/visma-net-erp/help/supplier-ledger/process-prepayments section 2026-02-19T17:09:06+01:00 # Process prepayments Click the links below to learn more about a topic you are interested in. Use the breadcrumb links in the upper left corner to see your location, navigate backwards or go to the starting point. /visma-net-erp/help/supplier-ledger/process-prepayments/about-prepayment-processing page A prepayment is a type of supplier ledger document that you create to record advance payments or down payments to suppliers. 2026-02-19T17:09:06+01:00 # About prepayment processing A prepayment is a type of supplier ledger document that you create to record advance payments or down payments to suppliers. ## Introduction You can create a prepayment in one of the following methods: Standard method : Begin by entering the supplier's prepayment request in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window as an internal supplier ledger document of the **Prepayment** type. Next, create a payment for this prepayment request in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. Once the payment is released, you can apply the prepayment against invoices. Simplified method : Create and release a prepayment directly using the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. Note that this method has some limitations. ## Creating prepayments in the standard way The standard method of creating prepayments involves the following stages: 1. In the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, create a supplier prepayment request by selecting the **Prepayment** document type. If the prepayment is for stock items, include this information in the description. Upon saving the prepayment, the system assigns a reference number based on the number series for invoices in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. A prepayment can have one summary line or multiple detail lines. VAT cannot be applied or withheld on prepayments, but VAT amounts can be added to the prepayment amount for simpler calculations. 1. You can release the prepayment requests one by one by using the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, or along with other supplier ledger documents by using the [Release supplier documents (AP501000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/release-supplier-documents-ap501000/) window. A prepayment request, when released, does not generate any transactions. 1. If approval is required in your system, the prepayment request must be approved in the [Approve invoices (Approval) (AP50200S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-invoices-approval-ap50200s/) window before it can be actually paid. 1. Pay the prepayment by creating an supplier ledger payment in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. Cash discounts do not apply to prepayments. 1. Release the supplier ledger payment. The system changes its status to **Closed** and changes the status of the original prepayment to **Open**, so that you can apply this prepayment to invoices and credit adjustments. ## Creating prepayments in the simplified way Alternatively, you can create a prepayment more simply, by using the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. Even if approval of documents is required in your system, prepayments created in this way are not subject to approval. Also, you cannot pay prepayments created in this way by a payment method that requires printing of payments. ## Choosing general ledger accounts for prepayments If you do not designate a distinct account for prepayments, supplier prepayments will be debited to the supplier's ledger account. When determining the number and type of prepayment accounts to use for easier tracking in the system, you can choose one or any combination of the following options: + Use a single prepayment account for all prepayments (to all suppliers) + Specify prepayment accounts for specific supplier classes + Designate separate prepayment accounts for individual suppliers Assign the prepayment accounts as follows: 1. In the [Supplier classes (AP201000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-classes-ap201000/) window, specify the prepayment account and subaccount for the default supplier class and for each of the other supplier classes. This will make it easy to create new supplier classes and new suppliers with the proper prepayment account specified. 1. Use the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window to specify the prepayment account and subaccount for each supplier. ## Applying the prepayments You can apply the **Open** prepayment to invoices and adjustments. If a prepayment still has a balance after being applied to invoices and credit adjustments, it can be released with that balance. If a prepayment was incorrectly applied to invoices and adjustments and released, you can reverse the application if needed. To do this, click the **Reverse application** action on the **Application history** tab of the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. You can then apply the prepayment to other invoices and adjustments. ## Viewing prepayments and their balances To view information about prepayments, you use the following windows: + [Supplier details (AP402000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-details-ap402000/): Shows prepayment balances. + [Supplier details (AP402000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-details-ap402000/): Displays the prepayment balance and particular prepayments by supplier. + [Balance by GL account (AP63200S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/balance-by-gl-account-ap63200s/): Shows all prepayments collected on the prepayment account. ## Correcting errors Correcting errors on prepayments depends on how you entered them. To void a **prepayment created in the standard way**, you have the following options: + If the prepayment has not been paid, void it by clicking **Void** in the window toolbar of the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window for the selected prepayment. + If errors are detected for a paid prepayment, create an adjustment instead of voiding the prepayment. + If the prepayment has been paid, you void the associated supplier ledger payment. To void a **prepayment created using the simplified method**: + First locate the prepayment in the [Customer payments (AR302000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-payments-ar302000/) window. Then, click **Void** on the window toolbar. + If the prepayment has already been applied, you must first unapply it before voiding. + If a supplier did not use the prepayment or used it only partially, you can enter a refund and apply it against the prepayment.

Related pages

Tasks

• Enter a prepayment

/visma-net-erp/help/supplier-ledger/process-prepayments/enter-a-prepayment section In Visma Net, you can enter prepayments to suppliers in one of the following ways: 2026-02-19T17:09:06+01:00 # Enter a prepayment In Visma Net, you can enter prepayments to suppliers in one of the following ways: ## Introduction Standard way : To enter the supplier's prepayment request, use the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window and create an internal supplier ledger document of the **Prepayment** type. Next, create a payment for this prepayment request in the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. Simplified method : Create a prepayment directly using the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. Note that this method has some limitations. ## Enter a prepayment in the standard way 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Click . 1. In the **Type** field, select **Prepayment**. 1. Check the date of the document, and change it if necessary. The system populates the **Post period** field automatically, based on the selected document date. 1. In the **Supplier** field, select the supplier. 1. In the **Location** field, change the supplier location, if necessary. 1. Ensure the document's currency is accurate. If not, choose an appropriate currency. You can only override the currency if the **Enable currency override** check box is selected for the supplier in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window. 1. In the **Supplier ref.** field, enter the reference number or ID assigned to the document by the supplier. This number is required if the **Require supplier reference** check box is selected in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window; otherwise, it is optional. 1. Optional: Add a description of the prepayment request. 1. On the **Document details** tab, enter the details of the prepayment request, following the steps below for each line (transaction): The prepayment request should include at least one line. 1. Click . 1. Optional: In the **Item ID** column, enter the ID of the particular non-stock item or service to be delivered by the supplier; you can instead leave it blank. 1. Optional: Type the description of the transaction in the **Transaction descr.** field. 1. Optional: Enter the needed quantity of the item. 1. Optional: In the **UoM** column, type the unit of measure for the item. 1. Optional: In the **Unit cost** column, type the cost per unit. 1. Type the total amount in the **Amount** column. 1. Make sure that the **Account** column has the account you want to be specified. By default, the system uses the expense account associated with the supplier location. 1. Make sure that the **Subaccount** column has the subaccount you want to be specified. By default, the system fills in the **Subaccount** column in accordance with the rule selected in the **Combine expense sub. from** field of the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. 1. Make sure that the **Branch** column has the branch you want to be specified. 1. Optional: In the **Deferral code** column, select the deferral code defined in the system if the expenses related to the purchased item or service must be recognised in future periods. 1. Do one of the following steps to prepare the document for releasing: + If the **Amount** field in the top part is displayed in the window, enter the total amount of the invoice in this field. + If the **Amount** field is not displayed in the window, make sure the total amount of the prepayment in the **Balance** field is correct. 1. Click . 1. Release the prepayment request, following your company's workflow. 1. Pay the prepayment request in full with a supplier ledger payment. Create a supplier ledger payment and apply it to the prepayment request. Upon releasing the supplier ledger payment for the prepayment, the payment status changes to **Closed**. Additionally, a **Prepayment** type payment is created, using the reference number from the original prepayment request. ## Enter a prepayment in the simplified way 1. Go to the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. 1. Click . 1. In the **Type** field, select **Prepayment**. 1. Check the date of the document, and change it if necessary. The system populates the **Post period** field automatically, based on the selected document date. 1. Select the supplier. 1. In the **Location** field, change the supplier location, if necessary. 1. Ensure the document's currency is accurate. If not, choose an appropriate currency. You can only override the currency if the **Allow currency override** option is enabled for the supplier in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window. 1. In the **Payment ref.** field, enter the reference number or ID provided by the supplier for the document. This number is mandatory if the **Require supplier reference** check box is selected in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window; otherwise, it is optional. 1. Optional: Add a description of the prepayment. 1. In the **Payment amount** field, specify the total amount of the prepayment. 1. Make sure the **Hold** check box is cleared. 1. Click . 1. Release the prepayment, following your company's workflow. /visma-net-erp/help/supplier-ledger/process-prepayments/void-a-prepayment-request section Entering a prepayment involves two stages. 2026-02-19T17:09:06+01:00 # Void a prepayment request Entering a prepayment involves two stages. ## Introduction First, input the supplier's prepayment request using the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. Next, create an invoice to pay for this prepayment request using the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. The prepayment will then be released. In certain situations, you may need to void an unpaid prepayment request, such as when it was mistakenly entered into the system. 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. In the **Type** field, select **Prepayment**. 1. In the **Reference no.** field, select the prepayment to be voided. 1. Click **Actions** in the window toolbar, and select **Void prepayment**. The status of the prepayment changes to **Voided**. 1. Click . When you void a prepayment request, because no actual prepayment had been made, no batch is created and the voided prepayment may not be applied to a supplier ledger payment. /visma-net-erp/help/supplier-ledger/process-prepayments/void-a-prepayment section You can void a prepayment if it has not been paid or applied to invoices. 2026-02-19T17:09:06+01:00 # Void a prepayment You can void a prepayment if it has not been paid or applied to invoices. ## Introduction You can void a prepayment if it has not been paid or applied to invoices. To cancel an applied prepayment, you first need to unapply the prepayment, as described in [Unapply a prepayment](/visma-net-erp/help/supplier-ledger/process-prepayments/unapply-a-prepayment/). ## Void a prepayment paid with a payment Upon creating a prepayment request and paying it using a supplier ledger payment, the system automatically generates a prepayment. If you try to void this prepayment, you get a notification advising you to void the supplier ledger payment used to create the prepayment. 1. Go to the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. 1. In the **Type** field, select **Payment**. 1. In the **Voucher no.** field, select the supplier ledger payment to be voided. 1. In the window toolbar, click **Void**. The system changes the status of the original supplier ledger payment to **Voided** and creates a voided payment with the same reference number as the prepayment used. 1. Click . 1. Make sure the **Hold** check box is cleared. 1. Release the document following your company workflow. ## Void a prepayment 1. Go to the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. 1. In the **Type** field, select **Prepayment**. 1. In the **Voucher no.** field, select the supplier ledger payment to be voided. 1. In the window toolbar, click **Void**. The system changes the status of the prepayment to **Voided** and creates a voided check with the same reference number as the prepayment used. 1. Click . 1. Make sure the **Hold** check box is cleared. 1. Release the prepayment following your company workflow.

Related pages

Tasks

• Track prepayments to suppliers
• Apply a prepayment to invoices
• Enter a refund for a prepayment

/visma-net-erp/help/supplier-ledger/process-prepayments/enter-a-refund-for-a-prepayment section When a supplier returns an unused prepayment or a part of it, you must record a refund for that prepayment. 2026-02-19T17:09:06+01:00 # Enter a refund for a prepayment When a supplier returns an unused prepayment or a part of it, you must record a refund for that prepayment. 1. Go to the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. 1. Click . 1. In the **Type** field of the top part, select **Supplier refund**. 1. In the **Application date** field, select the date when the supplier refund was applied. The **Application period** field is filled out automatically based on the selected application date. 1. Select the supplier. 1. In the **Location** field, check the supplier location and change it if necessary. 1. In the **Cash account** field, check the default cash account of the supplier. You can change the value, but the currency of the account should be the same as the **currency** specified. 1. In the **Payment ref.** field, enter the reference number of the supplier refund. 1. Optional: Add a description of the supplier refund document. 1. On the **Documents to apply** tab, enter the prepayment or prepayments on which the supplier refund is based. Do the following: + To add a document to the list: 1. In the table toolbar, click . 1. In the **Document type** column, select the document type. 1. In the **Reference no.** column, select the document from the list of applicable documents. 1. Check that all the other columns of the **Documents to apply** tab are correct. + To add all applicable documents to the list, click **Load documents** on the table toolbar. + To remove a document from the list, select the document and click **Delete row** in the table toolbar. 1. Prepare the document for further processing in accordance with the policies of your company: + To save the supplier refund with the **On hold** status, make sure the **Hold** check box is selected. + To save the supplier refund with the **Balanced** status, do the following: + In the **Payment amount** field of the top part, enter the total amount of the purchase credit note applied to the document. + Make sure the **Hold** check box is cleared. 1. Click . 1. Release the document following your company workflow. The supplier refund now has the **Closed** status. > [!NOTE] > If you recorded the prepayment using the standard method, you can verify the refund application by opening the prepayment request in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window.

Related pages

Tasks

• Track prepayments to suppliers
• Void a prepayment
• Apply a prepayment to invoices

/visma-net-erp/help/supplier-ledger/process-prepayments/track-prepayments-to-suppliers page To track prepayments, you use a special account, the prepayment account, to record prepayments to suppliers. 2026-02-19T17:09:06+01:00 # Track prepayments to suppliers To track prepayments, you use a special account, the prepayment account, to record prepayments to suppliers. ## Introduction + If you want to set a default prepayment account to be used for each new supplier a user creates, in the [Supplier classes (AP201000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-classes-ap201000/) window, specify the prepayment account and subaccount for each of the supplier classes that might be used when a user creates a new supplier. + You can change the prepayment account and subaccount for a particular supplier by using the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window. The system debits this account by default when a user enters a new prepayment to the supplier. To view information about prepayments, you use the following windows: + [Supplier summary (AP401000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-summary-ap401000/): Shows prepayment balances + [Supplier details (AP402000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-details-ap402000/): Displays prepayments from an individual supplier + [Balance by GL account (AP63200S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/balance-by-gl-account-ap63200s/): Shows all prepayments collected on the prepayment account ## View prepayment balances 1. Go to the [Supplier summary (AP401000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-summary-ap401000/) 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 **Supplier account** field, select the prepayment account. In the table, you can view the list of suppliers with the prepayment balances calculated for the selected criteria. The **Total prepayments** field in the top part displays the total amount of prepayments to suppliers calculated for the selected criteria. You can adjust the list by changing the selection criteria. ## View prepayments by supplier 1. Go to the [Supplier details (AP402000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-details-ap402000/) window. 1. In the **Branch** field of the top part, select the branch for which you want to view prepayments. 1. In the **Supplier** field, select the supplier. 1. In the **Supplier 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 prepayments to the supplier, based on the selected criteria. ## View all prepayments 1. Go to the [Balance by GL account (AP63200S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/balance-by-gl-account-ap63200s/). 1. On the **Report parameters** tab, specify the report parameters that meet your needs for information. If you leave the **Branch** field blank, you will get information on all branches. 1. On 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 could add one of the following filter condition lines to the **Additional filtering conditions** table on the **Additional sort and filters** tab: + To view only documents collected on a prepayment account with account ID 140000: |Property|Condition|Value| |---|---|---| |Account.AccountCD|Equals|140000| + To view only prepayments: |Property|Condition|Value| |---|---|---| |Document.Type|Equals|Prepayment|

Related pages

Tasks

• Void a prepayment
• Apply a prepayment to invoices
• Enter a refund for a prepayment

/visma-net-erp/help/supplier-ledger/process-prepayments/apply-a-prepayment-to-invoices section To apply a prepayment (created using the standard or simplified method) to one or multiple invoices, use the Supplier payments (AP302000) window. 2026-02-19T17:09:06+01:00 # Apply a prepayment to invoices To apply a prepayment (created using the standard or simplified method) to one or multiple invoices, use the Supplier payments (AP302000) window. For more information: [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/). Once the prepayment application is released, it generates a batch. 1. Go to the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. 1. In the **Type** field, select **Prepayment**. 1. By using the **Voucher no.** field, select the prepayment you want to apply. 1. On the **Documents to apply** tab, select the documents to which you want to apply the prepayment. Do the following: + To add a document to the list: 1. In the table toolbar, click . 1. In the **Document type** column, select the document type. 1. In the **Reference no.** column, select the document from the list of applicable documents. 1. Check that all the other columns of the **Documents to apply** tab are correct. + To add all applicable documents to the list, click **Load documents** on the table toolbar. + To remove a document from the list, select the document and click **Delete row** in the table toolbar. 1. For each document, check the applied amount in the **Amount paid** field and change the amount if needed. 1. Prepare the prepayment for further processing in accordance with the policies of your company: + To save the prepayment application with the **On hold** status, make sure the **Hold** check box is selected. + To save the prepayment application with the **Open** status, make sure the **Hold** check box is cleared. 1. Click . 1. Release the prepayment, following your company's workflow.

Related pages

Tasks

• Track prepayments to suppliers
• Void a prepayment
• Enter a refund for a prepayment

/visma-net-erp/help/supplier-ledger/process-prepayments/unapply-a-prepayment section If you have mistakenly applied a prepayment to the incorrect documents (invoices or credit adjustments), you can unapply it. 2026-02-19T17:09:06+01:00 # Unapply a prepayment If you have mistakenly applied a prepayment to the incorrect documents (invoices or credit adjustments), you can unapply it. ## Introduction Unapplying a prepayment varies depending on whether the prepayment has been released (and has a status of **Open** or **Closed**) or has not been released (and has a status of **Balanced** or **On hold**). ## Correct a prepayment application that has not been released 1. Go to the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. 1. In the **Type** field, select **Prepayment**. 1. By using the **Voucher no.** field, select the prepayment. 1. On the **Documents to apply** tab, for each document you do not want to apply, do the following: 1. Select the document you do not want to apply. 1. In the table toolbar, click **Delete row**. 1. Click . ## Reverse a prepayment application that has been released 1. Go to the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window. 1. In the **Type** field, select **Prepayment**. 1. By using the **Voucher no.** field, select the prepayment. 1. Go to the **Application history** tab, choose the document you want to reverse the application for, and click **Reverse application** in the table toolbar. The system will generate a batch that undoes the payment application to an invoice or credit adjustment, and sets the prepayment status to **Open**. 1. Repeat Step 4 for each application you want to reverse. 1. Click . 1. Release the prepayment following your company's workflow.