Process invoices
/visma-net-erp/help/customer-ledger/process-invoices
section
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# Process invoices
Process invoices - overview
/visma-net-erp/help/customer-ledger/process-invoices/process-invoices-overview
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In general, you use the Customer ledger workspace specifically for sales made on credit.
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# Process invoices - 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. For details, see: [Manage credit policy - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/manage-credit-policy-overview/).
+ The goods and services (defined as stock items in the system) that your company sells to your customers. For details on recording services, see: [Manage non-stock items - overview](/visma-net-erp/help/customer-ledger/manage-non-stock-items/manage-non-stock-items-overview/).
+ Sales prices and discount policy, as described in [Manage sales prices - overview](/visma-net-erp/help/customer-ledger/multiple-price-lists/manage-sales-prices-overview/) and [Manage discounts](/visma-net-erp/help/customer-ledger/manage-discounts/).
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 invoice processing flow](/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-processing-flow/)
+ [About invoice recording](/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-recording/)
+ [About invoice releasing](/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-releasing/)
+ [About correction of a released invoice](/visma-net-erp/help/customer-ledger/process-invoices/about-correction-of-a-released-invoice/)
+ [About rounding of document amounts](/visma-net-erp/help/customer-ledger/process-invoices/about-rounding-of-document-amounts/)
+ [About schedules for recurring documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-schedules-for-recurring-documents/)
Related pages
Concepts
About Know your customer (KYC)
/visma-net-erp/help/customer-ledger/process-invoices/about-know-your-customer-kyc
page
Know your customer, KYC, is a process for financial institutes to know their customers' identity, financial operations and risk profile.
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# About Know your customer (KYC)
Know your customer, KYC, is a process for financial institutes to know their customers' identity, financial operations and risk profile.
The KYC process is one of the measures to comply with European Union legislation on anti-money laundering. As of 1 July 2022, PEPPOL introduced new KYC requirements, which affects the activation of AutoInvoice in Visma Net.
## What is PEPPOL?
PEPPOL refers to the Pan-European Public Procurement On-Line project. PEPPOL facilitates standards for the development of electronic documents, and provides the network and infrastructure allowing for documents such as e-invoices, to be sent and received in a standardised way, regardless of the financial systems used by the senders and receivers. PEPPOL enables access to its infrastructure through access points, one of them being AutoInvoice.
As an access point, AutoInvoice uses the PEPPOL eDelivery Network to send and receive invoices. OpenPEPPOL AISBL, the PEPPOL coordinating authority, requires that each access point service provider must have a written service contract with its customers carrying forward the minimum requirements defined by OpenPEPPOL. Furthermore, the ownership of PEPPOL participants acting in the role as sender or receiver of documents exchanged over the PEPPOL eDelivery Network, shall be identified and verified in the message exchange between access points (see [PEPPOL compliance policy, version 1.0](https://peppol.eu/wp-content/uploads/2019/02/PEPPOL-Compliance-Policy_v1.0_PUBLISHED.pdf) ). This new KYC requirement takes effect from 1 July 2022.
## How Visma Net complies to KYC requirements
As of 1 July 2022, all new companies and branches wanting to use AutoInvoice for sending and receiving invoices, will need to sign the KYC verification agreement from AutoInvoice. This is done in Visma Sign, where a company signatory can view and sign the KYC verification agreement. Access to Visma Sign is granted via a KYC verification email containing a link and password. After completing the KYC process, the new company or branch will be able to use AutoInvoice.
To receive the KYC verification email when activating AutoInvoice, click the **Activate AutoInvoice** button in the [AutoInvoice settings (CS10250S)](/visma-net-erp/help/management/management-windows/autoinvoice-settings-cs10250s/) window, the **The AutoInvoice setting** section. The KYC verification email will be sent to the customer administrator's email address, and can then be forwarded to a company signatory. In case AutoInvoice is already activated but your company or branch is not yet verified, click the **Verify KYC** button in the same section and fill in the company signatory's email address you want the email to be sent to.
New companies will receive the KYC verification email to the customer administrator's email address automatically, provided that AutoInvoice is activated when the company is created. This email can then be forwarded to a company signatory.
Related pages
Tasks
About invoice processing flow
/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-processing-flow
page
In the Sales invoices (AR301000) window, customer ledger documents of the following types can be entered directly: Invoice, Credit note, and Debit note.
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# About invoice processing flow
In the Sales invoices (AR301000) window, customer ledger documents of the following types can be entered directly: Invoice, Credit note, and Debit note.
For more information: [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/).
A document with the **Overdue charges** type is generated by the system only, but you can further process it by using this window. The processing flow described below applies to documents of all these types.
> [!NOTE]
> Documents with the **Credit write-off** type can be only viewed on this window. For details on writing off credits, see: [Write-off methods - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/write-off-methods/write-off-methods-overview/).
This topic describes the stages of processing these documents and the statuses that indicate these stages.
## Processing stages
During all the stages of processing an invoice, Visma Net assigns the document a status that indicates its current state within the processing flow.
The main stages are the following:
1. **Recording**: In this stage, you create a document or you enter all the necessary information into the system. When you save the document for the first time, the system assigns a unique reference number to it for tracking purposes. By default, the system assigns to the document the **Balanced** status when you initially save it. This status indicates that the user has finished editing the document and is ready to release it. (You still can edit a document with this status, however.) Alternatively, you can select the **Hold** check box to indicate that this document is not ready to be released; this changes the status of the document to **On hold**. For details, see: [About invoice recording](/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-recording/).
> [!NOTE]
> This stage does not apply to a document with the **Overdue charges** type, which is generated only by the system. For details, see: [About overdue charges](/visma-net-erp/help/customer-ledger/manage-credit-policy/overdue-charges/about-overdue-charges/).
1. **Releasing**: You can release a document only if it has the **Balanced** status. When you release the document, the system changes its status to **Open**, updates the customer's balance, and generates a general ledger batch with the document transactions. This status indicates to users and the system that the document is pending a customer payment. For details, see: [About invoice releasing](/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-releasing/).
1. **Closing**: When the full amount of the document is paid manually or automatically, by one payment for the full amount or by multiple payments, the system changes the status of the document to **Closed** and decreases the balances of the documents involved in the application. The system may change the balance of the customer if documents with different currencies are involved. For details on applying payments and closing invoices, see: [Processing payments and applications - overview](/visma-net-erp/help/customer-ledger/process-payments-and-applications/processing-payments-and-applications-overview/).
In addition to the actions you perform during the main stages, you may need to do the following:
+ Print an invoice, note, or an overdue charge and send it to a customer by postal mail or electronically.
+ Correct an amount of a released document by issuing a credit or debit note.
+ Reverse a released document.
## Changes to the workflow of an invoice
As described above, the three primary statuses the system assigns to an invoice are **Balanced**, **Open**, and **Closed**. In Visma Net, you can require a user to perform additional steps during the recording of an invoice; these steps cause the invoice to be assigned additional statuses.
You can use invoice-wide settings, located under the **Data entry 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, to change the processing flow of
invoices.
For details, see: [About changing the processing of customer ledger documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-changing-the-processing-of-customer-ledger-documents/).
## Invoice printing and emailing
Before you release an invoice or note, your company's internal policies might require you
to print it (to send it to the customer by mail), email it (to send it to the customer
electronically), or both print it and email it.
To implement such policies, you need to
perform the following steps:
+ Select the **Require invoice printing before release** or **Require invoice emailing before release** check box (or both) 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.
+ Make sure that the printing and emailing preferences of your customers are configured for customer classes, as described in the **Default printing and emailing settings** section of the [About customer classes](/visma-net-erp/help/customer-ledger/manage-customers/preliminary-configuration/about-customer-classes/) topic.
+ Make sure that the corresponding mailings are configured, as described in the [Manage mailings - overview](/visma-net-erp/help/customer-ledger/manage-mailings/manage-mailings-overview/) topic.
To print and email customer ledger documents before release, use the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window or [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) mass-processing window. See [Print invoice](/visma-net-erp/help/customer-ledger/process-invoices/print-invoice/) and [Send invoices by email](/visma-net-erp/help/customer-ledger/manage-mailings/send-invoices-by-email/) for more information.
When the user prints or emails the invoice or memo (or does both), the system selects the
**Printed** or **Emailed** check box (or both) on
the document entry window. The document is considered printed or emailed if the corresponding
check box is selected.
These settings can be viewed on the **Invoicing address** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, in the
**Print and email options** section.
The **Printed**
and **Emailed** settings are affected only by the related actions
performed in the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
Related pages
Concepts
Tasks
Windows
About invoice recording
/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-recording
page
An invoice is a request for payment for goods sold or services rendered.
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# About invoice recording
An invoice is a request for payment for goods sold or services rendered.
In Visma Net, a customer ledger invoice holds the amount and cost of products or services that have been provided by your company, as well as the due date by which the customer should send payment for the goods or services that have been purchased.
In this topic, you will read about the sources of invoice creation, the groups of settings that make up a customer ledger invoice, and the way the system uses the settings of the related entities to automatically fill in settings for the invoice, thus saving you time.
## Invoice creation sources
In Visma Net, a user can manually enter a customer ledger invoice by using the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
An invoice can also be
generated by the system (and is available for working with on the same window) as a result of
the following processes:
+ Invoicing of a contract, as described in [About contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing/)
+ Invoicing of a project, as described in [About project invoicing](/visma-net-erp/help/project-accounting/manage-allocations-and-invoicing-rules/about-project-invoicing/)
+ Processing of a sales order, as described in [About sales order processing options](/visma-net-erp/help/sales/process-sales-orders/about-sales-order-processing-options/)
+ Scheduling of a recurring invoice, as described in [About schedules for recurring documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/about-schedules-for-recurring-documents/)
If a user initiates the invoicing process from a workspace other than Customer ledger, the
system generates an invoice with the **Balanced** status and may release it
automatically, depending on the settings of the particular invoicing process.
If a user runs a
invoicing process from the Customer ledger workspace, the system generates an invoice with
the **On hold** or **Balanced** status, depending on whether the **Hold documents on entry** check box is selected or cleared in the
[Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window. This setting also controls the initial status of an invoice a user
enters manually.
For step-by-step instructions on recording an invoice manually, see: [Create an invoice](/visma-net-erp/help/customer-ledger/process-invoices/create-an-invoice/).
## Document structure
Regardless of how an invoice is generated, it has the same groups of settings, which are described in this topic.
In the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, a customer ledger invoice has the **Invoice** type, but the settings described below are the same for other types of documents that can be created in this window. The settings of these documents can be grouped as follows:
+ **Summary**: The settings that are located in the top part of the window define the general information used when the invoice is issued and processed. When you create a new document, the system inserts the current business date and the corresponding post period automatically. When you select the ID of the customer account, the system uses the customer data to automatically fill in most settings needed for processing the invoice; these settings can be manually overridden.
+ **Processing details**: This group of settings, spread across all tabs of the window except **Document details**, define how the invoice is to be processed further and how VAT and sales commissions are to be calculated. The system fills in the values for these settings automatically when you select a customer account, but most default settings can be overridden.
+ **Document details**: Each product or service that you sell to the customer is specified in a separate line of the table on the **Document details** tab. An invoice may have one line or multiple lines. Each line includes settings that define the item to be sold, the sales account used for the transaction, the VAT category, and the line discount.
When you add a line, the system uses values from the customer
location to automatically fill in the default sales account, VAT category, and
salesperson. If you specify only the amount to be invoiced in the **Manual amount** column, the system calculates the applicable VAT and commissions,
and the invoice is ready for further processing.
Alternatively, for each line, you can
specify the non-stock item or stock item and the quantity to be sold.
In this case, the
system automatically fills in the unit price of the item and then calculates the total
price and the applicable taxes and discounts.
Also, you can upload the details of the invoice from an Excel file.
When you save the document for the first time, the system generates a unique reference number for the invoice in accordance with the number series assigned to invoices 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.
## Application of payment terms
The due date of the document is calculated based on the payment terms associated with the
customer, as are the days when the cash discount is available. By default, the system
associates the document with the payment terms specified for the selected customer account,
but you can change the default setting. If you do, the system automatically calculates the
new due date and the end of the cash discount period. The system calculates the cash
discount amount after you have added at least one line to the document details.
For details
on the calculation of the payment period and cash discount period, see: [About payment terms](/visma-net-erp/help/customer-ledger/manage-credit-policy/payment-terms/about-payment-terms/).
## VAT application
If the calculation of VAT is configured in your system, the system calculates the applicable taxes for each invoice and records the VAT amounts to the document.
On each line, the system fills in a VAT category automatically. For more information about how this VAT category is set, see: [About suggested VAT categories](/visma-net-erp/help/sales/process-sales-orders/about-suggested-vat-categories/). You can edit the VAT category on each line.
You can view the list of the applied VAT on the **VAT details** tab of the window.
## Discount application
For each line, you can specify a manual discount offered to a customer, which may be a percent of the total amount or a manually entered amount. The system stores the discount details in the document and does not generate a separate transaction to be posted to General Ledger accounts.
If the **Customer and supplier discounts** 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 configure various types of discounts
that can be applied manually or automatically.
The system generates separate transactions
for discounts with the **Group-level** or **Document-level** types only.
For details,
see: [Manage discounts](/visma-net-erp/help/customer-ledger/manage-discounts/).
## Commission calculation
Commissions can be calculated on a per-invoice or per-payment basis, depending on the **Salesperson commission by** option selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window. Commission is calculated on the invoice amount for all salespersons associated with the invoice. For details on configuring and processing commissions, see: [Manage commissions - overview](/visma-net-erp/help/customer-ledger/manage-commissions/manage-commissions-overview/).
## Payment application
When you enter an invoice and the specified customer has open payments, prepayments and credit notes, the system displays these documents on the **Applications** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. By default, the system sorts these documents by their document type (credit notes, payments, and prepayments) and reference number in ascending order.
You can manually specify the paid amount in the **Amount paid** column for the payment document or credit note that you select. Alternatively, you can click **Apply automatically** in the table toolbar. In this case, the system fills in the **Amount paid** column, starting with the first document in the list, until the invoice balance is fully paid.
When you release the invoice, the system does the following:
1. Creates and releases application records for the open payment documents that have a non-zero value specified in the **Amount paid** column.
1. Decreases the balances of the invoice and the applied payments or credit notes.
1. If the balances of the invoice and the applied documents are zero, changes the status of these documents to **Closed**; otherwise, the status remains **Open**.
The system excludes payments and prepayments from the list of payment documents that can be applied to the invoice if they meet at least one of the following criteria:
+ The open payment document is linked to a sales order. That is, the payment document has a reservation record or multiple reservation records on the **Orders to apply** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. For details, see [About payment reservation for sales orders](/visma-net-erp/help/sales/manage-document-types-and-work-flows/about-payment-reservation-for-sales-orders/).
+ The open payment document was put on hold. That is, a user selected the **Hold** check box for the payment document with the **Open** status in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window, and the system changed the document status from **Open** to **Reserved**.
> [!NOTE]
> To release the payment from hold, clear the **Hold** check box.
Related pages
Concepts
Tasks
Windows
About invoice releasing
/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-releasing
page
In Visma Net, invoices that can be released manually have the following document types in the Sales invoices (AR301000) window: Invoice, Debit note, and Overdue charge.
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# About invoice releasing
In Visma Net, invoices that can be released manually have the following document types in the Sales invoices (AR301000) window: Invoice, Debit note, and Overdue charge.
For more information: [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/).
The information in this topic applies to documents of these types.
When you release an invoice, the system does the following:
+ Changes the status of the invoice to **Open**, so it appears in the list of the customer's outstanding documents. In the open invoice, you can edit the cash discount date and the due date until the document is settled
+ Increases the customer's balance
+ Generates a general ledger batch of transactions to update the asset and income accounts
> [!NOTE]
> An invoice with the **Credit note** type can also be released manually in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, but the release of a credit note affects the balances of general ledger accounts and customers differently.
This topic describes the windows you may use to release an invoice and the generation of the general ledger batch.
## Release an invoice
You can release an invoice only if it has the **Balanced** status.
In Visma Net,
you can release an invoice by using one of the following windows:
+ Sales invoices: You release an invoice by clicking the **Release** button on the window toolbar. For details, see: [Release an invoice](/visma-net-erp/help/customer-ledger/process-invoices/release-an-invoice/).
+ Release customer documents: You use this mass-processing window to release a particular invoice or multiple invoices at once. For details, see: [Release customer documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents/).
## Generate a general ledger batch
When you release an invoice, the system generates a batch of transactions to record the sale
to the general ledger.
The invoice includes all the information the system needs to generate the
batch.
The following two accounts are usually involved:
+ The asset account specified in the **Customer ledger account** field on the **Financial details** tab
+ The income account specified for each line in the **Account** column on the **Document details** tab
You can view the details of the batch associated with an invoice by clicking the link in the **Batch no.** field on the **Financial details** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
For a one-line invoice, the following transactions will be recorded to the general ledger when the invoice is released.
|Account|Debit|Credit|
|---|---|---|
|Customer ledger account|Amount|0.0|
|Sales account|0.0|Amount|
If the calculation of taxes is configured in your system, the system calculates the applicable
VAT for each invoice.
The system records the VAT amount to the liability account specified for
each involved VAT in the **VAT payable account** field on the **General ledger accounts** tab of the [VAT (TX205000)](/visma-net-erp/help/vat/vat-windows/vat-tx205000/) window. Thus, for a one-line invoice with a VAT,
the following transactions will be recorded to the general ledger when the invoice is
released.
|Account|Debit|Credit|
|---|---|---|
|Customer ledger account|Amount + VAT Amount|0.0|
|Sales account|0.0|Amount|
|VAT payable account|0.0|VAT amount|
If the **Customer and supplier discounts** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window and you have configured manual or automatic discounts with the **Group-level** or **Document-level** type, the system adds separate transactions for applied discounts to the batch. The amount of the discount applied is recorded to the expense account specified in the **Discount account** field on the **General ledger accounts** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. Thus, for a one-line invoice with a tax and a document-level discount applied, the following transactions will be recorded to the general ledger when the invoice is released.
|Account|Debit|Credit|
|---|---|---|
|Customer ledger account|Amount + VAT amount|0.0|
|Sales account|0.0|Amount|
|Discount account|Discount total|0.0|
|VAT payable account|0.0|VAT amount|
If the **Invoice rounding** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, one more account may be involved: the rounding
account, which is updated by the amounts resulting from rounding the document total.
The small
amount resulting from rounding may be posted as a debit or a credit, depending on its sign.
If
an invoice is in the base currency, the system uses the rounding gain and loss accounts
specified in the **Rounding settings** section of the [General ledger preferences (GL102000)](/visma-net-erp/help/general-ledger/general-ledger-windows/general-ledger-preferences-gl102000/) window. If an invoice is in a foreign
currency, the system uses the accounts specified for this currency in the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window. For details, see: [About rounding of document amounts](/visma-net-erp/help/customer-ledger/process-invoices/about-rounding-of-document-amounts/).
Thus, for a one-line invoice with a VAT and the rounding is set to increase the invoice total, the following transactions will be recorded to the general ledger when the invoice is released.
|Account|Debit|Credit|
|---|---|---|
|Customer ledger account|Rounded amount + VAT amount|0.0|
|Sales account|0.0|Amount|
|VAT payable account|0.0|VAT amount|
|Rounding gain / Loss account|0.0|Rounding difference amount|
If the invoice is in a foreign currency, its details must be recalculated in the base currency
of your system.
To record the difference resulting from rounding during currency conversion, the
system uses the rounding gain and loss accounts specified for the document currency in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. The small amount resulting from the currency rounding may be posted as a debit or a credit, depending on its sign. For details, see: [About currency rounding rules](/visma-net-erp/help/currency-management/configure-currency/about-currency-rounding-rules/).
Commission amounts are visible for the invoice, but commission-related transactions are not
included in the batch.
To calculate commissions and generate appropriate transactions, use the [Calculate commissions (AR505500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/calculate-commissions-ar505500/) window.
Related pages
Concepts
Tasks
Windows
About invoice response messages
/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-response-messages
page
Invoice response messages are messages sent from the ERP system of the receiver of a sales invoice (the customer) to the ERP system of the sender of the sales invoice (you).
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# About invoice response messages
Invoice response messages are messages sent from the ERP system of the receiver of a sales invoice (the customer) to the ERP system of the sender of the sales invoice (you).
## How to activate and update invoice response messages?
You can activate receiving invoice response messages in the [AutoInvoice settings (CS10250S)](/visma-net-erp/help/management/management-windows/autoinvoice-settings-cs10250s/) window and you can then find the messages in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) and [Customer invoices (SO303000)](/visma-net-erp/help/sales/sales-windows/customer-invoices-so303000/) windows in the **Business level status** field in the **Invoice address** tab. You can update the status by clicking the **Actions** button and selecting **Poll invoice status**.
## What are invoice response messages and what are they used for?
An invoice response message informs you about:
+ the status of the invoice during its processing by the customer,
+ any actions needed from your side.
Apart from predefined status messages, the customer can send the following, which you find in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) and [Customer invoices (SO303000)](/visma-net-erp/help/sales/sales-windows/customer-invoices-so303000/) windows:
+ a predefined **Reason code**, which clarifies the **Business level status**,
+ a predefined **Action code**, which gives information about what action needs to be taken
+ manual messages ( **Reason** and **Action** fields) in addition to or instead of the respective codes. These are imported as is in the ERP system.
Related pages
Windows
About correction of a released invoice
/visma-net-erp/help/customer-ledger/process-invoices/about-correction-of-a-released-invoice
page
You may need to decrease the outstanding amount of an invoice when the invoice overcharged the customer or the customer reported receiving damaged goods.
2026-02-19T17:09:06+01:00
# About correction of a released invoice
You may need to decrease the outstanding amount of an invoice when the invoice overcharged the customer or the customer reported receiving damaged goods.
On the other hand, you may need to increase the amount of an invoice due to additional expenses being incurred during delivery of the goods or services listed in the original invoice.
In Visma Net, the amount of a released invoice, which increases a customer's debt, cannot be changed directly in the released document. In the open (released) invoice, you can edit only the cash discount date and the due date until the document is settled. The closed invoice cannot be edited at all.
Thus, the correction of an invoice can be performed only by issuing an additional document (credit or debit note) that affects the customer's balance (credit or debit note). In some cases, it is possible to use the correct invoice functionality directly in the invoice.
In this topic, you will read about the ways to correct a released invoice.
## Use the Correct invoice action
An invoice with no payments linked to it and no invoice lines from the [Shipments (SO302000)](/visma-net-erp/help/sales/sales-windows/shipments-so302000/) or [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window can be corrected by using the **Correct invoice** action in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. The system creates a new correction invoice which is a copy of the original invoice. The system also creates a sales credit note for the original invoice in the background. After you make your corrections and save and release the corrected invoice, the original invoice will be matched against the automatically created sales credit note.
On both the corrected and original invoice, there will be a button in the window toolbar with direct links to each other, for you to quickly review the changes. For step-by-step instructions on using the **Correct invoice** action, see: [Correct a released sales invoice (new)](/visma-net-erp/help/customer-ledger/process-invoices/correct-a-released-sales-invoice/).
## Decrease the amount of an invoice
You issue a credit note, which will be used to decrease a customer's debt, by using the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window or the same window you use to create an invoice.
The credit note is independent from the original invoice, with no direct reference to it.
You
can, however, enter the original invoice reference number in the
**Description** field for the note.
A credit note may have multiple lines or
one summary line. Credit notes do not have due dates and may be numbered differently from
invoices.
The release of a credit note decreases the customer's balance. The application of a released credit note against invoices, debit notes, and overdue charges decreases the outstanding amount of these documents by the amount of the credit note.
When you release a credit note, the system generates a batch of general ledger transactions that update the asset and income accounts. For details on the general ledger accounts involved, see [About invoice releasing](/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-releasing/).
The following transactions will be posted to the General ledger workspace when a one-line credit note with a VAT is released.
|Account|Debit|Credit|
|---|---|---|
|Customer ledger account|0.0|Amount + VAT amount|
|Sales account|Amount|0.0|
|VAT payable account|VAT amount|0.0|
Once a credit note has been applied to an outstanding document, the system generates a batch in only the following cases:
+ You have written off some balance along with the application. In this case, the system generates a batch to update the asset account specified for the outstanding document in the **Customer ledger account** field on the **Financial details** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, and the expense account specified in the **Account** field in the [Reason codes (CS211000)](/visma-net-erp/help/inventory/inventory-windows/reason-codes-cs211000/) window for the reason code you have used to write off the balance.
+ The credit note or the outstanding document to which you want to apply the credit note is in a foreign currency. The system generates a batch to update the balance of the realised gain or loss (RGOL) account by the amount resulting from the difference in the exchange rate on the outstanding document date and the credit note date. The RGOL account is specified for each currency in the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window.
For step-by-step instructions on creating and applying a credit note, see [Create a credit note](/visma-net-erp/help/customer-ledger/process-invoices/create-a-credit-note/) and [Apply a credit note to open documents](/visma-net-erp/help/customer-ledger/process-invoices/apply-a-credit-note-to-open-documents/).
## Increase the amount of an invoice
It is not possible to increase the outstanding amount of an open invoice (which has been
released) or the paid amount of a closed one. You instead issue a debit note by using the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. When you release this document, it increases the debt of the
customer; the debit note does not change the balance of any invoice and should be paid as a
separate document.
The debit note doesn't contain a direct reference to any original invoice,
but you can enter the reference number of the original invoice in the
**Description** field.
Debit notes may be numbered differently from invoices. A debit note is processed similarly to
an invoice.
For details on the recording and release of a debit note, see: [About invoice and processing flow](/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-processing-flow/).
## Reverse an invoice
When you reverse an invoice, its status and outstanding amount do not change.
You can reverse
an invoice in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window in one of the following ways:
+ By clicking the **Reverse** action for the invoice. The system automatically generates a credit note with details similar to those of the invoice; you then need to release and apply to the original invoice. For step-by-step instructions of how to reverse an invoice, see: [Reverse an invoice](/visma-net-erp/help/customer-ledger/process-invoices/reverse-an-invoice/).
+ By manually creating a credit note for the full balance of the invoice and then applying the credit note to the invoice.
> [!NOTE]
> If you are reversing a closed invoice, before applying a credit note, you need to reverse the application of the document used to close this invoice, thus causing the invoice to again be assigned the **Open** status.
Related pages
Concepts
Tasks
Windows
About rounding of document amounts
/visma-net-erp/help/customer-ledger/process-invoices/about-rounding-of-document-amounts
page
Your company policy or local regulations may require that you round the total amounts on invoices.
2026-02-19T17:09:06+01:00
# About rounding of document amounts
Your company policy or local regulations may require that you round the total amounts on invoices.
In Visma Net, you can enable the **Invoice rounding** functionality in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. With this functionality enabled, the system will round the document total amount according to the rounding rules that you have set up for Customer ledger and Supplier ledger workspaces. (You set up separate rules for each of these workspaces.)
> [!NOTE]
> The line total, tax total, and other subtotals (if any) of a document are not rounded.
For detailed instructions on configuring the rounding of document totals, see [Set up document amount rounding](/visma-net-erp/help/customer-ledger/process-invoices/set-up-document-amount-rounding/).
In this topic, you will read about the steps you perform to set up rounding and the details of how the rounding rules are applied.
## Rounding setup
In Visma Net, rounding is determined by parameters that define the rounding rule, rounding precision, and rounding limit. You use the following windows to specify these settings:
+ [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/): You use this window to specify the rounding rule and the precision that apply to the customer ledger documents of the following types: **Invoice**, **Credit note**, **Debit note**, **Overdue charge**, and **Cash sale**.
+ [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/): You use this window to specify the rounding rule and the precision that apply to the supplier ledger documents of the following types: **Invoice**, **Credit adjustment**, **Purchase debit note**, and **Prepayment**.
+ [General ledger preferences (GL102000)](/visma-net-erp/help/general-ledger/general-ledger-windows/general-ledger-preferences-gl102000/): You use this window to specify the system-wide rounding limit (the maximum rounding difference, which is the difference between the rounded and original document amount).
The system applies rounding rules to documents in all currencies (base and foreign). The rounding limit is set in the base currency but is applied to documents in foreign currencies as well. The system always recalculates the amounts of an invoice in a foreign currency to amounts in the base currency of your system, including the rounding difference. The system compares the rounding difference recalculated to the base currency with the rounding limit, and issues a warning if the limit is exceeded.
The rounding difference should be recorded to specific rounding gain and loss accounts. Depending on the policies established in your company, you can use a single gain account and a single loss account (and the corresponding subaccounts, if applicable) to be used for all currencies, or you can use different gain and loss accounts (and corresponding subaccounts) for each currency used by your company.
You use the [General ledger preferences (GL102000)](/visma-net-erp/help/general-ledger/general-ledger-windows/general-ledger-preferences-gl102000/) window to specify the rounding gain and loss accounts (and subaccounts, if enabled in your system) for the base currency, and you use the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window to specify the gain and loss accounts and subaccounts for each of the foreign currencies used by your customers and suppliers.
## Rounding rules
To set up rounding for documents, you select the rounding rule and precision. The following rounding rules are available:
Nearest
: To round each total amount to the nearest multiple of the smallest unit.
Up
: To round each total amount up to the next multiple of the smallest unit.
Down
: To round each total down to the previous multiple of the smallest unit.
Use the currency precision
: To temporarily not use rounding if it is activated in your system. If this option is selected, for each document, the system will round the document total according to the precision specified for the document currency. The precision of the base currency is specified in the [Branches (CS102000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/branches-cs102000/) window, and the precision of foreign currencies is defined in the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window.
In addition to selecting the rounding rule, you select the rounding precision or the smallest unit to be used for document amounts. The following options are available:
0.1
: To round the totals to multiples of 0.10
0.5
: To round the totals to multiples of 0.5
1.0
: To round the totals to integers
10.0
: To round the totals to multiples of 10
100.0
: To round the totals to multiples of 100
The table below illustrates the results of rounding with different rules and precisions applied to the sample value of €1734.57.
|Rule/precision|0.1|.05|1.0|10|100|
|---|---|---|---|---|---|
|**Nearest**|€1734.6|€1734.5|€1735|€1740|€1700|
|**Up**|€1734.6|€1735.0|€1735|€1740|€1800|
|**Down**|€1734.5|€1734.5|€1734|€1730|€1700|
Related pages
Concepts
Tasks
Windows
About sending direct debit invoices
/visma-net-erp/help/customer-ledger/process-invoices/about-sending-direct-debit-invoices
page
Direct debit is a payment method in which a third party is granted permission to take payments from a bank account.
2026-02-19T17:09:06+01:00
# About sending direct debit invoices
Direct debit is a payment method in which a third party is granted permission to take payments from a bank account.
In setting up a direct debit transaction, authorisation must be given in order to permit the party seeking payments to make the withdrawals from your account. Essentially, you give a company permission to take an amount at a time specified by that organisation.
Once you have set up the authorisation, the amount is taken automatically (as opposed to you needing to take additional action to make the payment, such as entering credit card details or initiating a bank transfer).
In Visma Net, you use bank deposits to track customer payments that you deposit to the bank in bulk.
See [About the preparation of deposits](/visma-net-erp/help/cash-management/track-cash-payments/about-the-preparation-of-deposits/).
When you enter into the system payments intended for such deposits, the payments are
temporarily recorded to special **clearing** cash accounts. For direct debit, you have to set up clearing cash accounts in Visma Net. See [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/).
Clearing accounts should be set as the default cash accounts for associated payment methods.
Create an invoice
/visma-net-erp/help/customer-ledger/process-invoices/create-an-invoice
section
You create a customer ledger invoice by using the Sales invoices (AR301000) window.
2026-02-19T17:09:06+01:00
# Create an invoice
You create a customer ledger invoice by using the Sales invoices (AR301000) window.
For more information: [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/).
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. In the window toolbar, click **** to initiate a database entry for a new document.
1. In the **Type** field in the top part, select **Invoice**.
1. In the **Date** field, change the current business date if needed.
The **Post period** field is filled in automatically based on the selected document date.
1. In the **Customer** field, select the customer associated with the document.
1. In the **Location** field, check the customer location, and change it if necessary.
1. Make sure the document currency is the one you need, and select another if necessary.
This 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 **Terms** field, check the payment terms associated with the customer.
The due date of the invoice is calculated based on the payment terms. The payment terms may allow a cash discount to be taken and specify its terms.
1. Optional: In the **Customer order** field, enter the reference number from the original customer document.
1. Optional: In the **Description** field, add a brief description of the invoice.
1. On the **Document details** tab, enter the details of the invoice, doing the following for each line (transaction):
1. In the table toolbar, click  to append a row to the table.
1. Optional: In the **Item ID** column, enter the ID of the particular item sold or service provided to the customer.
1. Optional: In the **Transaction descr.** column, enter a description of the transaction if it has not been filled in automatically.
1. Optional: Enter the quantity of the item sold.
1. Optional: In the **UoM** column, enter the unit of measure for the item if it has not been filled in automatically.
1. Optional: In the **Unit price** column, enter the price per unit if it has not been filled in automatically.
1. In the **Ext. price** column, enter the extended price of the specified stock item or service if it has not been calculated automatically.
1. Optional: To offer the customer a discount on this item or service, enter the discount percentage in the **Discount** column or the discount amount in the **Discount amount** column.
If you enter a percentage, the system will calculate the discount amount automatically by multiplying the extended price of the item by the discount percentage.
1. Check the **Amount** column, which displays the total for the line item. The system calculates this total by deducting the discount amount (if any) from the extended price.
1. Check the **Account** column and change it if needed.
1. Check the **Subaccount** column if applicable, which by default is filled in by the system 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; you can change the default subaccount if necessary.
1. Check the salesperson associated with the customer. You can change the salesperson if needed.
1. Optional: In the **Deferral code** column, select a deferral code if the expenses related to the item or service must be recognised in future periods.
1. Optional: Select the **Commission** check box if a commission is paid on the line item amount.
1. If you want to save the document with the **On hold** status, make sure the **Hold** check box is selected.
1. If you want to save the document with the **Balanced** status, do one of the steps below, and make sure the **Hold** check box is cleared:
+ If the **Amount** field is available in the top part of the window, enter the total amount of the invoice in this field.
+ If the **Amount** field is not available in the window, make sure the total amount of the document is displayed correctly in the **Balance** field.
1. In the **Cash discount** field in the top part, check the cash discount amount of the document. This field may be filled in automatically, based on the payment terms of the customer.
1. In the window toolbar, click .
Related pages
Concepts
Tasks
Windows
Change customer or customer location on sales invoice
/visma-net-erp/help/customer-ledger/process-invoices/change-customer-or-customer-location-on-sales-invoice
section
In Visma Net, you can change the customer or customer location on a sales invoice, even when it already has lines.
2026-02-19T17:09:06+01:00
# Change customer or customer location on sales invoice
In Visma Net, you can change the customer or customer location on a sales invoice, even when it already has lines.
If you want to change the customer or customer location to one with a different VAT calculation, on a sales invoice with lines, consider the following to make sure the VAT calculation is changed as well.
## Before you start
Make sure the **Recalculate VAT when customer is changed on document** check box in the [Organisations (CS101500)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/organisations-cs101500/) window is selected. See also: [Recalculate VAT when customer is changed on document](/visma-net-erp/to-be-deleted/help/vat/set-up-calculation/recalculate-vat-when-customer-is-changed-on-document/).
1. Do you want to change the customer location?
+ If **Yes**, make sure that the **Export type** is filled in for the location in the [Customer locations (CR303010)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-locations-cr303010/) window.
+ If **No**, continue to step 2.
1. In the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window on the invoice, click  in the **Customer** or **Location** field and select a new customer or location.
**Result**: the **VAT details** tab and the VAT category on the lines will be updated accordingly if the new customer or location has a different VAT calculation.
Related pages
Concepts
Tasks
Windows
Print invoice
/visma-net-erp/help/customer-ledger/process-invoices/print-invoice
page
You can print selected invoices and memos by using the Send invoices (AR508000) window.
2026-02-19T17:09:06+01:00
# Print invoice
You can print selected invoices and memos by using the Send invoices (AR508000) window.
For more information: [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/).
You can print selected invoices and memos by using the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/)
window.
You should print invoices or notes to send
them to the customer before release if the **Require invoice/note printing before release** check box is selected in the
[Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window and the settings of the customer
require the printing of these documents or the **Print invoices** check box is selected in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/)
window.
For customers with this check box selected, each invoice that is created and is not on hold is assigned the **Pending print** status.
After you have printed the document, its status is changed to **Balanced**, and
you can release it.
1. Make sure the printer is connected to your computer and ready for printing.
1. Go to the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
1. In the **Action** field of the Selection area, select the **Print invoice/note** action.
1. Optional: For invoices associated with contract servicing, select the user or the work group (in the **Assigned to** or **Work group** field) to whom the documents are assigned.
> [!NOTE]
> You can use filtering to display only specific documents in the table.
1. In the table, select the unlabeled check boxes for the documents you intend to print.
1. In the window toolbar, click **Process**. Each document will appear in a new browser tab.
1. For each document to be printed, do the following:
1. In the window toolbar, click **Print**; the browser opens the **Print dialog box**.
1. Select the appropriate options, and then click **OK**. The selected pages will be printed.
Related pages
Concepts
Tasks
Windows
Send invoice attachments through AutoInvoice
/visma-net-erp/help/customer-ledger/process-invoices/send-invoice-attachments-through-autoinvoice
section
In Customer ledger you can add attachments on invoices.
2026-02-19T17:09:06+01:00
# Send invoice attachments through AutoInvoice
In Customer ledger you can add attachments on invoices.
You can send PDF files with the invoice through AutoInvoice.
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. Go to the **Attachments** tab and select the desired attachments in **Send the file to AutoInvoice**.
1. Click .
1. Click **Actions** and choose **Send to AutoInvoice**.
Release an invoice
/visma-net-erp/help/customer-ledger/process-invoices/release-an-invoice
page
To release a particular invoice or note, use the Sales invoices (AR301000) window, as described below.
2026-02-19T17:09:06+01:00
# Release an invoice
To release a particular invoice or note, use the Sales invoices (AR301000) window, as described below.
For more information: [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/).
To release a particular invoice or note, use the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/)
window, as described below.
You can also release multiple invoices and
notes at a time, as described in: [Release customer documents.](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents/)
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. Optional: to search and filter invoices by their type, select a type in the **Type** field of the top part.
1. Bring up the particular invoice or note you want to release by taking one of the following actions:
+ Use the search field in the upper right corner of the window.
+ Click on a column's name, and use the filter and/or search field.
+ To navigate among invoices or notes, click the appropriate navigation buttons until you see the document.
1. Select the invoice or note you want to release by clicking on its **Ref. no.** or double-clicking the line.
1. Check the status of the document:
+ If the status is **On hold**, enter the control total in the **Amount** field (if applicable), and clear the **Hold** check field to change the status to **Balanced**.
+ If the status is **Balanced**, proceed to the next step.
1. Click **Release**. The released document is assigned the **Open** status.
Related pages
Concepts
Tasks
Windows
Reverse an invoice
/visma-net-erp/help/customer-ledger/process-invoices/reverse-an-invoice
section
2026-02-19T17:09:06+01:00
# Reverse an invoice
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. In the **Reference no.** field, select the invoice with the status **Open**.
> [!NOTE]
> You must release the invoice and its status has to be **Open** or **Closed** for you to proceed.
1. Click **Actions** - **Reverse**. The invoice type now changes to **Credit note**.
1. Optional: Change the **quantity** and the **unit price**.
1. Click .
1. Click **Reports** - **Preview invoice/note** to preview the credit note.
1. Click **Release**. The status changes to **Open** and  becomes visible.
1. Click **Reports** - **Print invoice/note**, to print it.
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window to match the invoice and credit note and to close them. For step-by-step instructions of how to match a credit note to an invoice, see: [Apply a credit note to open documents](/visma-net-erp/help/customer-ledger/process-invoices/apply-a-credit-note-to-open-documents/).
## What is next?
Once the invoice is released, you send it to the customer.
How the invoice is sent depends on the customer's **Print and e-mail settings**, if the options **Send invoices by email** or **Send invoices to AutoInvoice** are selected.
See: [Set up e-mail invoices for one customer](/visma-net-erp/help/customer-ledger/manage-customers/set-up-e-mail-invoices-for-one-customer/) and [Send one invoice to AutoInvoice](/visma-net-erp/help/customer-ledger/process-invoices/send-one-invoice-to-autoinvoice/).
You can release and post a batch of invoices / credit notes from the [Release customer documents (AR501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/release-customer-documents-ar501000/) window, and you can also send a batch from the **Print invoice** window.
See: [Release customer documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents/) and [Send several invoices or credit notes to AutoInvoice](/visma-net-erp/help/customer-ledger/manage-mailings/send-several-invoices-or-credit-notes-to-autoinvoice/).
Create a credit note
/visma-net-erp/help/customer-ledger/process-invoices/create-a-credit-note
section
To credit a customer if, for example, the customer received damaged goods or the invoice mistakenly overcharged the customer, you create a credit note by using the Sales invoices (AR301000) window.
2026-02-19T17:09:06+01:00
# Create a credit note
To credit a customer if, for example, the customer received damaged goods or the invoice mistakenly overcharged the customer, you create a credit note by using the Sales invoices (AR301000) window.
For more information: [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/).
To apply a credit note that was previously released (as described in [Release an invoice](/visma-net-erp/help/customer-ledger/process-invoices/release-an-invoice/) ) to customer ledger documents or to create a customer refund, see: [Apply a credit note to open documents](/visma-net-erp/help/customer-ledger/process-invoices/apply-a-credit-note-to-open-documents/).
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. In the window toolbar, click  to initiate a database entry for a new document.
1. In the **Type** field of the top part, select **Credit note**.
1. In the **Date** field, enter the credit note date.
The **Post period** field is filled in automatically based on the selected document date.
1. Select the customer associated with the credit note.
1. In the **Location** field, check the customer location, and change it if necessary.
1. Optional: In the **Customer order** field, enter the reference number assigned by the customer to the customer document.
1. Make sure the document currency is the one you need, and change it if necessary.
The currency may be overridden only if the **Allow currency override** check box is selected for the customer in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. Optional: In the **Description** field, add a brief description of the credit note or the reference number of the original invoice.
1. On the **Document details** tab, enter the details of the credit note, performing the following steps for each line (transaction):
> [!NOTE]
> A credit note must include at least one line.
1. In the table toolbar, click  to append a row to the table.
1. Optional: In the **Item ID** column, enter the ID of the item sold or the service provided to the customer.
1. Optional: In the **Transaction descr.** column, enter a description of the transaction.
1. Optional: Enter the quantity of the item sold.
1. Optional: In the **UoM** column, enter the unit of measure for the item.
1. Optional: In the **Unit price** column, enter the price per unit.
1. In the **Manual amount** column, enter the amount for the line. If you have specified a stock item, the system calculates the manual amount by multiplying its unit price and the quantity sold, but you can override this calculated price.
1. Check the **Account** column and change it if needed.
1. Check the **Subaccount** column if applicable, which the system fills in by default based on 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; you can manually change the subaccount if necessary.
1. Check the salesperson associated with the customer. You can change the selected salesperson if needed.
1. Optional: In the **Deferral code** column, select a deferral code if the expenses related to the item or service must be recognised in future periods.
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, do one of the steps below, and make sure the **Hold** check box is cleared:
+ If the **Amount** field is available in the top part of the window, enter the total amount of the credit note.
+ If the **Amount** field is not available in the window, make sure the total amount of the document is displayed correctly in the **Balance** field.
1. In the window toolbar, click .
Related pages
Concepts
Windows
Apply a credit note to open documents
/visma-net-erp/help/customer-ledger/process-invoices/apply-a-credit-note-to-open-documents
section
After you have created a credit note (as described in Create a credit note ), the note should be released; see Release an invoice for details.
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# Apply a credit note to open documents
After you have created a credit note (as described in Create a credit note ), the note should be released; see Release an invoice for details.
For more information: [Create a credit note](/visma-net-erp/help/customer-ledger/process-invoices/create-a-credit-note/), [Release an invoice](/visma-net-erp/help/customer-ledger/process-invoices/release-an-invoice/).
After you have created a credit note (as described in [Create a credit note](/visma-net-erp/help/customer-ledger/process-invoices/create-a-credit-note/)), the note should be
released; see [Release an invoice](/visma-net-erp/help/customer-ledger/process-invoices/release-an-invoice/)
for details.
You then close the credit note in one of the following ways:
+ Apply the credit note to open invoices, debit notes, and overdue charges. If you apply the credit note to any of these documents, it receives the **Closed** status.
+ If a customer has already paid an overcharging invoice, create a customer refund, which you apply to the credit note to return the money to the customer. For step-by-step instructions, see [Issue a refund](/visma-net-erp/help/customer-ledger/customer-payments/issue-a-refund/).
+ If the credit note was created to credit a customer that was overcharged based on documents that have been paid and documents that have not been paid, you can apply part of the credit note against unpaid invoices and the rest of the credit note balance against a customer refund.
1. Go to the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
1. In the **Type** field in the top part, select **Credit note**.
1. Select the appropriate reference number for the credit note in the **Ref. no.** field.
1. Check the date of the credit note in the **Date** field; by default, the current date is selected, but you can select another date.
The **Financial period** field is filled in automatically based on the selected credit note date.
1. In the columns of the **Documents to apply** tab, enter the documents to which the credit note should be applied, following the steps below to add each line (document):
1. Click  in the table toolbar to append a row to the table.
1. In the **Document type** column, select the appropriate option to apply the credit note to an invoice, debit note, or overdue charge.
1. In the **Reference no.** column, select a document by its ID from the list of documents. (The system includes in this list documents associated with the current customer that have the **Open** status and the selected document type.)
1. Check the information in the other columns of this table, which are filled out automatically when you select a document.
1. Check the **Applied to documents** field; the system automatically inserts the total amount of the applied documents.
1. To release the credit note, make sure the **Hold** check box is cleared, and click **Release** button in the window toolbar.
Related pages
Concepts
Tasks
Windows
Create and release an invoice
/visma-net-erp/help/customer-ledger/process-invoices/create-and-release-an-invoice
section
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# Create and release an invoice
> [!NOTE]
> If you are using direct debit as payment, see [Get started with direct debit](/visma-net-erp/help/work-processes/direct-debit/get-started-with-direct-debit/).
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. If necessary, click  to add a new document. In the **Type** field, **Invoice** is always the default choice.
1. In the **Customer** field, select the customer. Most fields are filled in with the information on the specific customer.
1. Enter the general invoice information in the upper part of the window.
The fields marked with \* are mandatory.
1. On the **Document details** tab, add the invoice lines.
1. Click  to add a new invoice line.
1. Optional: Enter the **Item ID**.
1. Enter any relevant information for each line. For example: Quantity, amount, discount, account and sub-account. Some fields are filled in automatically.
> If you are using AutoInvoice to send invoices, the **Transactions description** is mandatory.
1. Continue with the other tabs and enter the relevant information. If you use direct debit as payment follow the steps below:
1. Go to the **Financial details** tab.
1. In the **Payment method** field, check that you have the correct direct debit **Core** or **B2B**.
1. In the **Cash account** field, select the cash account where the direct debit will be collected.
1. Go to the **Invoice address** tab.
1. Under the **Direct debit information** area, check if the **Mandate ID** is correct.
1. Click .
1. Optional: Select **Reports** - **Preview invoice/note** to preview the invoice.
1. Click **Release**. Once the invoice is released, the status changes to **Open** and.
 is displayed
1. Optional: If the **Print invoices** check box is selected in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window, click **Reports** - **Print invoice/note** to print the invoice. See: [Print an invoice.](/visma-net-erp/help/customer-ledger/process-invoices/print-an-invoice/)
When you use direct debit as a payment method, the generated invoice will show information about the mandate, and that the invoice amount will automatically be deducted from the customer's bank account.
## What is next?
Once the invoice is released, you send it to the customer.
How the invoice is sent depends on the customer's **Print and e-mail settings**, if the options **Send invoices by email** or **Send invoices to AutoInvoice** are selected.
See: [Set up e-mail invoices for one customer](/visma-net-erp/help/customer-ledger/manage-customers/set-up-e-mail-invoices-for-one-customer/) and [Send one invoice to AutoInvoice](/visma-net-erp/help/customer-ledger/process-invoices/send-one-invoice-to-autoinvoice/).
You can release and post a batch of invoices / credit notes from the [Release customer documents (AR501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/release-customer-documents-ar501000/) window, and you can also send a batch from the **Print invoice** window.
See: [Release customer documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents/) and [Send several invoices or credit notes to AutoInvoice](/visma-net-erp/help/customer-ledger/manage-mailings/send-several-invoices-or-credit-notes-to-autoinvoice/).
Related pages
Concepts
Tasks
Windows
Set up document amount rounding
/visma-net-erp/help/customer-ledger/process-invoices/set-up-document-amount-rounding
section
Your company policy or local regulations may require that you round the amounts on invoices.
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# Set up document amount rounding
Your company policy or local regulations may require that you round the amounts on invoices.
Your company policy or local regulations may require that you round the amounts on invoices.
For more information, see: [About rounding of document amounts](/visma-net-erp/help/customer-ledger/process-invoices/about-rounding-of-document-amounts/).
You set up the rounding rules and rounding precision for supplier ledger invoices by using the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window, and for customer ledger invoices by using the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
## Before you proceed
1. In the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, make sure that the **Invoice rounding** check box is selected, which indicates that the functionality is enabled. For details, see: [About enabling functionalities](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/about-enabling-functionalities/).
1. Make sure the rounding gain and loss accounts (and subaccounts), if they are used in your system) for the base currency are specified in the [General ledger preferences (GL102000)](/visma-net-erp/help/general-ledger/general-ledger-windows/general-ledger-preferences-gl102000/) window, and that the accounts and subaccounts for each foreign currency used by your customers and suppliers are specified in the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window.
## Set up rounding rules for supplier ledger invoices
1. Go to the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window.
1. If you want to enter the rounding amount manually, select the **Enter rounding amount manually** check box.
1. If you want to use automatic rounding, go the **Rounding for invoices** field and select one of the
1. In the **Rounding rule for invoices** field, select one of the following rules to be used to round the totals of supplier ledger invoices:
+ **Use the currency precision**: To round the total amount of each document according to the precision of the currency of the document. With this option selected, the system will process the documents as if the document rounding feature is not enabled for supplier ledger documents.
+ **Nearest**: To round the total amount of each document to the nearest multiple of the smallest unit selected as the rounding precision.
+ **Up**: To round each total amount up to the next multiple of the smallest unit selected as the rounding precision.
+ **Down**: To round each total amount down to the previous multiple of the smallest unit selected as the rounding precision.
1. In the **Rounding precision** field, select the smallest unit (rounding precision) to which the totals will be rounded. Select one of the following precision options to be used for rounding:
+ **0.1**: To round the totals to multiples of 0.10
+ **0.5**: To round the totals to multiples of 0.5
+ **1.0**: To round the totals to integers
+ **10.0**: To round the totals to multiples of 10
+ **100.0**: To round the totals to multiples of 100
1. Click .
> [!NOTE]
> The system will use the same rounding precision for all currencies.
## Set up rounding rules for customer ledger invoices
1. Go to the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
1. In the **Rounding rule for invoices** field, select one of the following rules to be used to round the totals of customer ledger invoices:
+ **Use the currency precision**: To round the total amount of each document according to the precision of the currency of the document
+ **Nearest**: To round the total amount of each document to the nearest multiple of the selected smallest unit selected as the rounding precision
+ **Up**: To round each document total amount up to the next multiple of the smallest unit selected as the rounding precision
+ **Down**: To round each document total down to the previous multiple of the smallest unit selected as the rounding precision
1. In the **Rounding precision** field, select the precision to which the totals will be rounded. Select one of the following available precision options as the smallest unit to which the amounts should be rounded:
+ **0.1**: To round the totals to multiples of 0.10
+ **0.5**: To round the totals to multiples of 0.5
+ **1.0**: To round the totals to integers
+ **10.0**: To round the totals to multiples of 10
+ **100.0**: To round the totals to multiples of 100
1. Click .
Related pages
Concepts
Tasks
Windows
Check sent email status for AutoInvoice
/visma-net-erp/help/customer-ledger/process-invoices/check-sent-email-status-for-autoinvoice
page
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# Check sent email status for AutoInvoice
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. Go to the **Invoice address** tab.
1. Under **AutoInvoice**, check if the **Sent to AutoInvoice** check box is selected. This indicates that the invoice is sent to AutoInvoice.
1. Check the **AutoInvoice status**:
1. **Sent to AutoInvoice**:
> [!NOTE]
> Awaiting processing.
1. **Pending**
> [!NOTE]
> The invoice is pending and has not been sent yet from the **Pending emails** (SM507000) window. You can from this window send the invoice **before** the system's scheduled dispatch of emails.
1. **Sent**
> [!NOTE]
> The invoice is sent and you can find it in the overview of **Sent emails** (CO409080).
1. **Error**
> [!NOTE]
> Contact Support if this is the status.
## What is next?
If you regret sending an email due to an incorrect attachment or receiver of the email, you can still delete or do your changes in the email in the Pending emails window. See [Change the recipient address for a pending email](/visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email/).
Related pages
Concepts
Tasks
Windows
Check sent email status
/visma-net-erp/help/customer-ledger/process-invoices/check-sent-email-status
page
2026-02-19T17:09:06+01:00
# Check sent email status
## Before you start
In the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window, you can send the invoice **before** the system's scheduled dispatch of emails.
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. Go to the **Invoice address** tab.
1. Under **Print and email options**, check if the **Emailed** check box is selected. This shows that the invoice is sent by email.
## What is next?
If you regret sending an email due to an incorrect attachment or receiver of the email, you can still delete or do your changes as instructed in: [Change the recipient address for a pending email](/visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email/).
In the [Sent emails (CO409080)](/visma-net-erp/help/email/email-windows/my-sent-emails-co409080/) window, you can see an overview over all your sent emails.
Correct a sales invoice
/visma-net-erp/help/customer-ledger/process-invoices/correct-a-sales-invoice
section
You correct a customer ledger invoice differently depending on whether the invoice was released (and has the Open or Closed status) or was not released (and has the Balanced, On hold, or Scheduled status).
2026-02-19T17:09:06+01:00
# Correct a sales invoice
You correct a customer ledger invoice differently depending on whether the invoice was released (and has the Open or Closed status) or was not released (and has the Balanced, On hold, or Scheduled status).
In this topic, you will read about the way to correct an invoice that has not been released.
## Correct an invoice that has not been released
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. Locate the invoice you want to correct by typing in the search field in the upper right corner or clicking on a column's name, and use the filter and/or search field.
1. Select the invoice you want to correct by clicking on its **Ref. no.** or double-clicking the line.
1. Make your corrections on the invoice.
1. To save the invoice with the **On hold** status, make sure the **Hold** check box is selected.
1. To save the invoice with the **Balanced** status, do one of the steps below and then make sure the **Hold** check box is cleared:
+ If the **Amount** field of the top part is displayed in the window, enter the total amount of the invoice in this field. (The **Amount** field is visible when the **Validate document totals on entry** check box is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.)
+ If the **Amount** field is not displayed in the window, make sure the total amount of the invoice is displayed correctly in the **Balance** field.
1. Click .
## Correct an invoice that has been released
In an open invoice, you can edit only the cash discount date and the due date until the document is settled. Other corrections cannot be done directly in the invoice. A closed invoice cannot be edited at all.
For released invoices you correct differently depending on whether there are payments linked to the invoice or invoice lines from the [Shipments (SO302000)](/visma-net-erp/help/sales/sales-windows/shipments-so302000/) or [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window.
+ To correct a released invoice with no payments linked to it and no invoice lines from the [Shipments (SO302000)](/visma-net-erp/help/sales/sales-windows/shipments-so302000/) or [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window, see: [Correct a released sales invoice (new)](/visma-net-erp/help/customer-ledger/process-invoices/correct-a-released-sales-invoice/).
+ To correct a released invoice with payments linked to it or invoice lines from the [Shipments (SO302000)](/visma-net-erp/help/sales/sales-windows/shipments-so302000/) or [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window, select one of the following ways:
+ Reverse the invoice to reverse the impact of the invoice. For step-by-step instructions of how to reverse an invoice, see: [Reverse an invoice](/visma-net-erp/help/customer-ledger/process-invoices/reverse-an-invoice/).
+ Issue a credit note to decrease the outstanding amount of an invoice. For step-by-step instructions of how to create and apply a credit note, see: [Create a credit note](/visma-net-erp/help/customer-ledger/process-invoices/create-a-credit-note/) and [Apply a credit note to open documents](/visma-net-erp/help/customer-ledger/process-invoices/apply-a-credit-note-to-open-documents/).
+ Issue a debit note to increase the outstanding amount of an invoice.
Related pages
Concepts
Windows
Correct a released sales invoice
/visma-net-erp/help/customer-ledger/process-invoices/correct-a-released-sales-invoice
page
You correct a customer ledger invoice differently depending on whether the invoice was released (and has the Open or Closed status) or was not released (and has the Balanced, On hold, or Scheduled status).
2026-02-19T17:09:06+01:00
# Correct a released sales invoice
You correct a customer ledger invoice differently depending on whether the invoice was released (and has the Open or Closed status) or was not released (and has the Balanced, On hold, or Scheduled status).
In this topic, you will read about the ways to correct an invoice that has been released.
In an open (released) invoice, you can edit only the cash discount date and the due date until the document is settled. Other corrections cannot be done directly in the invoice. A closed invoice cannot be edited at all.
For released invoices you correct differently depending on whether there are payments linked to the invoice or invoice lines from the [Shipments (SO302000)](/visma-net-erp/help/sales/sales-windows/shipments-so302000/) or [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window.
## Correcting an invoice with no payments linked to it and no invoice lines from the Shipments (SO302000) or Sales orders (SO301000) window
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. Search the invoice you want to correct by clicking on a column's name and filter or search, or by typing in the search field in the upper right corner. Select the invoice you want to correct by clicking on its **Ref. no.** or double-clicking the line.
1. Select **Correct invoice** in the **Actions** drop-down list.
1. The system asks if you want to correct the invoice, answer **Yes**. The system creates a new correction invoice which is a copy of the original invoice. The system also creates a sales credit note for the original invoice in the background. (The original invoice will remain in status **Open** until the new corrected invoice is released.)
1. On the new correction invoice, make your corrections.
1. Save and release. The original invoice will be matched against the automatically created sales credit note, and change status to **Closed**.
On both the corrected and original invoice, there will be a button in the window toolbar with direct links to each other, for you to quickly review the changes.
## Correcting an invoice with payments linked to it or invoice lines from the Shipments (SO302000) or Sales orders (SO301000) window, or when an invoice is closed
+ Reverse the invoice to reverse the impact of the invoice. For step-by-step instructions of how to reverse an invoice, see: [Reverse an invoice](/visma-net-erp/help/customer-ledger/process-invoices/reverse-an-invoice/).
+ Issue a credit note to decrease the outstanding amount of an invoice. For step-by-step instructions of how to create and apply a credit note, see: [Create a credit note](/visma-net-erp/help/customer-ledger/process-invoices/create-a-credit-note/) and [Apply a credit note to open documents](/visma-net-erp/help/customer-ledger/process-invoices/apply-a-credit-note-to-open-documents/).
+ Issue a debit note to increase the outstanding amount of an invoice.
Related pages
Concepts
Windows
Send an invoice
/visma-net-erp/help/customer-ledger/process-invoices/send-an-invoice
section
2026-02-19T17:09:06+01:00
# Send an invoice
1. [Create an invoice](/visma-net-erp/help/customer-ledger/process-invoices/create-and-release-an-invoice/).
1. Click **Release**. The status changes to **Open** and.
 is displayed
1. Select the distribution type:
1. Click **Actions** and select **Email invoice/note**., and the invoice is sent to the recipient address that has been defined for this customer.
 is displayed
Or
1. Click **Reports** and select **Print invoice/note** (to send by regular mail).
1. In the **Invoice/note form** window, click **Print**. The **Print** window is displayed.
1. In the **Print** window, select the desired layout and number of copies and change any other settings if you like, and click **Print**.
Related pages
Concepts
Tasks
Windows
Send one invoice to AutoInvoice
/visma-net-erp/help/customer-ledger/process-invoices/send-one-invoice-to-autoinvoice
section
2026-02-19T17:09:06+01:00
# Send one invoice to AutoInvoice
## Before you start
As of 1 July 2022, new branches need to verify their company in the [AutoInvoice settings (CS10250S)](/visma-net-erp/help/management/management-windows/autoinvoice-settings-cs10250s/) window to be able to use AutoInvoice. See also: [About Know your customer (KYC)](/visma-net-erp/help/customer-ledger/process-invoices/about-know-your-customer-kyc/).
[Prepare to use AutoInvoice for an existing customer.](/visma-net-erp/help/customer-ledger/manage-customers/prepare-to-use-autoinvoice-for-an-existing-customer/)
1. [Create an invoice](/visma-net-erp/help/customer-ledger/process-invoices/create-an-invoice/) and release it., and the status changes to **Open**.
 is displayed
1. Click **Actions**, and select **Send to AutoInvoice**.  is displayed, and the invoice is sent to AutoInvoice.
Attachments that you add on the **Attachments** tab will be automatically sent to AutoInvoice if you have selected option **Automatically mark file attachments to be sent to AutoInvoice** in the **AutoInvoice settings** window for the active branch.
When you use direct debit as a payment method, the generated invoice will show information about the mandate, and that the invoice amount will automatically be deducted from the customer's bank account.
## What is next?
For more information about the statuses of the invoices you have sent to AutoInvoice, see: [Poll the invoice status](/visma-net-erp/help/customer-ledger/process-invoices/poll-the-invoice-status/).
Related pages
Concepts
Tasks
Windows
Email an invoice from preview in a report
/visma-net-erp/help/customer-ledger/process-invoices/email-an-invoice-from-preview-in-a-report
page
If the Do not email check box is selected on the Invoice address tab and the invoice is released, you cannot send the invoice as an email from the Sales invoices window.
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# Email an invoice from preview in a report
If the Do not email check box is selected on the Invoice address tab and the invoice is released, you cannot send the invoice as an email from the Sales invoices window.
1. Go to [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/).
1. Click **Reports** and select **Preview invoice/note**.
1. Click **Send** to open the **Email activity** window.
> [!NOTE]
> You will not use the invoice notification in this email, but a default notification.
Related pages
Concepts
Tasks
Windows
Email an invoice or a credit note
/visma-net-erp/help/customer-ledger/process-invoices/email-an-invoice-or-a-credit-note
section
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# Email an invoice or a credit note
## Before you start
There are several ways of emailing an invoice or a credit note from the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
You can either email an invoice with a few clicks via the **Actions** button, or you can preview and email an invoice via the **Reports** button.
Instead of emailing to the registered contact on your customer, you can also enter a new email address in the invoice preview, or override the existing email address.
It is also possible to email an invoice to a customer that you have already registered **not to** receive any emails.
See also: [Set customer print and email preferences.](/visma-net-erp/help/customer-ledger/manage-customers/set-customer-print-and-email-preferences/)
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. In the **Reference no.** field, click  to select the invoice.
1. Click **Actions** and select **Email invoice/note**. When the invoice is sent to the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window,.
 is displayed
When you use direct debit as a payment method, the generated invoice will show information about the mandate, and that the invoice amount will automatically be deducted from the customer's bank account.
## What is next?
If you regret sending an email due to an incorrect attachment or email recipient, you can make changes in the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window.
For more information, see: [Change the recipient address for a pending email](/visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email/).
To get an overview of all your outgoing emails, go to the [Sent emails (CO409080)](/visma-net-erp/help/email/email-windows/my-sent-emails-co409080/) window.
Related pages
Concepts
Tasks
Windows
Override an email address
/visma-net-erp/help/customer-ledger/process-invoices/override-an-email-address
section
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# Override an email address
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. On the **Invoice address** tab, under **Contact information**, select **Override contact**.
1. Enter the new email address for this invoice.
1. Click .
Related pages
Concepts
Tasks
Windows
Email an invoice to an unregistered contact
/visma-net-erp/help/customer-ledger/process-invoices/email-an-invoice-to-an-unregistered-contact
section
You can email the invoice to another contact than the email address registered on the customer.
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# Email an invoice to an unregistered contact
You can email the invoice to another contact than the email address registered on the customer.
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. In the **Reference no.** field, click  to select the invoice.
1. Click **Reports** and select **Print invoice/note**.
1. In the preview of the invoice, click **Send**.
1. In the **Email activity** window, enter the email address or click  to search for recipients.
1. Click **Send**.
## What is next?
If you have sent your email to a the wrong recipient, see [Change the recipient address for a pending email](/visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email/).
You can also get an overview of all your outgoing emails.
Related pages
Concepts
Tasks
Windows
Poll the invoice status
/visma-net-erp/help/customer-ledger/process-invoices/poll-the-invoice-status
section
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# Poll the invoice status
1. You are here: In the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, with your invoice released and sent to AutoInvoice.
1. Click **Actions** and select **Poll invoice status**. The system polls the status and when it is finished, you see the  icon.
1. Click the **Invoice address** tab.
1. Under the **AutoInvoice** section:
+ Find the **AutoInvoice status** field. You see the status of your invoice.
> Available statuses are:
>
> + Sent to AutoInvoice - awaiting processing.
> + Pending - awaiting delivery.
> + Sent - the invoice is sent.
> + Error - to check why an error occurred, you have to go to AutoInvoice.
+ In the **Sending method** field, you see the value **Consumer** if the invoice was sent as banking e-invoice, or the value **Standard**, if it was sent as a regular e-invoice. This field is populated as soon as you create the invoice and select the customer, so you can check the sending method before the actual sending to AutoInvoice.
+ In the **AutoInvoice sent by** field, you see the service that was used to send the invoice.
Related pages
Concepts
Tasks
Windows
Close customer invoices open due to rounding differences
/visma-net-erp/help/customer-ledger/process-invoices/close-customer-invoices-open-due-to-rounding-differences
page
If the customer has made a payment for an invoice with rounding differences, the customer's balance will be open.
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# Close customer invoices open due to rounding differences
If the customer has made a payment for an invoice with rounding differences, the customer's balance will be open.
You can do the depreciation in an easy way in Visma Net.
## Closing open customer invoices with rounding differences
1. Go to the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. Select the check box **Enable write-offs** and enter a write-off limit (e.g. 0.99) for the customers you would like to make a depreciation. You can make this a default setting when you create new customers. You do this in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window.
1. Go to the [Reason codes (CS211000)](/visma-net-erp/help/inventory/inventory-windows/reason-codes-cs211000/) window and create a new code for write-offs.
1. Go to the [Write-off balances and credits (AR505000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/write-off-balances-and-credits-ar505000/) window.
1. Select the invoices you would like to depreciate and click **Process** to update the vouchers.
You have now got a voucher with correct roundings which will close the invoice.
Preview an invoice
/visma-net-erp/help/customer-ledger/process-invoices/preview-an-invoice
section
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# Preview an invoice
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. In the **Reference no.** field, click  to select the invoice. The invoice must have the status **Balanced**.
1. Click **Reports**.
1. From the drop-down list, select **Preview invoice/note**. The invoice is displayed in the **Invoice/note form** window, where you can send, print, create a PDF, or export the invoice to other formats.
Related pages
Concepts
Tasks
Windows
Print an invoice
/visma-net-erp/help/customer-ledger/process-invoices/print-an-invoice
section
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# Print an invoice
1. Go to the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
1. In the **Reference no.** field, click  to select the invoice.
1. Click the **Reports** button and select **Print invoice/note**. The invoice is displayed.
1. Hover over the invoice to see the  icon, and click it. The invoice is displayed in Window's **Print** window.
1. In the **Print** window, select the layout, and do any other settings that you find necessary.
1. Click the **Print** button.
See also: [Print several invoices or credit notes](/visma-net-erp/help/customer-ledger/manage-mailings/print-several-invoices-or-credit-notes/).
When you use direct debit as a payment method, the generated invoice will show information about the mandate, and that the invoice amount will automatically be deducted from the customer's bank account.
Related pages
Concepts
Tasks
Windows
Add text to invoices
/visma-net-erp/help/customer-ledger/process-invoices/add-text-to-invoices
section
In some situations, you might need to add additional text on invoices.
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# Add text to invoices
In some situations, you might need to add additional text on invoices.
## Adding additional text
1. Go to the [Report texts (AR20200S)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/report-texts-ar20200s/) window.
1. Add the **report text code** and a **name**. Remember to use a meaningful name.
1. Write the text you need. You can have two different texts on each customer class.
1. **Save** this text block.
1. Go to the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window.
1. Select the correct **customer class** and open tab **Report text settings**.
1. Click .
1. Under **Notification ID**, choose if the text block is added to **Invoices** or **Dunning letters**.
1. Under **Report text ID**, select the text block you created before.
1. Click .
The text will now be added when creating invoices/dunning letters for this customer class.