About release of application records

The system generates additional transactions when any of the following need to be recorded:

• The applied cash discount
• The written-off balance
• The realised gain or loss (RGOL) incurred if payments and outstanding documents are in a foreign currency
• The amount transferred between different customer ledger accounts that are involved in an application.

This topic describes the windows you may use to release application records of a payment document and the details of releasing application records, as well as the details of the generation of the general ledger batch.

Release payment applications

In Visma Net, you can add application records to a payment document when you record the payment document and after you have released it. In both cases, you can use either of the following windows when you need to release an application record:

• Customer payments (AR302000): You release an application record for an open payment by clicking the Release button on the window toolbar.
• Release customer documents (AR501000): You use this mass-processing window to release the application records for a particular open payment or multiple open payments.

Each time you release an application record for a payment document, the system does the following:

• For the payment document, updates the Application date and Application period fields in the Customer payments (AR302000) window with the date when the application record is released.
• Moves the application record from the Documents to apply tab to the Application history tab.
• Generates any application transactions.
• Decreases the available payment balance for the applied amount. If the available payment balance becomes 0, the system changes the payment status to Closed.

When you add application records to a payment document with the On hold or Balanced status and then release the payment document, the system simultaneously releases its application records. If the application records require some transactions to be recorded, the system adds these transactions to a general ledger batch with the payment transactions. You can view the batch details by clicking the link in the Batch no. field on the Financial details tab of the Customer payments (AR302000) window or by clicking the link in the Batch number column on the Application history tab of this window.

When you add application records to a released payment document (with the Open status), you release only application records. If the application records require some transactions to be recorded, the system generates an additional general ledger batch with the application transactions. You can view the batch details by clicking the link in the Batch number column on the Application history tab of the Customer payments (AR302000) window.

Release an application with a cash discount

When you add an invoice for which a cash discount is valid to the Documents to apply tab, the system automatically fills in the Cash discount taken column for the invoice with the cash discount amount defined by the payment terms associated with the invoice. You can decrease the cash discount amount, if needed. When you then release a payment with an application record that contains an applied cash discount, the system generates a batch of the following transactions.

Release an application with a written-off balance

You write off some balance along with the application by specifying the amount and the reason code in the Balance write-off and Write-off reason code columns, respectively. When you release a payment with an application record that contains a written-off amount, the system generates a batch of the following transactions.

Release an application with a RGOL

Suppose that you apply a payment in a foreign currency to an outstanding document in the same foreign currency and the exchange rate on the invoice date is less than the exchange rate on the payment date. When you release the payment with its application record, the system generates a batch of the following transactions in the foreign currency.

If you view the batch in the base currency by clicking the View base button in the top part of the Journal transactions (GL301000) window, the system displays the same transaction in the base currency.

Release an application with different customer ledger accounts

Suppose that you recorded a payment document to some customer ledger account and did not specify any application records. When you release this payment, the system generates the batch with the payment transactions as follows.

You can view the batch details by clicking the link in the Batch no. field on the Financial details tab of the Customer payments (AR302000) window.

Then you apply this open payment to an outstanding document that was recorded to another customer ledger account. When you release the application record, the system generates a batch of the following transactions.

You can view the batch details by clicking the link in the Batch number column on the Application history tab of the Customer payments (AR302000) window.

Related pages

Concepts

• About release of payments and prepayments
• About invoice releasing
• About refund processing
• Processing payments and applications - overview
• About payment processing flow
• About manual payment application
• About automatic payment application
• About types of customer ledger documents
• About payment recording

Tasks

• Apply a payment document automatically
• Release customer documents
• Change the setting for automatic posting on release
• Release a payment document
• View invoices paid with a specific payment document
• Enter a payment document
• Pay a specific outstanding document
• Form a list of applications manually
• Form a list of applications automatically
• Correct an application record
• Issue a refund
• Void a payment or prepayment document

Windows

• Apply payments automatically (AR506000)
• Prepare statements (AR503000)
• Customer payments (AR302000)
• Release customer documents (AR501000)