Process customer ledger documents /visma-net-erp/help/customer-ledger/process-customer-ledger-documents section 2026-02-19T17:09:06+01:00 # Process customer ledger documents Process customer ledger documents - overview /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/process-customer-ledger-documents-overview page In general, you use the Customer ledger workspace specifically for sales made on credit. 2026-02-19T17:09:06+01:00 # Process customer ledger documents - overview In general, you use the Customer ledger workspace specifically for sales made on credit. In general, you use the Customer ledger workspace specifically for sales made on credit. During the implementation of this workspace in your system, the following customer ledger settings and entities were defined, making it easy for you to process customer ledger documents: + Number series for customer ledger documents and the related general ledger batches in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window. + Customer accounts to uniquely identify each of your clients and hold their information and settings. + Credit and collection policies, which include terms of sales, customer credit verification rules, overdue charges, statements, and dunning letters. + The goods and services (defined as stock items in the system) that your company sells to your customers. + Sales prices and discount policies. With these entities defined, users in your company can record and process documents in Visma Net quickly and accurately, with minimal manual actions. The system fills in the most of the needed information automatically. ## Topics + [About types of customer ledger documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-types-of-customer-ledger-documents/) + [About the customer ledger document processing flow](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-the-customer-ledger-document-processing-flow/) + [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/) + [About tracking customer ledger documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-tracking-customer-ledger-documents/) + [About customer ledger ageing reports](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-customer-ledger-ageing-reports/) + [About schedules for recurring documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-schedules-for-recurring-documents/) + [Enter a cash sale](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/enter-a-cash-sale/) + [Release customer documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents/) + [Track customer prepayments](/visma-net-erp/help/customer-ledger/process-payments-and-applications/track-customer-prepayments/) + [View invoices paid with a specific payment document](/visma-net-erp/help/customer-ledger/customer-payments/view-invoices-paid-with-a-specific-payment-document/) + [Schedule recurring documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/schedule-recurring-documents/) + [Generate recurring documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/generate-recurring-documents/)

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 About types of customer ledger documents /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-types-of-customer-ledger-documents page In Visma Net, customer ledger documents are differentiated by document types. 2026-02-19T17:09:06+01:00 # About types of customer ledger documents In Visma Net, customer ledger documents are differentiated by document types. In Visma Net, customer ledger documents are differentiated by document types. Multiple document types help you track documents more easily and make your sales history with a customer clearer. Customer ledger document types can be divided in two groups based on their method of creation: + Manual: Users create customer ledger documents to record their financial relationship with customers. The following documents can be created by a user: **Invoice**, **Debit note**, **Credit note**, **Payment**, **Prepayment**, **Customer refund**, **Cash sale**, and **Cash return**. + Automatic: The system creates customer ledger documents when a user have run the appropriate processes. The following documents are created by the system: **Overdue charge**, **Void payment**, **Credit write-off**, and **Balance write-off**. > [!NOTE] > A user cannot create customer ledger documents of these types manually. In this topic, you will read about when and why each type of an customer ledger document is used in Visma Net. ## Invoice You use this document type to record your request for payment for goods sold or services rendered to a customer. The system includes the sum of all open customer documents with the **Invoice** type in the customer balance, which is displayed in the **Balance** field in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. Thus, balances of open invoices increase the customer's balance. You use the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window to create and process a document of this type. To identify invoices, the system uses the number series specified in the **Invoice number series** field 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. ## Payment You use this document type to record a customer payment for goods or services sold. Also, you can use this type to record a customer's prepayments, if you do not need to track prepayments separately. The system includes the sum of all open customer payment documents with the **Payment** type in the customer balance, which it displays in the **Balance** field in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. Thus, balances of open payments decrease the customer's balance. You can apply outstanding documents to a payment before or after you release it. You use the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window to create and process a document of this type. To identify payments, the system uses the number series specified in the **Payment number series** field 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. > [!NOTE] > If the **Manual numbering** check box is selected for the specified number series in the [Number series (CS201010)](/visma-net-erp/help/common-settings/common-settings-windows/number-series-cs201010/) window, the system validates each new reference number you enter in order to prevent the creation of payments and prepayments with the same reference number. ## Prepayment You use this document type if you want to distinguish customer payments from prepayments. The system displays the sum of all open customer payment documents with the **Prepayment** type separately in the **Prepayments balance** field in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. Also, balances of open prepayments decrease the customer's balance. You can apply outstanding documents to a prepayment before or after you release it. > [!NOTE] > The customer prepayment balance is displayed with a minus sign in the **Prepayments balance** field in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. You use the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window to create and process a document of this type. To identify prepayments, the system uses the number series specified in the **Payment number series** field 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. > [!NOTE] > If the **Manual numbering** check box is selected for the specified number series in the [Number series (CS201010)](/visma-net-erp/help/common-settings/common-settings-windows/number-series-cs201010/) window, the system validates each new reference number you enter in order to prevent the creation of payments and prepayments with the same reference number. ## Debit note and credit note You use these document types if you want to adjust the balances of the previously issued invoices or in other cases when corrections are needed. The system includes the sum of all open customer documents with these types in the customer balance for the customer, which is displayed in the **Balance** field in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. The balances of open debit notes increase the customer's balance, and the balances of open credit notes decrease customer's balance. You use the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window to create and process documents of these types. To identify these documents, the system uses the numbering sequences specified in the **Debit note number series** and **Credit note number series** fields, respectively, 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. ## Customer refund You use this document type to record a refund to the customer for returned goods, an overpaid amount, or an unused amount of a prepayment. A customer refund must be fully applied to an open payment, prepayment, or credit note before you release the refund. To perform a refund for a closed payment document, first reverse the applications of the payment document, and then create a refund for the payment document. When you release a customer refund, the system changes its status to **Closed** because its amount was fully applied. The balances of refunds do not affect the customer's balance. You use the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window to create and process a document of this type. To identify refunds, the system uses the number series specified in the **Payment number series** field 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. ## Cash sale You use this document type to record a quick sale or a sale for which the services rendered or goods sold are paid immediately by either cash or credit card. Cash sales do not affect the customer's balance. You use the [Cash sales (AR304000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/cash-sales-ar304000/) window to create and process a document of this type. To identify cash sales, the system uses the number series specified in the **Invoice number series** field 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. ## Cash return You use this document type to record a return of sold goods, which you refunded immediately by either cash or credit card refund. Also, the system creates a document of this type when you reverse a cash sale. Cash returns do not affect the customer's balance. You use the [Cash sales (AR304000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/cash-sales-ar304000/) window to create and process a document of this type. To identify cash returns, the system uses the number series specified in the **Invoice number series** field 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. ## Void payment The system creates a document of this type when you void a payment document of the **Payment**, **Prepayment**, or **Balance write-off** type that was erroneously recorded or is otherwise invalid. When you release a document of this type, the system reverses the original payment transactions. The system increases the customer's balance by the balance of voided payment. To identify documents of this type, the system uses the reference number of the voided payment document. ## Overdue charge The system creates documents of this type when you run the process to collect overdue charges by using the [Calculate overdue charges (AR507000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/calculate-overdue-charges-ar507000/) mass processing window. The system includes the sum of all open customer documents with the **Overdue charge** type in the customer balance for the customer, which is displayed in the **Balance** field in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. Thus, balances of open charges increase the customer's balance. To identify overdue charges, the system uses the number series specified in the **Overdue charge number series** field 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. ## Write-off balance and credit The system creates documents of the **Balance write-off** and **Credit write-off** type when you write off balances and credits of multiple documents at once by using the [Write-off balances and credits (AR505000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/write-off-balances-and-credits-ar505000/) mass processing window. The system decreases the customer's balance by the written-off balance and increases the customer's balance by the written-off credit. To identify documents of this type, the system uses the number series specified in the **Write-off number series** field 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.

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 About the customer ledger document processing flow /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-the-customer-ledger-document-processing-flow page Typically, a customer ledger document goes through the following states during its life cycle: 2026-02-19T17:09:06+01:00 # About the customer ledger document processing flow Typically, a customer ledger document goes through the following states during its life cycle: ## 1. Recorded Documents that have been entered but not released. Recorded documents do not affect the balances of customers and general ledger accounts. Recorded documents may be processed further or may be just deleted from the system. ## 2. Released Documents that have been released but not closed. Released documents affect the balances of customers and general ledger accounts, and require further processing. Released documents cannot simply be deleted from the system. Their effect on balances may be reversed. ## 3. Closed Documents that have been released and closed. Closed documents had affected balances of customers and general ledger accounts when they were closed. Closed documents do not require further processing and cannot be deleted from the system. Their effect on balances may be reversed.

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 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 page In Visma Net, you can require that a user performs additional steps during the processing of customer ledger documents, by using settings located under the Data entry settings section on the General settings tab of the Customer ledger preferences (AR101000) window. 2026-02-19T17:09:06+01:00 # About changing the processing of customer ledger documents In Visma Net, you can require that a user performs additional steps during the processing of customer ledger documents, by using settings located under the Data entry settings section on the General settings tab of the Customer ledger preferences (AR101000) window. For more information: [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/). ## Deferring the release of customer ledger documents You select the **Hold documents on entry** check field to indicate to the system that a new document should be saved as a draft. That is, the **Hold** check field is selected by default, and the system saves each new document with the **On hold** status until a user clears the check field. When the user clears the check field, the system changes the document status to **Balanced**. > [!NOTE] > For documents with the **Invoice** type, the system may instead change the document status to either **Pending print** or **Pending email**. The **Hold documents on entry** setting affects system behaviour in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/), [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/), and [Cash sales (AR304000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/cash-sales-ar304000/) windows. The system behaviour controlled by this option applies to all document types that can be created in these windows. ## Making the entry of amounts error-proof You select the **Validate document totals on entry** check field to prevent any actions from being performed on a document (that is still editable) until a user types the total amount of the document in the **Amount** field, which is displayed in the data entry window if the check box is selected. The amount that the user enters must be equal to the amount calculated by the system. The **Validate document totals on entry** setting affects system behaviour in only the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. The system behaviour controlled by this option applies to all document types that can be created on this window. ## Ensuring that the document is printed or emailed You select the **Require invoice printing before release** check box to prevent an invoice from being released until a user prints the invoice for those customers who prefer to receive printed copies. The system assigns the **Pending print** status to the invoice when a user creates the invoice or clears the **Hold** check box if both the following conditions are met: + The **Print invoices** check box is selected for the customer account on the **Invoicing settings** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. + The **Printed** check box is cleared for the invoice on the **Invoicing address** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. You select the **Require invoice emailing before release** check box to prevent an invoice from being released until a user sends the invoice by email to those customers who prefer to receive invoices by email. The system assigns the **Pending email** status to the invoice when a user creates the invoice or clears the **Hold** check box if both the following criteria are met: + The **Send invoices by email** check box is selected for the customer account on the **Invoicing settings** tab of the Customers window. + The **Emailed** check box is cleared for the invoice on the **Invoicing address** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. These settings affect system behaviour in only the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. The system behaviour controlled by this option applies to all document types that can be created in this window. ## Making the entry of an external reference number foolproof You select the **Require payment reference on entry** check box to prevent any actions from being performed on a document (that is still editable) until a user types the external reference number of the document in the **Payment ref.** field, which is displayed in the window. You can turn on auto-numbering for this field when you configure a payment method. The **Require payment reference on entry** setting affects system behaviour on the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) and [Cash sales (AR304000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/cash-sales-ar304000/) windows. The system behaviour controlled by this option applies to all document types that can be created on these windows. ## Affecting the processing of batches The processing workflow of batches generated in the Customer ledger workspace is controlled by settings in the **Posting and retention settings** section 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. By using these settings, you can do the following: + Prevent the automatic posting of the batches generated when a document is released. To do this, you clear the **Automatically post on release** check box. + Switch on the summarising of amounts of document lines that contain the same sales account in one transaction. To do this, you select the **Post summary on updating genera ledger** check box and make sure that the **Summary** option is specified for the sales account in the **Post option** column in the [Chart of accounts (GL202500)](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) window. For details: See the description of the check box in [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/).

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 About tracking customer ledger documents /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-tracking-customer-ledger-documents page A customer ledger document goes through the following states during its life cycle: 2026-02-19T17:09:06+01:00 # About tracking customer ledger documents A customer ledger document goes through the following states during its life cycle: 1. Recorded: Documents that have been entered but not released 1. Released: Documents that have been released but not closed 1. Closed: Documents that have been released and closed In Visma Net, you can track information about customer ledger documents in each state by using inquiries and reports in the workspace. ## Tracking recorded customer ledger documents To track documents that have been entered but not released (and have the **On hold**, **Pending print**, **Pending email**, or **Balanced** status), you can use the following inquiry and reports: + [Customer details (AR402000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-details-ar402000/): You select a specific customer and select the **Include unreleased documents** check box to view the list of unreleased documents associated with the customer, along with the documents with the other processing stages (which you can filter out by using simple filters). + [Unreleased transactions (detailed) (AR610500) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/unreleased-transactions-detailed-ar610500/): You can view all the customer ledger documents that were created but not released or select a specific document type and view only documents of that type. Documents are shown with all details and listed by the financial period, the document date, and the customer of the document. + [Open customer ledger documents (AR656000) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/open-customer-ledger-documents-ar656000/): You can specify a range of financial periods to view the list of customer ledger documents that have not yet been released. You can access this report by selecting a financial period and clicking the **Unreleased documents** button in the window toolbar of the [Close financial periods (AR509000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/close-financial-periods-ar509000/) window. ## Tracking released customer ledger documents To track released documents (which have the **Open** status), you can use the following inquiry and reports: + [Customer details (AR402000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-details-ar402000/): You select a specific customer and make sure that the **Show all documents** and **Include unreleased documents** check boxes are cleared to view the list of open documents associated with the customer. + [Customer documents (AR621500) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/customer-documents-ar621500/): You can view the customer ledger documents for all customers or select a specific customer and view only the documents of that customer. Documents are arranged by type, date, and customer account. Document amounts are shown in the original currency and in the base currency. + [Customer documents (detailed) (AR622000) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/customer-documents-detailed-ar622000/): You can view all the documents released in the specified financial period or select a specific document type and view only the documents of that type. Documents are arranged by type, date, and customer account. The details include the batch number and batch transactions. Document amounts are shown in the original currency and in the base currency. + [Aged past due (AR631000) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-past-due-ar631000/) and [Aged past due (currency) (AR631100) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-past-due-currency-ar631100/): You can view the documents for all customers or select a particular customer to view only the documents of that customer. Documents are listed by statement cycle and by customer, broken down by ageing periods. You use these reports to determine which documents are overdue for payment and for how long. + [Aged outstanding (AR631500)](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-outstanding-ar631500/) and [Aged outstanding (currency) (AR631600) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-outstanding-currency-ar631600/): You can view the documents for all customers or select a particular customer to view only the documents of that customer. Documents are listed by statement cycle and by customer, broken down by ageing periods. These reports are designed to show when you should expect to get payments for the outstanding documents. + [Aged period sensitive (AR630500) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-period-sensitive-ar630500/): You can view the documents (by statement cycle and by customer) that are outstanding at the end of the specified period, broken down by ageing periods. The balances are arranged by days past due on the last day of the specified period. All the amounts are shown in the base currency. ## Tracking closed customer ledger documents To track processed documents that have the **Closed** status, you can use the [Customer details (AR402000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-details-ar402000/) inquiry. You select a specific customer and select the **Show all documents** check box to view the list of closed documents associated with the customer along with the documents with other processing stages (which can be filtered out by using simple filters).

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 About customer ledger ageing reports /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-customer-ledger-ageing-reports page In Visma Net there are reports, described in the following sections, that can be used by your collection personnel to determine which invoices are overdue for payment. 2026-02-19T17:09:06+01:00 # About customer ledger ageing reports In Visma Net there are reports, described in the following sections, that can be used by your collection personnel to determine which invoices are overdue for payment. These reports can also be used by management to determine the effectiveness of the credit and collections functions. ## Aged past due You use the [Aged past due (AR631000) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-past-due-ar631000/) and its multi-currency version, [Aged past due (currency) (AR631100) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-past-due-currency-ar631100/), to determine which documents are overdue for payment and for how long. These reports show all open documents recorded in the system, regardless of the current business date or the date specified in the **Ageing date** field in the report window. That is, the reports show open customer ledger documents, even if they are posted to periods later than the ageing date period. The documents are grouped by statement cycle and by customer. > [!NOTE] > To age overdue customer balances at the end of the particular period, use the [Aged period sensitive (AR630500) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-period-sensitive-ar630500/). For each customer, the report shows the outstanding customer balance in the system and lists open documents, which are broken down by ageing periods. That is, the balances of the documents are sorted into columns that represent ageing buckets. The system forms ageing buckets by using the ageing periods defined for the customer's statement cycle. In the report, debit documents are aged based on their due date and the ageing date specified for the report (in the **Ageing date** field). If the due date of a debit document is earlier than the ageing date, the document balance is reflected in the **Current** column of the report. Otherwise, the document balance is reflected in the corresponding ageing bucket. Credit documents are aged based on their document date and the ageing date specified for the report if the **Age credits** check box is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window. By default, the check box is cleared and the credit amounts are shown in the **Current** column. With the check box selected, if the document date of a credit document is earlier than the ageing date, the document balance is reflected in the **Current** column of the report. Otherwise, the document balance is reflected in the corresponding ageing bucket. ## Aged outstanding The [Aged outstanding (AR631500) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-outstanding-ar631500/) and its multi-currency version, [Aged outstanding (currency) (AR631600) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-outstanding-currency-ar631600/), are designed to show when you should expect to get payments for the outstanding documents. These reports show all open documents recorded in the system, regardless of the current business date or the date specified in the **Ageing date** field in the report window. That is, the reports show open customer ledger documents, even if they are posted to periods later than the ageing date period. The documents are grouped by statement cycle and by customer. > [!NOTE] > To age overdue customer balances at the end of the particular period, use the [Aged period sensitive (AR630500) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-period-sensitive-ar630500/). For each customer, the report shows the outstanding customer balance in the system and lists open documents, which are broken down by ageing periods. That is, the balances of the documents are sorted into columns that represent ageing buckets. The system forms ageing buckets by using the ageing periods defined for the customer's statement cycle. In the report, debit documents are aged based on their due date and the ageing date specified for the report (in the **Ageing date** field). If the due date of a debit document is later than the ageing date, the document balance is reflected in the **Current** column of the report. Otherwise, the document balance is reflected in the corresponding ageing bucket. Credit documents are aged based on their document date and the ageing date specified for the report if the **Age credits** check box is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window. By default, the check box is cleared and the credit amounts are shown in the **Current** column. With the check box selected, if the document date of a credit document is later than the ageing date, the document balance is reflected in the **Current** column of the report. Otherwise, the document balance is reflected in the corresponding ageing bucket. ## Aged period sensitive You use the [Aged period sensitive (AR630500) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-period-sensitive-ar630500/) to determine the state of the open documents at the end of a particular period. The report shows the customer ledger documents that are open at the end of the financial period you select in the **Financial period** field in the report window. The documents are grouped by statement cycle and by customer. The report ages the balances of the debit and credit document in the same way as the [Aged past due (AR631000) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/aged-past-due-ar631000/) does. For details, see the Aged past due section in this topic.

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 Enter a cash sale /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/enter-a-cash-sale section You can use a cash sale document to record an invoice that is fully paid at the time of its creation. 2026-02-19T17:09:06+01:00 # Enter a cash sale You can use a cash sale document to record an invoice that is fully paid at the time of its creation. You can use a cash sale document to record an invoice that is fully paid at the time of its creation. You create a cash sale document by using the [Cash sales (AR304000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/cash-sales-ar304000/) window. When the cash sale document is released, a batch is created. 1. Go to the [Cash sales (AR304000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/cash-sales-ar304000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Type** field of the The top part, select **Cash sale**. 1. In the **Application date** field, select the date of the cash sale document. By default, the current date is selected in the field, but you can select another date. The **Application period** field will be filled out automatically, based on the selected document date. 1. In the **Customer** field, select the customer. 1. Check the customer location and change it if needed. 1. In the **Payment method** field, check the customer's default payment method. The cash sale must be paid by a method based on cash, check, or credit card. 1. Make sure the document currency matches the currency of the customer payment. 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. In the **Payment ref.** field, enter the reference number of the customer payment. 1. Optional: Enter a description of the cash sale. 1. In the columns of the **Document details** tab, enter the details of the cash sale document, following the instructions below for each line (transaction): 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. Optional: In the **Item ID** column, enter the item ID of the particular non-stock item or service paid for by the customer. 1. Optional: Enter the description of the transaction. 1. Optional: Enter the quantity of the item or service. 1. Optional: In the **UoM** column, enter the unit of measure used with the quantity. 1. Optional: In the **Unit price** column, enter the price per unit. 1. In the **Ext. price** column, enter the sale amount if the amount has not been filled in automatically (as it is when you have specified the quantity and the unit price). 1. Optional: To offer the customer a discount on this item or service, in the **Discount** column, enter the discount percentage. The system calculates the discount amount automatically as the extended price of the item multiplied by the discount percentage. 1. Check the **Amount** column, which displays the total for the line item (calculated by deducting the discount amount from the extended price). 1. Check the **Account** column and change it if needed. 1. Make sure the **Subaccount** column, which the system fills in, in accordance with the rule in the **Combine sales Sub. from** field of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window, has the value you want, and change it if necessary. 1. Optional: Select the **Commissionable** check box if commission is paid on the line amount. 1. Make sure the correct salesperson is specified, and select another salesperson if needed. 1. Optional: In the **Deferral code** column, select the deferral code defined in the system if the expenses related to the item or service must be recognised in future periods. 1. Optional: On the **Finance charges** tab, add the applicable charges or fees for processing this payment in the bank. For each applicable 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 that applies to this cash sale. 1. In the **Amount** column, type the charge amount that applies to this document. 1. To save the document with the **On hold** status, make sure the **Hold** check box is selected. 1. To save the document with the **Balanced** status, follow the steps below: + In the **Payment amount** field of the **Invoice top part**, enter the total amount of the cash sale. + Make sure the **Hold** check box is cleared. 1. In the window toolbar, click ![icon-save](/media/visma-net-erp/icon-save.png).

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Windows

 Release customer documents /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents section 2026-02-19T17:09:06+01:00 # Release customer documents 1. Go to the [Release customer documents (AR501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/release-customer-documents-ar501000/) window. 1. If you want to release specific documents, select the check box next to the documents you want to release. If you want to release all the documents in the window, you do not have to select any documents. 1. To release the invoices you have selected, click **Release**. To release all available invoices at once, click **Release all**. Once you have released the invoices, their statuses change to **Open** and you see the ![icon-confirmation](/media/visma-net-erp/icon-confirmation.png) icon.

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 About schedules for recurring documents /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-schedules-for-recurring-documents page Certain documents in the Customer ledger workspace repeat regularly, such as lease and rental invoices. 2026-02-19T17:09:06+01:00 # About schedules for recurring documents Certain documents in the Customer ledger workspace repeat regularly, such as lease and rental invoices. That is, at regular intervals, documents with the same amount and most of the same document settings need to be entered. To automate the entry of recurring documents, you can create schedules for them. A schedule defines how many times and how often a specific document or specific documents should be repeated. You can set up a maximum number of times the schedule may be executed (or allow an unlimited number of executions) or set an expiration date. In this topic, you will read about the steps you need to perform to schedule document generation, to run a schedule, and to process the generated documents. ## Scheduling the generation of documents Each time you need to schedule the generation of a customer ledger document, you perform these steps: 1. You create a document in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, which will serve as a template for the future documents generated as a result of running a schedule. 1. You create a schedule in the [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/) window and specify its settings. 1. You add a template document to the schedule, either during schedule creation or later. > [!NOTE] > Only the documents of the following types **Invoice**, **Debit note**, and **Credit note**, and with the following statuses **Balanced, Pending print** or **Pending email** can be scheduled. Once you have added a template document to a schedule, the system changes its status to **Scheduled**. You can assign one document or multiple documents to a schedule. As an alternative to steps 1–3, if you need to schedule only one document, in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, you click **Actions** - **Add to schedule** in the window toolbar to create a new schedule for this document. 1. Optional: You can attach to a schedule the scanned documents or electronic versions of the documents that are the basis for the schedule you have created. Also, you can attach a file or multiple files for each document in the table in the [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/) window explaining why this document is generated periodically. Once you have finished the scheduling, you run the schedule regularly by using the [Generate recurring transactions (AR504000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/generate-recurring-transactions-ar504000/) window. When these documents are generated, you process them as you do for regular documents. ## Running schedules To generate documents in accordance with the schedule, you can use the following windows: + [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/): To run the selected schedule. + [Generate recurring transactions (AR504000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/generate-recurring-transactions-ar504000/): To run one schedule or multiple schedules listed in the table. When you run a schedule, the system uses the template document to generate similar documents. The documents generated by a schedule can differ from the template document as follows: + Date: The date of each document is determined by the schedule you have configured. + Reference number: A new reference number is generated for each document in accordance with the number series specified in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window. + VAT rate: If a VAT or taxes are applied to a document, the system calculates VAT and taxable amounts in the document by using the VAT rates effective on the date of the document creation. Thus, in documents generated according to the same schedule, the VAT amounts can differ. You can find the VAT rate used by the system in each particular document on the **VAT Details** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. + Currency rate: If a currency of a document differs from the base currency set in the system, the system uses for conversion the currency exchange rate effective on the date of the document creation. No matter how many times you run the schedule, documents will be generated only as required by the schedule. The system determines whether it should generate documents depending on the current date, the schedule's start and expiration date, the schedule type, and the date when the documents were last generated. After the required documents have been generated, the system updates the **Last executed on** date in the [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/) window. Thus, no documents will be generated ahead of time, but missing documents can be generated by running the schedule once for each missed date. For example, imagine that you schedule an invoice to be generated weekly on each Tuesday with an unlimited number of times. If you run the schedule every week on Wednesday, one invoice will be generated each time. If you run this schedule every day, the invoices will be created only on Tuesdays. If you run this schedule only on the last Wednesday of each month, run it four times to generate one invoice each time. When you run a schedule in the [Generate recurring transactions (AR504000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/generate-recurring-transactions-ar504000/) window, you can generate documents ahead of time. You specify the current date in the **Start on** field, select the **On this date** option button in the **Stop** section, and specify a future date. Thus, you define a date range within which the system will run a schedule. The system checks every date in this range and generates documents only on dates that comply with the frequency settings of the schedule. You can view the documents generated by a schedule on the **Generated documents** tab of the [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/) window. Generated documents have the **Balanced** status and can be released or posted, as any other documents can. If needed, you can change the amounts of the transactions. To view and edit a generated document, use the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. When necessary corrections are made, the document can be saved only if its status remains **Balanced**. ## Editing template documents You can edit the template document (that is, the document with the **Scheduled** status) any time you need to. On the next schedule run, the system will use the modified version of the document for generating documents. Also, you can remove a scheduled document from the table on the **Document list** tab of the [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/) window by using **Delete row** in the table toolbar. The system changes the status of the document to **Voided** and does not use the document any more for generating documents.

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Windows

 Schedule recurring documents /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/schedule-recurring-documents section You use the Recurring transactions (AR203500) window to create a schedule and add a template document or documents to this schedule. 2026-02-19T17:09:06+01:00 # Schedule recurring documents You use the Recurring transactions (AR203500) window to create a schedule and add a template document or documents to this schedule. For more information: [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/). ## Before you start Create a document (or multiple documents if they should be generated according to the same schedule) by using the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. Save each document with the **Balanced** status. Do not release it. > [!NOTE] > The documents of the following types **Invoice**, **Debit note**, and **Credit note**, and with the following statuses **Balanced**, **Pending print** or **Pending email** can be added as the template documents to a schedule. If you want to use a document that is already closed, copy and paste it to a new document. 1. Go to the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window. 1. In The top part, in the **Description** field, add a description of the schedule. 1. In the **Start date** field, select the start date for the schedule. By default, the current date is selected. 1. Place limitations on the schedule execution in one of the following ways: + In the **Expiration date** field, enter the date when the schedule expires, or select the **Never expires** check box. + In the **Execution limit (times)** field, enter the maximum number of times the schedule should be executed, or select the **No limit** check box. 1. Specify how often the document should be generated: + To generate the document daily or every **x** days, do the following: 1. In the **Schedule type** section, select **Daily**. 1. In the **Every day(s)** field of the **Daily** section, type an integer to specify the number of days between document generation. For example: To generate a document every day, enter 1, and to generate a document every other day, enter 2. + To generate the document weekly or every **x** weeks, do the following: 1. In the **Schedule type** section, select **Weekly**. 1. In the **Every week(s)** field of the **Weekly** section, type an integer to specify the number of weeks between document generation. 1. Select the appropriate check box or check boxes in the **Weekly** group of elements to specify the day or days of the week when the documents should be generated. + To generate the document monthly or every **x** months, do the following: 1. In the **Schedule type** section, select **Monthly**. 1. In the **Every month(s)** field of the **Monthly** section, enter an integer to specify the number of months between document generation. 1. Select when the document should be generated: either the day of the month or the week in the month and day of the week (such as the first Monday of the month). + To generate the document every **x** financial periods, do the following: 1. In the **Schedule type** section of the top part, select **By financial period**. 1. In the **Every period(s)** field, type an integer to specify the frequency of document generation by financial period. 1. Specify whether the document should be generated on the first day of the financial period, the last day of the financial period, or a specific day of the period. 1. Make sure the **Active** check box is selected for the schedule. 1. In the window toolbar, click ![icon-save](/media/visma-net-erp/icon-save.png). 1. Optional: For user reference, attach a scanned copy or electronic version of the document on which this schedule is based. To do this, drag the file from the folder on your computer and drop it in the top part. 1. On the **Document list** tab, repeat the following steps for each document you want to add: 1. Click **Add row** in the table toolbar. 1. In the **Type** column, select the type of a document to be added. 1. In the **Reference no** column, select the document by its reference number. 1. Optional: To attach an electronic version of the related document or a scanned image of it, click ![icon-attach](/media/visma-net-erp/icon-attach.png), and select and upload the document. 1. In the window toolbar, click ![icon-save](/media/visma-net-erp/icon-save.png).

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 Generate recurring documents /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/generate-recurring-documents page You generate a document in accordance with the schedule by using the Generate recurring transactions (AR504000) window. 2026-02-19T17:09:06+01:00 # Generate recurring documents You generate a document in accordance with the schedule by using the Generate recurring transactions (AR504000) window. For more information: [Generate recurring transactions (AR504000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/generate-recurring-transactions-ar504000/). You generate a document in accordance with the schedule by using the [Generate recurring transactions (AR504000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/generate-recurring-transactions-ar504000/) window. You can then view and edit the generated documents if needed, using the drill-down capabilities available in the window. 1. Go to the [Generate recurring transactions (AR504000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/generate-recurring-transactions-ar504000/) window. 1. To select the schedules by the range of due dates, do the following: 1. Select the start date in the **Start on** field. 1. Click the **On this date** option button, and in the unlabelled adjacent field, select the date that ends the range of due dates. 1. To run a specific number of schedules, do the following: 1. Select the start date in the **Start on** field. 1. Click the **After running this number of schedules** option button, and in the unlabelled adjacent field, type the number. 1. Do one of the following: + To run all listed schedules, on the window toolbar, click **Run all**. + To run only selected schedules, select the unlabelled check box of each schedule you want to run; then click **Run selected** in the window toolbar. Once processing is completed, you can click a link in the **Schedule ID** column to navigate to the [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/) window, where on the **Generated documents** tab, you can view the list of generated invoices.

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Windows

 Generate recurring transactions /visma-net-erp/help/customer-ledger/process-customer-ledger-documents/generate-recurring-transactions page You can use this window to view all active schedules, and run all the listed schedules or just the ones you select. 2026-02-19T17:09:06+01:00 # Generate recurring transactions You can use this window to view all active schedules, and run all the listed schedules or just the ones you select. 1. Go to the [Generate recurring transactions (AR504000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/generate-recurring-transactions-ar504000/) window. 1. In the **Start on** field you can enter the start date of the date range for the selected schedules. Leave this field empty to display all schedules that were due earlier. 1. In the **Stop** section, select **On this date** if you want to enter an end date of the date range for the schedule selection. Or select **After running this number of schedules** to set the number of schedules where the process will stop running. 1. In the bottom part of this window you can view the details of a selected schedule by clicking **View schedule**. You can also create a new schedule if you click **New schedule**. This will open the [Recurring transactions (AR203500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/recurring-transactions-ar203500/) window. 1. Click **Run selected** to run only the schedules that you have selected in the list. Click **Run all** to run all the listed schedules.

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Windows