balance write-off reason
: and **Credit write-off reason code**: In these fields, you specify the reason codes to be used by default for writing off credits and balances. The system will fill in the reason codes specified here in the **Reason code** field in the [Write-off balances and credits (AR505000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/write-off-balances-and-credits-ar505000/) window when you select the type of write-off operation, as well as in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. For details on write-off functionality, see: [Write-off methods - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/write-off-methods/write-off-methods-overview/).
## Managing credit policy
To configure the options related to implementing your company's credit policy for all customers, you can specify the following settings:
Hold document on failed credit check
: You select this check box if you want new invoices and notes to be placed on hold for customers that have failed the credit check. If the check box is not selected, new documents can be saved and processed regardless of the credit check result, although the system warns the user about the customers that have failed their credit check. For details on credit verification, see [About credit verification](/visma-net-erp/help/customer-ledger/manage-credit-policy/about-credit-verification/).
Age credits
: You select this check box if you want the balances of credit notes and open payments to be taken into account when a customer statement is generated. For details, see [Statement cycles - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/statement-cycles-overview/).
Set default overdue charges by statement cycle
: You select this check box to use the overdue charges specified for the statement cycle assigned to a customer account instead of the overdue charges specified for the customer class that is also assigned to the customer account.
Calculate on overdue charges documents
: You select this check box if you want overdue charges to be calculated on overdue charge documents as well as on invoices.
Apply payments to overdue charges first
: You select this check box if you have enabled automatic payment application for a customer account or you have selected the **Auto-apply payments** check box in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window and want new payments to be applied first to overdue charges and then to outstanding invoices. For details on the processing of overdue charges, see [About overdue charges](/visma-net-erp/help/customer-ledger/manage-credit-policy/overdue-charges/about-overdue-charges/).
## Printing and emailing documents
To make the printing and emailing of invoices and notes a required step before these
documents are released, you should select the following check boxes: **Require invoice/note printing before release** and **Require invoice/note emailing before release**. When you create an invoice for a customer that
prefers to receive a printed copy of the documents or the **Print invoices** check box is selected for the customer in the Customers window, the invoice is created with the
**Pending print** status.
After you have printed the invoice, its status is changed to
**Balanced** and you can release it. To print customer ledger documents, use the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
## Preparing consolidating statements and dunning letters
Depending on the policies established in your company, you can prepare a single
consolidated statement for each customer or prepare multiple statements for each branch of
your company.
To prepare consolidated statements for all customers, select the
**Consolidate statements for all branches** check box, and in the **Statement from branch** field, select the branch that will be specified as the sender.
You can prepare consolidated dunning letters as well.
To prepare consolidated dunning
letters for all customers, select the **Consolidate dunning letters for all branches**
check box, and in the **Dunning letter from branch** field, select the branch that will be
specified as the sender.
## Managing mailings
To inform your customers of past-due invoices, purchase debit notes, and overdue charges, you can
configure the sequence of dunning letters on the **Dunning settings** tab of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
You can specify the sending criteria for
each letter in the sequence.
Also, you can define the number of days you offer a customer to
settle the due document before the next letter is sent.
If a customer account has at least
one due document that meets the specified criteria, you can prepare and send a dunning
letter. Note that you need to configure a corresponding mailing to be able to prepare and
send dunning letters.
For details, see [Manage dunning letters - overview](/visma-net-erp/help/customer-ledger/manage-dunning-letters/manage-dunning-letters-overview/).
To inform your customers of new invoices, their balance, and the expiration of a credit
card, you can configure multiple mailings. The list of predefined mailings is available on
the **Mailing settings** tab of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
On this tab, you can modify the list of mailings as it to be copied to a new customer class
and configure the basic settings of each mailing. Also, if the Inventory workspace is
activated, the mailings listed on the **Mailing settings** tab of the [Sales order preferences (SO101000)](/visma-net-erp/help/sales/sales-windows/sales-order-preferences-so101000/) window are also copied to a new customer
class.
For details on configuring mailings, see [Manage mailings - overview](/visma-net-erp/help/customer-ledger/manage-mailings/manage-mailings-overview/).
## Proceeding with customer account setup
Now that you have finished with the preliminary configuration steps, you can easily and efficiently create customer accounts, as described in [About customer account setup](/visma-net-erp/help/customer-ledger/manage-customers/about-customer-account-setup/).
Related pages
Concepts
Windows
Add customer locations
/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration/add-customer-locations
section
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# Add customer locations
1. Go to the [Customer locations (CR303010)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-locations-cr303010/) window.
1. Click  to select the customer you want to add a location for. The main location defined in the **Customers** window is displayed in the window.
1. Click  to add a new location for this customer.
1. In the **Location ID** field, enter an ID for the new location. You can use both letters and numbers.
1. On the **General information** tab, deselect the **Same as main** check boxes if you want to enter new information in the **Location contact** and the **Location address** sections.
1. Fill in the other optional fields that you want to use for this specific location.
1. Go to the **General ledger accounts** tab and specify the general ledger accounts if necessary. Deselect the **Same as default location** check box to change the accounts.
1. Click .
Related pages
Concepts
Windows