Process payments and applications
/visma-net-erp/help/customer-ledger/process-payments-and-applications
section
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# Process payments and applications
Processing payments and applications - overview
/visma-net-erp/help/customer-ledger/process-payments-and-applications/processing-payments-and-applications-overview
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In general, you use the Customer ledger workspace specifically for sales made on credit.
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# Processing payments and applications - overview
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 payment processing flow](/visma-net-erp/help/customer-ledger/customer-payments/about-payment-processing-flow/)
+ [About payment recording](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-payment-recording/)
+ [About manual payment application](/visma-net-erp/help/customer-ledger/customer-payments/about-manual-payment-application/)
+ [About automatic payment application](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-automatic-payment-application/)
+ [About release of payments and prepayments](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-payments-and-prepayments/)
+ [About release of application records](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-application-records/)
+ [About refund processing](/visma-net-erp/help/customer-ledger/customer-payments/about-refund-processing/)
+ [Enter a payment document](/visma-net-erp/help/customer-ledger/customer-payments/enter-a-payment-document/)
+ [Pay a specific outstanding document](/visma-net-erp/help/customer-ledger/process-payments-and-applications/pay-a-specific-outstanding-document/)
+ [Form a list of applications manually](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-manually/)
+ [Form a list of applications automatically](/visma-net-erp/help/customer-ledger/customer-payments/form-a-list-of-applications-automatically/)
+ [Correct an application record](/visma-net-erp/help/customer-ledger/customer-payments/correct-an-application-record/)
+ [Apply a payment document automatically](/visma-net-erp/help/customer-ledger/process-payments-and-applications/apply-a-payment-document-automatically/)
+ [Release a payment document](/visma-net-erp/help/customer-ledger/customer-payments/release-a-payment-document/)
+ [Issue a refund](/visma-net-erp/help/customer-ledger/customer-payments/issue-a-refund/)
+ [Void a payment or prepayment document](/visma-net-erp/help/customer-ledger/customer-payments/void-a-payment-or-prepayment-document/)
Related pages
Concepts
Tasks
About payment recording
/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-payment-recording
page
In Visma Net, you can create the following types of payment documents: Payment, Prepayment, and Customer refund.
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# About payment recording
In Visma Net, you can create the following types of payment documents: Payment, Prepayment, and Customer refund.
The information in this topic applies to documents of all these types.
> [!NOTE]
> In this topic, the term **payment** is used for payment documents of the three mentioned types if a type is not stated explicitly.
In this topic, you will read about the windows you may use to create a payment, the structure of a payment document, and other details.
## Payment creation sources
In Visma Net, a user can manually enter a customer ledger payment from the following windows:
+ [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. You create a payment document here from scratch. For step-by-step instructions, see [Enter a payment document](/visma-net-erp/help/customer-ledger/customer-payments/enter-a-payment-document/) and [Issue a refund](/visma-net-erp/help/customer-ledger/customer-payments/issue-a-refund/).
+ [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window, by using the **Enter payment/apply memo** action. The system opens the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window where a payment document with the **Payment** type is created automatically: The elements of the window are filled in with the customer information, the invoice amount is specified as the document amount, and the application record of the invoice is added. You simply release the payment the system has created, and the system releases the application record as well and closes both documents. For step-by-step instructions, see [Pay a specific outstanding document](/visma-net-erp/help/customer-ledger/process-payments-and-applications/pay-a-specific-outstanding-document/).
## Document structure
Regardless of how a payment document is created, it has the same groups of settings, which are described in this topic:
The top part
: Settings that are located in the top part of the window define the general information required for issuing the payment. When you create a new document, the system inserts the current business date as the date of application and the corresponding post period. When you select the ID of the customer account, the system uses the customer as a source to automatically fill in most settings needed for processing the payment. All settings filled in by the system can be manually overridden. **Financial details**: This group of settings, located on the **Financial details** tab, defines the general ledger accounts where the payment transactions are recorded after a user releases the payment. The system fills in the values for these settings automatically when you select a customer account, but they can be manually overridden. When you create a new document, the system also inserts the current business date as the payment date and the corresponding post period.
Application details
: Each outstanding document that you want to pay with the payment is specified in a separate line of the table on the **Applications** tab. The payment document can be applied to multiple outstanding documents. For each line, you specify the amount to be paid in the **Amount paid** column. For details, see [About manual payment application](/visma-net-erp/help/customer-ledger/customer-payments/about-manual-payment-application/).
Balance details
: Read-only elements in the top part of the window display how the amount of the payment document has been distributed and currently available balance (the amount that is not applied). The system updates the values of these elements when you modify application details.
When you save the document for the first time, the system generates a unique reference number for the payment document in accordance with the numbering sequence assigned to corresponding payment document 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.
## Registration of bank charges
If bank charges for customer payments are configured in your system, you can specify the amounts of these charges on each payment document that is processed by the bank on the **Finance charges** tab. The amount of finance charges is displayed in the top part in the following fields:
Finance charges
: The total of finance charges included in the payment amount. That is, the entry type used to record the charge has the **Deduct from payment** check box cleared in the [Entry types (CA203000)](/visma-net-erp/help/cash-management/cash-management-windows/entry-types-ca203000/) window.
Deducted charges
: The total of finance charges deducted from the payment amount. That is, the entry type used to record the charge has the **Deduct from payment** check box selected in the [Entry types (CA203000)](/visma-net-erp/help/cash-management/cash-management-windows/entry-types-ca203000/) window.
For details, see [About the registration of finance charges](/visma-net-erp/help/cash-management/track-cash-payments/about-the-registration-of-finance-charges/).
## Attachment of the original document
For user reference, you can attach to each entered payment a scanned image of the original customer document or an electronic version of the customer document.
Related pages
Concepts
Tasks
Windows
About automatic payment application
/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-automatic-payment-application
page
Manually applying payment documents to invoices may require a significant amount of time if your company sells a lot in a financial period.
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# About automatic payment application
Manually applying payment documents to invoices may require a significant amount of time if your company sells a lot in a financial period.
To ease this process, Visma Net provides the functionality to automate the application of payment documents.
In this topic, you will read about the auto-application options offered by the system, as well as their configuration and implementation details.
## Auto-application use cases
You can use automatic application of a payment document in the following cases:
+ You work with a customer who purchases very frequently; therefore, there are a lot of invoices and payments involved. For this customer, you can turn on automatic application of new payments to outstanding documents associated with the customer account.
+ You want to apply all open payment documents recorded in the system to outstanding documents at some particular time, such as before preparing customer statements. You use the [Apply payments automatically (AR506000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/apply-payments-automatically-ar506000/) mass processing window for this purpose.
+ It is common in your company to receive payments in advance and you want to apply open payment documents when you record the related invoice. For details on applying payments when recording invoices, see [About invoice recording](/visma-net-erp/help/customer-ledger/process-invoices/about-invoice-recording/).
## Auto-application for a customer account
Suppose that your company has customers who purchase frequently and you want to save time on the application of their payment documents with the **Payment** type to outstanding documents. For such customers, you select the **Apply payments automatically** check box on the **Financial settings** tab of the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
When you release a new payment (with the **Balanced** status) of one of these customers in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window, the system automatically applies the payment to any outstanding documents of this customer.
> [!NOTE]
> For auto-application to occur, when you release the payment, it must not have any outstanding documents specified on the **Documents to apply** tab.
The system forms the list of outstanding documents and distributes the payment amount as follows:
> [!NOTE]
> The system sorts outstanding documents in descending order by their due date and then their reference number.
1. If the customer account has open documents of the **Credit note** type, the system adds them at the top of the list. The balances of the open credit notes increase the balance that can be applied to outstanding documents.
1. If the **Apply payments to overdue charges first** check box is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window and the customer account has open documents of the **Overdue charge** type, the system distributes the available payment balance among these documents. If the available payment balance, including the balances of any open credit notes, has not been fully applied, the system searches for outstanding documents of other types.
1. If the customer account has outstanding documents, the system applies the available payment balance to the first document in the list. If the available payment balance, including the balances of any open credit notes, has not been fully applied, the system applies the rest of the balance to the next document in the list and continues this process until the available payment balance is fully applied.
> [!NOTE]
> If the **Multi-branch support** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, the system searches among all outstanding documents associated with the customer account, regardless of the branch specified for the documents.
The system creates application records for each paid outstanding document and releases the application records simultaneously with the payment.
## Auto-application for multiple documents
Before you prepare statements for your customers, we recommend that you apply open payment documents from customers to any corresponding invoices and calculate any overdue charges, to avoid incorrect calculation of aged balances. For a statement cycle, if the **Require payment application before statement** check box is selected in the [Statement cycles (AR202800)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/statement-cycles-ar202800/) window, the system will issue a warning if you try to process statements while there are open payments of customers involved in the statement cycle.
> [!NOTE]
> You can review the list of open documents of the customers by using Visma Net reports, as described in [About payment processing flow](/visma-net-erp/help/customer-ledger/customer-payments/about-payment-processing-flow/).
If there are open payment documents and credit notes, you can go through these documents one by one and apply them to the outstanding documents manually, as described in [About manual payment application](/visma-net-erp/help/customer-ledger/customer-payments/about-manual-payment-application/), or you can use the [Apply payments automatically (AR506000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/apply-payments-automatically-ar506000/) mass processing window.
In this window, you select a statement cycle or multiple statement cycles to specify the group of customers for which the system will run the auto-application process. When you run the process (by clicking **Process** or **Process a ll** in the window toolbar), the system does the following for each customer that is assigned to the selected statement cycles:
1. Searches for all open payments and prepayments, and sorts these documents in ascending order by the document date, document type, and reference number. If you have selected the **Apply credit notes** check box in the window, the system includes open credit notes in the list of payment documents.
1. Searches for all open debit notes, invoices, and overdue charges, and sorts these documents in ascending order by due date. If the **Apply payments to overdue charges first** check box is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window, the system moves any overdue charges to the top of the list.
1. Applies any found credit notes (if included) and payment documents to the outstanding documents one by one by creating the corresponding application records, starting with the first credit note or payment document and the first outstanding document.
1. If you have selected the **Release batch when finished** check box in the window, releases application records and closes documents whose balance becomes 0. If you have not selected this check box, you need to release application records manually for each payment document in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window or by using the [Release customer documents (AR501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/release-customer-documents-ar501000/) mass processing window. For details, see [About release of payments and prepayments](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-payments-and-prepayments/).
> [!NOTE]
> If the **Automatically post on release** option is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window, the system also posts the released batches.
After the process is complete, for each payment document, you can view the list of applications that have been saved but not yet released on the **Documents to apply** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. You can track the history of released payment applications by using the **Application history** tab of the window. For step-by-step instructions, see [View invoices paid with a specific payment document](/visma-net-erp/help/customer-ledger/customer-payments/view-invoices-paid-with-a-specific-payment-document/).
## Auto-application to documents of child customer accounts
If the **Parent-Child Customer Relationship** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window and parent-child relations between customer accounts are configured, you can include the open documents of child accounts in the process of automatic payment application. In the [Apply payments automatically (AR506000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/apply-payments-automatically-ar506000/) mass processing window, in the **Include child documents** field, you can select the types of open documents of child accounts that should be included in the process of payment application. The system will process first the open documents of the child accounts and then the open documents of the parent account. For details, see [Manage parent-child relationships - overview](/visma-net-erp/help/customer-ledger/manage-parent-child-relationship/manage-parent-child-relationships-overview/).
## Exclusion from the automatic application of payment documents
The system excludes payments and prepayments from the list of payment documents that can be applied to outstanding documents 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.
Thus, the system ignores these payment documents when you record an invoice and want to perform an application, as well as when you initiate the auto-application process in the [Apply payments automatically (AR506000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/apply-payments-automatically-ar506000/) mass processing window.
Related pages
Concepts
Tasks
Windows
About release of payments and prepayments
/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-payments-and-prepayments
page
This topic contains information that applies to releasing documents of the Payment and Prepayment type.
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# About release of payments and prepayments
This topic contains information that applies to releasing documents of the Payment and Prepayment type.
## Introduction
## In this topic
This topic describes:
+ The windows you may use to release a payment or prepayment.
+ What happens in the system after release.
+ The details of the general ledger batch generated after release.
## When and where to release a payment and prepayment
The following table displays when and where (pre)payments can be released.
|When a payment or prepayment has the status|Then it can be released in|For instructions on how to release, see|
|---|---|---|
|**Balanced**|[Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/)|[Release a payment document](/visma-net-erp/help/customer-ledger/customer-payments/release-a-payment-document/)|
|[Release customer documents (AR501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/release-customer-documents-ar501000/)|[Release customer documents](/visma-net-erp/help/customer-ledger/process-customer-ledger-documents/release-customer-documents/)||
## System processes after releasing payments and prepayments
The following tables give an overview of what happens in the system after the release of a (pre)payment.
### Payments
||Payment||||
|---|---|---|---|---|
|System change|without applications|partially applied|fully applied|voided|
|Status changes to|**Open**|**Open**|**Closed**|#### Closed **Note**: the status of the payment changes to **Voided**.|
|Paid documents' balances are|not applicable|decreased **Note**: if paid document's balance becomes 0, its status changes to **Closed**.|decreased **Note**: if paid document's balance becomes 0, its status changes to **Closed**.|increased **Note**: if paid document's status was **Closed**, the status changes to **Open**.|
|Customer's balance is|decreased with payment amount|+ decreased with paid amount + decreased with available payment balance|decreased with paid amount|increased with voided amount|
|Application records are released|not applicable|yes|yes|yes, any reversed application records are released|
|General ledger batch is created|yes|yes|yes|yes|
### Prepayments
||Prepayment|||
|---|---|---|---|
|System change|without applications|partially applied|fully applied|
|Status changes to|**Open**|**Open**|**Closed**|
|Paid documents' balances are|not applicable|decreased **Note**: if paid document's balance becomes 0, its status changes to **Closed**.|decreased **Note**: if paid document's balance becomes 0, its status changes to **Closed**.|
|Customer's balance is|not applicable|decreased with paid amount|decreased with paid amount|
|Customer's prepayment balance is|increased with prepayment amount|increased with available prepayment amount|not applicable|
|Application records are released|not applicable|yes|yes|
|General ledger batch is created|yes|yes|yes|
## General ledger batch after release of payment and prepayment
The following sections give information about the general ledger batch created after the release of a (pre)payment.
### Involved accounts
When a payment or prepayment is released, the system generates a general ledger batch to update the involved asset accounts with the (pre)payment transactions. Usually, this involves the following accounts retrieved from other fields in the system:
|Account type|Specified in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window's field for|Corresponding field in [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window, General ledger accounts tab, per document type|
|---|---|---|
|Asset|the **Customer ledger account** on the **Financial details** tab.|Payment: #### Customer ledger account|
|Prepayment: 1. **Prepayment account** (if set) 1. **Customer ledger account**|||
|Cash|the **Cash account** in the top part.|not applicable|
### Recorded transactions
The transactions recorded in the general ledger batch differ depending on the below described specifications.
#### Payments and prepayments with no designated prepayment account
After the release of a payment or a prepayment with no designated prepayment account, regardless of whether the payment or prepayment is without applications, partially or fully applied, the following transactions will be recorded:
|Account|Debit|Credit|
|---|---|---|
|Cash account|(Pre)payment amount|0.0|
|Customer ledger account|0.0|(Pre)payment amount|
#### Prepayments with designated prepayment account
For a prepayment with a designated prepayment account that differs from the customer ledger account used to record payments to, the recorded transactions differ depending on whether the prepayment is without applications, partially applied or fully applied.
##### Prepayment without applications
After the release of a prepayment without applications, the following transactions will be recorded:
|Account|Debit|Credit|
|---|---|---|
|Cash account|Prepayment amount|0.0|
|Customer ledger account for prepayments|0.0|Prepayment amount|
##### Partially applied prepayment
After the release of a partially fully applied prepayment, with a designated customer ledger account that differs from the customer ledger account used to record outstanding documents to, the following transactions will be recorded:
|Account|Debit|Credit|
|---|---|---|
|Cash account|Prepayment amount|0.0|
|Customer ledger account for prepayments|0.0|Paid amount (prepayment amount - applied amount)|
|Customer ledger account for invoices|0.0|Applied amount|
##### Fully applied prepayment
After the release of a partially fully applied prepayment, with a designated customer ledger account that differs from the customer ledger account used to record outstanding documents to, the following transactions will be recorded:
|Account|Debit|Credit|
|---|---|---|
|Cash account|Prepayment amount|0.0|
|Customer ledger account for invoices|0.0|Prepayment amount|
### Batch details and additional transactions
The following sections explain where to view the batch details and where to find more information on additional transactions.
#### View batch details
You can view the batch details by clicking the link in the **Batch no.** field on the **Financial details** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
#### Bank charge and application record transactions
The following additional transactions may be generated and included in the batch:
|Transaction type|For details, see|
|---|---|
|Bank charge|[Finance charge transactions](/visma-net-erp/help/cash-management/track-cash-payments/finance-charge-transactions/)|
|Application record|[About release of application records](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-application-records/)|
Related pages
Concepts
Tasks
Windows
About release of application records
/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-release-of-application-records
page
In most cases, when you release applications records, the system does not generate any transactions that need to be posted to the general ledger.
2026-02-19T17:09:06+01:00
# About release of application records
In most cases, when you release applications records, the system does not generate any transactions that need to be posted to the general ledger.
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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window or by clicking the link in the **Batch number** column on the **Application history** tab of this window.
> [!NOTE]
> The system displays the batch number in the **Batch number** column on the **Application history** tab even if there were no application transactions. In this case, the batch will contain only payment transactions.
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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/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.
|Account|Debit|Credit|
|---|---|---|
|Cash account|Payment amount|0.0|
|Customer ledger account|0.0|Payment amount + Cash discount amount|
|Cash discount account|Cash discount amount|0.0|
## 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.
|Account|Debit|Credit|
|---|---|---|
|Cash account|Payment amount|0.0|
|Customer ledger account|0.0|Payment amount + Write-off amount|
|Bad debts|Write-off amount|0.0|
## 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.
|Account|Debit|Credit|
|---|---|---|
|Cash account (foreign currency)|Payment amount (in the foreign currency)|0.0|
|Customer ledger account|0.0|Payment amount (in the foreign currency)|
|Realised gain / loss account|0.0|0.0|
If you view the batch in the base currency by clicking the **View base** button in the top part of the [Journal transactions (GL301000)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-transactions-gl301000/) window, the system displays the same transaction in the base currency.
|Account|Debit|Credit|
|---|---|---|
|Cash account (foreign currency)|Payment amount (in the base currency)|0.0|
|Customer ledger account|0.0|Payment amount - RGOL amount (in the base currency)|
|Realised gain / loss account|0.0|RGOL amount (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.
|Account|Debit|Credit|
|---|---|---|
|Cash account|Payment amount|0.0|
|Customer ledger account of the payment|0.0|Payment amount|
You can view the batch details by clicking the link in the **Batch no.** field on the **Financial details** tab of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
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.
|Account|Debit|Credit|
|---|---|---|
|Customer ledger account of the payment|Payment amount|0.0|
|Customer ledger account of the outstanding document|0.0|Payment amount|
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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
Related pages
Concepts
Tasks
Windows
Pay a specific outstanding document
/visma-net-erp/help/customer-ledger/process-payments-and-applications/pay-a-specific-outstanding-document
section
You can enter a customer payment received for a specific outstanding document by using the Sales invoices (AR301000) window as a starting point.
2026-02-19T17:09:06+01:00
# Pay a specific outstanding document
You can enter a customer payment received for a specific outstanding document by using the Sales invoices (AR301000) window as a starting point.
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 **Type** field of the top part, select the type of the outstanding document: **Invoice**, **Credit note**, **Debit note**, **Credit write-off**, or **Overdue charge**.
1. Select the document by the reference number, or navigate to it.
1. Check the status of the document. You can enter a payment for an outstanding document only if it has the **Open** status.
1. In the **Actions** menu in the window toolbar, select **Enter payment/apply note**.
This action causes the system to navigate to the
[Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
The
system automatically fills in most of the fields in the Selection area;
check this information.
Also, the payment is automatically applied to the
outstanding document; check the information in the **Documents to apply** tab.
1. Enter a reference to the customer payment in the **Payment ref.** field.
Depending on the settings you have established, this field might be filled in automatically by the system.
1. Optional: Add a description of the payment.
1. In the **Payment amount** field, check the amount of the customer payment.
1. To save the customer payment with the **Balanced** status, make sure the **Hold** check box is cleared.
1. In the window toolbar, click .
1. Optional: Click **Release** in the window toolbar. When the payment document is released, it is assigned the **Closed** status because the amount of the document applied to the payment is equal to the payment amount.
Related pages
Concepts
Tasks
Windows
Track customer prepayments
/visma-net-erp/help/customer-ledger/process-payments-and-applications/track-customer-prepayments
page
You can track customer prepayments in the following windows:
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# Track customer prepayments
You can track customer prepayments in the following windows:
+ [Customer summary (AR401000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-summary-ar401000/): Displays prepayment balances
+ [Customer details (AR402000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-details-ar402000/): Shows prepayments from individual customers
+ [Balance by general ledger account (AR632000) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/balance-by-general-ledger-account-ar632000/): Displays all prepayments collected on the prepayment account
To track customer prepayments, you use a special liability account, the **prepayment account**, to record prepayments from customers.
> [!NOTE]
> If you want to set a default prepayment account to be used for each new customer a user creates, in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window, specify the prepayment account and subaccount for each of the customer classes that might be used when a user creates a new customer.
You can change the prepayment account and subaccount for a particular customer in
the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
The system credits this
account by default when a user enters a new prepayment from the customer.
## View prepayment balances
1. Go to the [Customer summary (AR401000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-summary-ar401000/) window.
1. In the **Branch** field of the top part, select the branch for which you want to view prepayments.
1. In the **Period** field, select the financial period, or leave the field blank to view all open prepayments.
1. In the **Customer ledger account** field, select the prepayment account.
In the table, you can view the list of customers with the prepayment balances
calculated for the selected criteria.
The **Total prepayments**
field of the top part shows the total amount of customer prepayments calculated,
based on the selected criteria.
> [!NOTE]
> You can adjust the list by changing the selection criteria.
## View prepayments by customer
1. Go to the [Customer details (AR402000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-details-ar402000/) window.
1. In the **Branch** field of the top part, select the branch for which you want to view prepayments.
1. In the **Customer** field, select the customer whose prepayments you want to view.
1. In the **Customer ledger account** field, select the prepayment account.
In the table, you can view the list of prepayments that match the selected criteria.
The **Prepayments balance** field of the top part displays
the total amount of customer prepayments calculated, based on the selected
criteria.
## View all prepayments
1. Go to the [Balance by general ledger account (AR632000) report](/visma-net-erp/help/customer-ledger/customer-ledger-reports/balance-by-general-ledger-account-ar632000/).
1. On the **Report parameters** tab, specify the report parameters that fit your information needs.
> [!NOTE]
> If you leave the **Branch** field blank, you get information on all branches.
1. In the window toolbar, click **Run report**.
1. Find the prepayment account in the report to view all prepayments that fit the specified criteria.
Additionally, you can use filtering to display only specific documents in the report.
For example: After you set the report parameters and before you run the report, you
can add filter condition lines to the **Additional filtering conditions** table on the **Additional sort and filters** tab as follows:
+ To view only documents collected on the prepayment account with account ID 140000, use the settings shown in the table below.
|Property|Condition|Value|
|---|---|---|
|Account.AccountCD|Equals|140000|
+ To view only prepayments, use the settings shown in the table below.
|Property|Condition|Value|
|---|---|---|
|ARRegister.DocType|Equals|Prepayment|
Related pages
Concepts
Tasks
Windows
Apply a payment document automatically
/visma-net-erp/help/customer-ledger/process-payments-and-applications/apply-a-payment-document-automatically
page
You can initiate the process of payment auto-application by using the Apply payments automatically (AR506000) window.
2026-02-19T17:09:06+01:00
# Apply a payment document automatically
You can initiate the process of payment auto-application by using the Apply payments automatically (AR506000) window.
For more information: [Apply payments automatically (AR506000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/apply-payments-automatically-ar506000/).
You can initiate the process of payment auto-application by using the [Apply payments automatically (AR506000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/apply-payments-automatically-ar506000/) window.
Customer payments
and prepayments can be applied automatically to one invoice or multiple invoices, as
well as to debit notes and overdue charges.
For details, see: [About automatic payment application](/visma-net-erp/help/customer-ledger/process-payments-and-applications/about-automatic-payment-application/).
## Before you proceed
Make sure that all needed customer ledger documents of the customer accounts for
which you want to run the automatic application process have been released.
You can
review the list of customer ledger documents of customers by using Visma Net reports, as described in: [About payment processing flow](/visma-net-erp/help/customer-ledger/customer-payments/about-payment-processing-flow/).
1. Go to the [Apply payments automatically (AR506000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/apply-payments-automatically-ar506000/) window.
1. In the **Application date** field, select the date on which you want to perform the auto-application.
By default, the current business date is
displayed.
The system records this date for each payment document or credit
note (if any credit note was included in the automatic application process) in
the **Application date** field on the top part of the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
The
**Application period** field is filled in
automatically based on the selected date; the application will be performed
for this financial period.
1. Optional: To include credit notes in the automatic application process, select the **Apply credit notes** check box. If you do, the balances of the open credit notes increase the balance that can be applied to outstanding documents.
1. Optional: To automatically release batches created as a result of the automatic application process, select the **Release batch when finished** check box. If this check box is cleared, the resulting batches receive the **Balanced** status and you will need to release the application records manually for each payment document in the [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window or for multiple payment documents by using the [Release customer documents (AR501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/release-customer-documents-ar501000/) mass processing window.
1. Do one of the following:
+ To initiate the automatic application process for the customer accounts that belong to all statement cycles listed in the table, click **Process all** in the window toolbar.
+ To initiate the automatic application process for the customer accounts that belong to particular cycles only, select the statement cycles you want to process by selecting the corresponding check boxes, and click **Process**.
After the process is complete, for each payment document, you can view the list of
applications that have been saved but not yet released on the **Documents to apply** tab of the [Payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window.
The
history of released payment applications can be tracked on the
**Application history** tab of the window.
For step-by-step
instructions, see: [View invoices paid with a specific payment document](/visma-net-erp/help/customer-ledger/customer-payments/view-invoices-paid-with-a-specific-payment-document/).
Related pages
Concepts
Windows
Match incoming payments
/visma-net-erp/help/customer-ledger/process-payments-and-applications/match-incoming-payments
page
After the payments are processed in the AutoPay inbox (CA50400S) window, you need to match them automatically from the Process incoming payments (AR305000) window.
2026-02-19T17:09:06+01:00
# Match incoming payments
After the payments are processed in the AutoPay inbox (CA50400S) window, you need to match them automatically from the Process incoming payments (AR305000) window.
For more information: [AutoPay inbox (CA50400S)](/visma-net-erp/help/cash-management/cash-management-windows/autopay-inbox-ca50400s/), [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/).
After the payments are processed in the [AutoPay inbox (CA50400S)](/visma-net-erp/help/cash-management/cash-management-windows/autopay-inbox-ca50400s/) window, you need to match them automatically from the [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/) window.
1. Go to the [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/) window.
1. If you have defined a default cash account for this window, you will see all the payments that have been imported from AutoPay.
1. If you do not use a default account or want to match payments from a different account, select the account in the **Cash account** field. The system displays all imported payments for that account in the table.
1. If you do not want to include matches with 0 relevance, select the **Display only relevant matches** check box.
1. Click **Match automatically**. The system now tries to match the imported incoming payments with the customer ledger invoices in the system. The matching is based on payment reference and/or invoice numbers. For payments that the system has matched automatically, you see that the **Ready to process** check box is selected. These are now ready for processing.
## What is next?
If the payments were matched automatically: [Process matched incoming payments](/visma-net-erp/help/customer-ledger/process-payments-and-applications/process-matched-incoming-payments/)
Or, if the system could **not** automatically match payments, you need to review these transactions.
Related pages
Tasks
Windows
Match a bank transaction or incoming payment line to different documents
/visma-net-erp/help/customer-ledger/process-payments-and-applications/match-a-bank-transaction-or-incoming-payment-line-to-different-documents
section
In the Process bank transactions (CA306000) and Process incoming payments (AR305000) windows, you can split a bank transaction or incoming payment line in the left table into different lines to process them against corresponding, multiple documents.
2026-02-19T17:09:06+01:00
# Match a bank transaction or incoming payment line to different documents
In the Process bank transactions (CA306000) and Process incoming payments (AR305000) windows, you can split a bank transaction or incoming payment line in the left table into different lines to process them against corresponding, multiple documents.
For more information: [Process bank transactions (CA306000)](/visma-net-erp/help/cash-management/cash-management-windows/process-bank-transactions-ca306000/), [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/).
You can match a bank transaction or incoming payment against multiple, different documents, for example, documents from different workspaces.
> [!NOTE]
> You can activate automatic splitting of payments on bank statements and/or incoming payments import by selecting the **Automatic split of batch payment from customers into payments per customer** check box on the **Bank statements settings** and/or **Incoming payments settings** tab in the [Cash management preferences (CA101000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-management-preferences-ca101000/) window. You then only need to process them in the respective windows.
1. Go to the [Process bank transactions (CA306000)](/visma-net-erp/help/cash-management/cash-management-windows/process-bank-transactions-ca306000/) or [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/) window.
1. Select a cash account in the top part.
1. In the left pane table, select the line that you want to match.
1. In the **Create payment** tab (in the [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/) window) or **Create document** tab (in the [Process bank transactions (CA306000)](/visma-net-erp/help/cash-management/cash-management-windows/process-bank-transactions-ca306000/) window), fill in the required information and select the first document to match. If an amount is remaining, the **Split** button will appear.
1. Click **Split** and a new line will appear below the original line in the left table, marked with an arrow.
> [!NOTE]
> The original line will be adjusted with a new amount and the **Ready to process** check box will be selected. The new line will have the unapplied amount in the **Receipt** or **Disbursement** field, depending on whether the unapplied amount is positive or negative.
1. Select the new line and perform the same procedure as in Step 4 to match it against a different document.
> [!NOTE]
> You can continue splitting as long as the line has an unapplied amount.
1. Click . The system selects the **Ready to process** check box in the left pane table.
1. You can now continue processing the lines.
Related pages
Tasks
Windows
Create a new payment or document
/visma-net-erp/help/customer-ledger/process-payments-and-applications/create-a-new-payment-or-document
section
For bank transactions and incoming payments with no match, you can create a new document or payment to match manually.
2026-02-19T17:09:06+01:00
# Create a new payment or document
For bank transactions and incoming payments with no match, you can create a new document or payment to match manually.
1. Go to the [Process bank transactions (CA306000)](/visma-net-erp/help/cash-management/cash-management-windows/process-bank-transactions-ca306000/) or [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/) window.
1. Select a cash account in the top part.
1. In the left pane table, select the line that you want to match.
1. In the **Create payment** tab (in the [Process bank transactions (CA306000)](/visma-net-erp/help/cash-management/cash-management-windows/process-bank-transactions-ca306000/) window) or **Create document** tab (in the [[Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/)](/visma-net-erp/help/cash-management/cash-management-windows/process-bank-transactions-ca306000/) window), select the **Create** check box.
> [!NOTE]
> If the details of an imported bank transaction or incoming payment include an invoice number in the **Invoice no.** field, the system searches for an open invoice that has the same reference number after you have selected the **Create** check box. If an invoice is found, the system fills in fields on the tab automatically with the data from the invoice and applies the amount to the invoice, and the line is ready for processing. Note that the bank transaction or incoming payment amount may differ from the invoice total.
1. Optional: In [Process bank transactions (CA306000)](/visma-net-erp/help/cash-management/cash-management-windows/process-bank-transactions-ca306000/), you can attach a file to the new document or the transaction. Drag the file to the **Create payment** tab area or click **Attach file** and select **Add file...** on the tab to open the **Upload file dialog box**.
1. In the **Workspace** field, select the workspace where the document originated.
1. If you in Step 6 selected **Cash management**:
1. Specify the **Entry type ID**.
> [!NOTE]
> Make sure that all needed entry types are listed under the **Entry types** tab of the selected cash account in the [Cash accounts (CA202000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-accounts-ca202000/) window.
1. Optional: in the **VAT Zone** field, change or specify the **VAT Zone** that applies to the transaction.
1. Optional: in the **Tran. descr.** field, you can change the transaction description for the new document.
1. Add a row in the table and specify the required fields.
1. If you in Step 6 selected **Supplier ledger** or **Customer ledger**:
1. Select the **Customer/Supplier no.**, **Location** and **Payment method**.
1. Optional: in the **Tran. descr.** field, you can change the transaction description for the new document.
1. You can select documents to be added to the table via the **Select documents** button, load documents to the table via the **Load documents** button, or add a row in the table and specify the required fields.
1. Optional: you can change the cross rate by adding the **Cross rate** column to the table and edit it, if the **Multi-currency accounting** functionality is enabled in the [Enable/disable functionalities (CS100000).](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/)
1. Click . The system selects the **Ready to process** check box in the left pane table.
1. You can now continue processing the lines.
Related pages
Tasks
Windows
Process matched incoming payments
/visma-net-erp/help/customer-ledger/process-payments-and-applications/process-matched-incoming-payments
section
2026-02-19T17:09:06+01:00
# Process matched incoming payments
1. Go to the [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/) window and select a **Cash account**.
1. When you have reviewed the transactions, click **Process**. The system now reconciles all matching transactions. After processing, in the first column, a  or  is displayed for each processed line to indicate if the processing was successful or not.
1. Optional: hover over the  icon on each line to read why the specific line could not be processed. Resolve the error and repeat Step 1 and 2.
1. Optional: go to the [Process bank transactions (CA306000)](/visma-net-erp/help/cash-management/cash-management-windows/process-bank-transactions-ca306000/) window again and select the same **Cash account** as you did in Step 1. All matched transactions have now disappeared from the table, leaving only the ones that were not successfully processed and had no match.
1. Optional: click **Settings for matching** to match more of the remaining transactions. In the **Settings for matching** dialog box, you can **temporarily** change the settings for matching, for example date settings or the weight settings for the relevance calculation. Click **Process** again.
> [!NOTE]
> The settings you make in the **Settings for matching** dialog box are reset to default when you leave the [Process incoming payments (AR305000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/process-incoming-payments-ar305000/) window.
> [!NOTE]
> To set new, permanent settings for matching, go to the [Cash management preferences (CA101000)](/visma-net-erp/help/cash-management/cash-management-windows/cash-management-preferences-ca101000/) window and click the **Incoming payments settings** tab. These settings are common for the matching of payments in the customer ledger and the supplier ledger.
Related pages
Tasks
Windows