Process purchase invoices /visma-net-erp/help/supplier-ledger/process-purchase-invoices section In Visma Net, a purchase invoice is created for each incoming invoice from a supplier. 2026-02-19T17:09:06+01:00 # Process purchase invoices In Visma Net, a purchase invoice is created for each incoming invoice from a supplier. + You can enter an invoice by using the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. + Invoices can be automatically generated when receipts are released in the Purchases workspace if the **Create invoice on receipt release** check box is selected in the [Purchase order preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window. + If the Inventory module is not enabled in your system, you can enter a invoice in the Supplier ledger workspace with only non-stock items. + If the Inventory module is enabled, an invoice may include lines with stock and non-stock items. ## Invoice data entry + An invoice must contain at least one detail line. It is recommended to include all available details from the original supplier document in the invoice. + To create an invoice, use the **Add purchase order receipt**, **Add purchase order receipt line**, and **Add purchase order** buttons in the table toolbar. These buttons are located in the **Document details** tab of the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window and allow you to upload lines from receipts and purchase orders directly to the invoice. + When you click **Add purchase order**, a dialog box appears, displaying a list of uninvoiced purchase orders. These orders have lines with non-stock items that do not require a receipt, as indicated by the unchecked **Require receipt** box in the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window. + Upon saving an invoice for the first time, the system automatically assigns it a unique ID for tracking purposes. This ID is generated based on the number series assigned to invoices in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. + The system automatically calculates due dates and cash discount dates for each invoice, based on the supplier payment terms specified in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window. + You can attach to each invoice an electronic version or a scanned image of the original supplier document. Also, you can attach a related document to each line of the document. > [!NOTE] > To easily match supplier ledger documents and avoid duplications, ensure that invoices include a reference to the supplier's original document number. You can make this reference mandatory by selecting the **Require supplier reference** check box in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. To prevent users from entering duplicate documents, select the **Raise an error on duplicate supplier reference number** check box in the same window. The system will then display an error message each time a user attempts to enter a supplier reference number that already exists in the system. ## Invoice amount rounding When the **Invoice rounding** functionality is activated in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window and rounding settings are configured in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window, the system will automatically round the total invoice amount upon saving. For more information, refer to: [About rounding of document amounts](/visma-net-erp/help/customer-ledger/process-invoices/about-rounding-of-document-amounts/). ## Expense reclassification If expense reclassification is a separate stage of document processing in your system, you can set up the workflow so that the users who enter invoices into the system will pre-release them, and later the authorised accountants will perform expense reclassification, or assign correct expense accounts (and subaccounts) and finally release them. For more information, see:[About support for expense reclassification.](/visma-net-erp/help/supplier-ledger/process-purchase-invoices/about-support-for-expense-reclassification/) ## Invoice statuses Each invoice has one of the following statuses, which tells you its stage in processing:
Option Description
On hold Generally, this status is used for an invoice that is a draft. This is the default status for new documents if the Hold documents on entry check box is selected in the Supplier ledger preferences (AP101000) window. An invoice with the On hold status can be edited.
Balanced After editing is completed, you take the invoice off hold, thus changing its status to Balanced. If the Validate document totals on entry option is selected in the Supplier ledger preferences (AP101000) window, you can take the invoice off hold only if you type the document control total.
Pre-released The status indicates that the invoice has been pre-released and requires expense reclassification. (This status is used only if the Support for expense reclassification functionality is activated.)
Open This status means that the document has been released (and approved, if required).
Closed This status reflects that the document has been paid.
Scheduled This status indicates that the document is assigned to a schedule, and a new document that is similar to the original one is generated periodically.
## Release of invoices To release invoices in bulk, use the [Release supplier documents (AP501000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/release-supplier-documents-ap501000/) window. For individual invoices, use the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. A batch created upon release of the invoice is numbered in accordance with the number series assigned to the batches originating in supplier ledger. ## Invoice approval for payment If approval of invoices is not required in your system, all invoices, upon release, appear in the [Process payments (AP50301S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/process-payments-ap50301s/) window and you can pay them. If approval of invoices is required before invoices may be paid, then upon release, the invoices appear in the [Approve invoices (Approval) (AP50200S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-invoices-approval-ap50200s/) window, from which you can approve them. Approved invoices appear in the [Process payments (AP50301S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/process-payments-ap50301s/) window and you can pay them. ## Correcting errors on invoices Once released, a supplier ledger document cannot be edited or deleted; to correct it, you can issue an adjustment. Before you save the adjustment, type another **Supplier reference** value if the **Raise an error on duplicate supplier reference number** option is selected in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. ## Invoice payment You can pay invoices individually by using the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window or in bulk in the [Process payments (AP50301S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/process-payments-ap50301s/) window. For details on payments, see: [About supplier ledger payment processing.](/visma-net-erp/help/supplier-ledger/process-payments/about-supplier-ledger-payment-processing/) Enter an invoice in the base currency /visma-net-erp/help/supplier-ledger/process-purchase-invoices/enter-an-invoice-in-the-base-currency section 2026-02-19T17:09:06+01:00 # Enter an invoice in the base currency 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the top part, in the **Type** field, select **Invoice**. 1. In the **Date** field, the default is set to the current date, but you have the option to modify it. The **Post period** field will be automatically populated based on the document date you have selected. 1. In the **Supplier** field, choose the supplier who issued the invoice. The supplier's default location appears in the **Location** field. You have the option to select a different location. 1. In the **Supplier** field, choose the supplier who issued the invoice. The supplier's default location appears in the **Location** field. You have the option to select a different location. 1. In the **Supplier ref.** field, enter the reference number of the supplier invoice the invoice is based on. This setting 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. Make sure the base currency is shown in the **Currency** text field. 1. Optional: Add a description of the invoice. 1. On the **Document details** tab, enter the details of the invoice. An invoice must include at least one line. To add each detail row to the invoice, follow the steps below: 1. In the table toolbar of the **Document details** tab, click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Item ID** column, specify the line item by its item ID. If you select a stock item, you need to link it to a purchase receipt line, see [Link stock item to a purchase receipt line on purchase invoice](/visma-net-erp/to-be-deleted/online-help/p2p/ap/ap301000-link-item-purchase-receipt-task/). 1. Optional: In the **Transaction descr.** column, enter a description of the transaction. 1. In the **Quantity** column, enter the quantity of the line item purchased from the supplier. 1. Optional: Enter the unit of measure for the item in the **UoM** column. The default is the UoM defined to the product. 1. In the **Unit cost** column, enter the cost per specified unit. The default is the unit cost defined to the product. 1. If necessary, in the **Cost** column, manually enter the total amount of the specified quantity of the line item. The column is filled in by the system if you have specified the quantity and the unit cost. 1. Make sure the account shown in the **Account** column is correct; by default, the system uses the expense account associated with the supplier location, but you can select another account. The invoice is automatically posted to this account. 1. Make sure the subaccount shown in the **Subaccount** column is correct; by default, it is generated in accordance with the rule in the **Combine expense sub. from** field in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. You can manually change it if necessary. 1. Optional: In the **Deferral code** column, select a deferral code if the expenses related to the purchased item or service must be recognised in future periods. 1. Optional: Attach a scanned image of the supplier original document to this invoice. To do this, click **Files** on the window title bar. 1. To save the invoice with the **On hold** status, select the **Hold** check box. 1. To save the invoice with the **Balanced** status, make sure the **Hold** check box is cleared. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). Enter a foreign currency invoice /visma-net-erp/help/supplier-ledger/process-purchase-invoices/enter-a-foreign-currency-invoice section Visma Net saves invoices, displaying the amounts in both the base currency and the document's currency, using the exchange rate specified in the document. 2026-02-19T17:09:06+01:00 # Enter a foreign currency invoice Visma Net saves invoices, displaying the amounts in both the base currency and the document's currency, using the exchange rate specified in the document. 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the top part, in the **Type** field, select **Purchase invoice**. 1. In the **Date** field, enter the date of the invoice. The **Post period** field is filled out automatically based on the selected document date. 1. In the **Supplier** field, select the supplier the invoice is from. The default location of the supplier is displayed in **Location** field. Select another location if necessary. 1. In the **Supplier ref.** field, enter the number of the purchase invoice that the invoice is based on. This setting 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. Ensure the invoice currency matches the supplier document currency. If not, choose a different currency. Overriding the currency is only possible 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. Optional: Click **Exchange rate** to open the **Rate selection** dialog box, where you can view the effective exchange rate for the currency. If the supplier's account settings allow, you can override their default exchange rate type. 1. Optional: Add a description of the invoice. 1. On the **Document details** tab, enter the details of the invoice. An invoice must include at least one line. To add each detail line to the invoice, follow the steps below: 1. On the table toolbar of the **Document details** tab, click ![icon-add](/media/visma-net-erp/icon-add.png). 1. Optional: In the **Item ID** column, specify the line item by its item ID (if available) or leave it blank. Only a non-stock item or service may be selected. The Inventory workspace will not be updated. 1. Optional: In the **Transaction descr.** column, enter a description of the transaction. 1. Optional: In the **Quantity** column, enter the quantity of the line item purchased from the supplier. 1. Optional: Enter the unit of measure for the item in the **UoM** column. 1. Optional: In the **Unit cost** column, enter the cost per specified unit. 1. If necessary, in the **Ext. cost** column, manually enter the total cost of the line item. The column is filled in by the system if you have specified the quantity and the unit cost. 1. Make sure the account shown in the **Account** column is correct; by default, the system uses the expense account associated with the supplier location, but you can select another account. 1. Make sure the subaccount shown in the **Subaccount** column is correct; by default, it is generated in accordance with the rule in the **Combine expense sub. from** field in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. You can manually change it if necessary. 1. Optional: In the **Deferral code** column, select a deferral code if the expenses related to the purchased item or service must be recognised in future periods. 1. Optional: Attach a scanned image of the original document to this invoice. To do this, click **Files** on the window title bar. 1. To save the invoice with the **On hold** status, make sure the **Hold** check box is selected. 1. To save the invoice with the **Balanced** status, follow one of these steps and ensure the **Hold** check box is unchecked: + If the **Amount** field is visible in the top section of the window, input the invoice's total amount in this text field. + If the **Amount** field is not visible in the window, verify that the invoice's total amount is accurately displayed in the **Balance** field. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). Use the **Currency toggle** button to view the document amounts in the foreign currency or in the base currency. Enter an invoice based on purchase receipts or purchase orders /visma-net-erp/help/supplier-ledger/process-purchase-invoices/enter-an-invoice-based-on-purchase-receipts-or-purchase-orders section In Visma Net, you can create an invoice for stock items received at the company warehouses based on purchase receipts or their individual lines. 2026-02-19T17:09:06+01:00 # Enter an invoice based on purchase receipts or purchase orders In Visma Net, you can create an invoice for stock items received at the company warehouses based on purchase receipts or their individual lines. ## Introduction Additionally, you can generate an invoice for non-stock items or services using purchase orders. Invoices are automatically generated for receipts with the **Create invoice** check box selected. 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the top part, in the **Type** field, select **Invoice**. 1. In the **Date** field, select the date of the invoice. By default, the current date is selected. The **Post period** field is filled out automatically based on the selected document date. 1. In the **Supplier** field, select a required supplier. The default location of the supplier is displayed in **Location** text field; select another location if necessary. 1. In the **Supplier ref.** field, enter the number of the invoice the invoice is based on if it is required in your system. This setting 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. Ensure the document's currency is accurate. If not, choose an appropriate currency. To override the currency, the **Enable currency override** check box must be selected for the supplier in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window. 1. Optional: Add a description of the invoice. 1. Add purchase receipts to the list on the **Document details** tab as follows: 1. In the table toolbar, click **Add purchase order receipt** to add a purchase receipt with all its lines to the invoice. The system opens the **Add purchase order receipt** dialog box, which displays the list of released receipts of the selected supplier that have not been fully invoiced. 1. Select particular purchase receipts by selecting the appropriate check boxes in the unlabelled column. 1. Click **Add and close** to add the selected receipts to the invoice and close the dialog box. Check the columns of the **Document details** tab, which have been filled in automatically in accordance with the selected document or documents. Compare the item quantity and cost copied from the receipt with the amounts in the purchase invoice, and correct them, if needed. Delete unnecessary lines. If the unit cost specified in the invoice differs from the unit cost taken from the receipt, the system posts the discrepancy to the purchase price variance account associated with the item. 1. To add selected purchase receipt lines to the invoice, perform the following steps: 1. In the table toolbar, click the **Add purchase order receipt line** button to add one line or multiple lines of a specific receipt to the invoice. The system opens the **Add receipt line dialog box**. 1. Optional: In the **Receipt no.** text field in the dialog box, select the receipt whose lines you want to add to the invoice. All the lines of the selected receipt are displayed in the dialog box. 1. Select receipt lines by selecting the appropriate check boxes in the unlabelled column. 1. Click **Add and close** to add the selected receipt lines to the invoice and close the dialog box. Notice that the columns of the table on the **Document details** tab have been filled in automatically with the selected lines. Compare the item quantity and cost copied from the receipt with the amounts in the purchase invoice, and correct them, if needed. 1. To add purchase orders to the invoice, perform the following steps: 1. In the **Document details** tab toolbar, click **Add purchase order** if the goods ordered were non-stock items or services. The system opens the **Add purchase order dialog box**, which displays the list of purchase orders of the selected supplier. 1. Select purchase orders by selecting the appropriate check boxes in the unlabelled column. 1. Click the **Add and close** button to add the selected orders to the invoice. Examine the columns in the **Document details** tab, which are automatically populated based on the selected document. Compare the item quantity and cost from the purchase order to the amounts in the purchase invoice, and make any necessary corrections. 1. To save the invoice with the **On hold** status, make sure the **Hold** check box is selected. 1. To save the invoice as **Balanced**, follow one of the steps below and ensure the **Hold** check box is unchecked: + If the **Amount** field is visible, enter the invoice's total amount in the text field. + If the **Amount** field is not visible, verify that the invoice's total amount is correctly displayed in the **Balance** text field. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). Find a particular invoice /visma-net-erp/help/supplier-ledger/process-purchase-invoices/find-a-particular-invoice section You can use multiple windows to find a invoice that has been created with Visma Net, depending on the status of the invoice and other parameters: 2026-02-19T17:09:06+01:00 # Find a particular invoice You can use multiple windows to find a invoice that has been created with Visma Net, depending on the status of the invoice and other parameters: ## Introduction + [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window: Use this window to find any invoice in the system. + [Approve invoices (Approval) (AP50200S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-invoices-approval-ap50200s/) window: Use this window to find invoices with the **Open** status that require approval or have been approved (if approval of invoices is required in your system). + [Process payments (AP50301S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/process-payments-ap50301s/) window: Use this window to find outstanding invoices with the **Open** status. ## Find an invoice via the Purchase invoices (AP301000) window 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 of the top part, select **Invoice**. 1. Select a specific invoice in one of the following ways: + Click the navigation buttons on the window toolbar until you see the invoice. + Click ![icon-select](/media/visma-net-erp/icon-select.jpg) in the **Invoice no.** field of the top part, and do the following: 1. Select the column you want to search by clicking its header. 1. Type a text in the **Search** field in the lower-left corner, and press Enter. The system highlights the items in the column that contain the text. 1. Double-click the invoice to display its details in the window. ## Find an invoice via the Approve invoices (Approval) (AP50200S) window 1. Go to the [Approve invoices (Approval) (AP50200S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-invoices-approval-ap50200s/) window: 1. Choose options in the top section that correspond to the known attributes of the desired invoice. The table will display documents that match the specified criteria. 1. To display the invoice you are looking for in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, select the line with the particular invoice and click **View document** on the table toolbar. ## Find an invoice via the Process payments (AP50301S) window 1. Go to the [Process payments (AP50301S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/process-payments-ap50301s/) window: 1. Filter the documents to be displayed in the table part using the options in the **Filters** section in the top part of the window. 1. Select the line with the invoice and click its reference number link to display the invoice in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. Pay an individual purchase invoice /visma-net-erp/help/supplier-ledger/process-purchase-invoices/pay-an-individual-purchase-invoice section You use the Purchase invoices (AP301000) window to start the process of paying an individual open purchase invoice. 2026-02-19T17:09:06+01:00 # Pay an individual purchase invoice You use the Purchase invoices (AP301000) window to start the process of paying an individual open purchase invoice. For more information: [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/). ## Introduction You use the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window to start the process of paying an individual open purchase invoice. ## Before you proceed Ensure that purchase invoices that require approvals are processed in the [Approve invoices (Approval) (AP50200S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-invoices-approval-ap50200s/) window. ## Pay for an individual purchase invoice 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 **Purchase invoice**. 1. In the **Reference no.** field, select the purchase invoice to be paid. 1. In the window toolbar, click **Actions** and then select **Manual payment**. The [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window opens with a new payment created for this purchase invoice. 1. Verify the document information: ensure the desired payment method is selected and the date is accurately specified. 1. Optional: On the **Finance charges** tab, add the applicable charges or fees for processing this payment in the bank. For each applicable charge, do the following: 1. Click ![icon-add](/media/visma-net-erp/icon-add.png) to add a new row to the table. 1. In the **Entry type** column, select the entry type that designates the bank charge applicable to this payment. 1. In the **Amount** column, type the charge amount applicable to this payment. 1. Clear the **Hold** check box. If the **Hold** check box is disabled and displays a yellow warning mark to the left, print an invoice for this payment first. Afterwards, the document status will change to **Printed**. 1. Click **Release** in the window toolbar to release the payment. The document status will change to **Released**. Correct a purchase invoice /visma-net-erp/help/supplier-ledger/process-purchase-invoices/correct-a-purchase-invoice section You correct a purchase invoice differently, depending on whether the invoice was released or not (and has the Balanced, On hold, or Scheduled status). 2026-02-19T17:09:06+01:00 # Correct a purchase invoice You correct a purchase invoice differently, depending on whether the invoice was released or not (and has the Balanced, On hold, or Scheduled status). ## Introduction You correct a purchase invoice differently, depending on whether the invoice was released or not (and has the **Balanced**, **On hold**, or **Scheduled** status). Use the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window to correct or reverse an invoice. ## Correct an invoice that has not been released 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Find the invoice using the navigation buttons, or search for it by clicking ![icon-select](/media/visma-net-erp/icon-select.jpg) in the **Invoice no.** field at the top. This will open a list of documents. Alternatively, you can enter the invoice number directly into the **Invoice no.** field. 1. Make relevant corrections to the invoice. 1. To save the invoice with the **On hold** status, make sure the **Hold** check box is selected. 1. To save the invoice with the **Balanced** status, check whether the **Amount** field of the top part is displayed or not: + If the **Amount** field of 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 invoice is displayed correctly in the **Balance** field. 1. Make sure that the **Hold** check box is cleared. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). ## Correct an invoice that has been released Use one of the following ways to correct a released invoice: + Reverse the invoice to reverse the impact of the invoice. For step-by-step instructions of how to reverse a invoice, see: [Reverse an invoice.](/visma-net-erp/help/supplier-ledger/process-purchase-invoices/reverse-an-invoice/) + Use the **Correct invoice** action in the **Actions** drop-down in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. + Correct the invoice to decrease the supplier ledger balance by creating a purchase credit note. + Correct the invoice to increase the supplier ledger balance by creating a credit adjustment.

Related pages

Tasks

 Reverse an invoice /visma-net-erp/help/supplier-ledger/process-purchase-invoices/reverse-an-invoice page Reversing an invoice, which pertains to a purchase receipt, impacts the supplier ledger account instead of the associated expense account. 2026-02-19T17:09:06+01:00 # Reverse an invoice Reversing an invoice, which pertains to a purchase receipt, impacts the supplier ledger account instead of the associated expense account. ## Introduction Reversing an invoice, which pertains to a purchase receipt, impacts the supplier ledger account instead of the associated expense account. Upon releasing the resulting purchase credit note, the purchase receipt status will be updated to **Open**. In Visma Net, you cannot delete an invoice once it has been released; you can either correct or reverse it. 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Locate the invoice to be reversed in one of the following ways: + In the **Reference no.** field of the top part, select the invoice by its reference number. + Click the navigation buttons in the window toolbar until you see the appropriate invoice on the screen. 1. Click **Actions** on the window toolbar and select **Reverse**. The system will display the created purchase credit note with the same details as the invoice and a status of **Balanced**. 1. Verify that the settings of the newly created adjustment are accurate, such as ensuring the total amount of the purchase credit note matches the total amount of the invoice. 1. Optional: In the **Description** field, enter a reference to the invoice the adjustment is based on. 1. Change the reference to the supplier document if required, since the system checks if it is unique. 1. Click **Release** to release the adjustment.

Related pages

Tasks

 Release purchase invoices /visma-net-erp/help/supplier-ledger/process-purchase-invoices/release-purchase-invoices page You can release invoices and adjustments by using one of the following windows: 2026-02-19T17:09:06+01:00 # Release purchase invoices You can release invoices and adjustments by using one of the following windows: ## Introduction + To release a particular invoice or adjustment, use the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. Search the invoice or adjustment, and click **Release** in the window toolbar. + To release multiple invoices, adjustments, and other supplier ledger documents at a time, use the [Release supplier documents (AP501000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/release-supplier-documents-ap501000/) (AP501000) window, as described in the following section. 1. Go to the [Release supplier documents (AP501000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/release-supplier-documents-ap501000/) window. 1. Do one of the following: + To release all listed documents, click **Release all** in the window toolbar. + To release only selected documents, select each document you want to release by selecting the appropriate unlabelled check box, and in the window toolbar, click **Release**. You can use filtering to display a narrower range of documents when you get into this window. Approve purchase invoices for payment /visma-net-erp/help/supplier-ledger/process-purchase-invoices/approve-purchase-invoices-for-payment section You can approve multiple invoices by using the Approve purchase invoices for payment (AP502000) window if approval of invoices is required in your system. 2026-02-19T17:09:06+01:00 # Approve purchase invoices for payment You can approve multiple invoices by using the Approve purchase invoices for payment (AP502000) window if approval of invoices is required in your system. For more information: [Approve purchase invoices for payment (AP502000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-purchase-invoices-for-payment-ap502000/). ## Introduction You can approve multiple invoices by using the [Approve purchase invoices for payment (AP502000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-purchase-invoices-for-payment-ap502000/) window if approval of invoices is required in your system. You can pay invoices without approval if the **Require approval of invoices prior to payment** check box is not selected in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. 1. Go to the [Approve purchase invoices for payment (AP502000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-purchase-invoices-for-payment-ap502000/) window. 1. In the top part, make sure the **Show approved for payment** check box is cleared. 1. Specify the criteria to select the invoices you want to approve. Indicate whether you want to take cash discounts, pay for overdue invoices, or to pay invoices before their due dates as follows: + To select the invoices with cash discounts available, select the **Cash discount expires within** check box and specify the maximum number of days in the adjacent field. + To display overdue invoices, select the **Due date within** check box, type **0** in the adjacent field, and select the **Pay date within** check box, and type **0** in the adjacent field. 1. In the table, review the list of documents that meet the criteria you have specified. In the table toolbar, you can use filtering options to display documents with specific properties only. 1. To approve all listed invoices, select the unlabelled check box used as a column heading. 1. To approve only some of the invoices, select the appropriate unlabelled check boxes in the column with a check box as a heading. 1. Optional: If an invoice should be paid individually, select the **Pay separately** check box for it. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

Related pages

Windows

 Create a purchase invoice in the general ledger /visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-invoice-in-the-general-ledger section 2026-02-19T17:09:06+01:00 # Create a purchase invoice in the general ledger 1. Go to the [Journal vouchers (GL304000)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-vouchers-gl304000/) window. The [Journal vouchers (GL304000)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-vouchers-gl304000/) window is available, if you check option **Journal voucher** in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png) to add a new record. 1. Enter the correct **Transaction date**, **Currency**, and **Description**. 1. On the **Transactions** tab, click ![icon-add](/media/visma-net-erp/icon-add.png) to add a row. 1. In the **Trans. code** column, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select **Supplier ledger** workspace with **INV** as the transaction type. 1. Enter any other necessary values on the row. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 1. Click **Release**. ## What is next? If you are using AutoPay to pay the invoice, follow these instructions: [Create outgoing payments](/visma-net-erp/help/supplier-ledger/process-payments/create-outgoing-payments/)

Related pages

Concepts

Windows

 Preview purchase invoice attachments /visma-net-erp/help/supplier-ledger/process-purchase-invoices/preview-purchase-invoice-attachments page 2026-02-19T17:09:06+01:00 # Preview purchase invoice attachments 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Choose an existing invoice with attachments or create a new purchase invoice and attach a file. A number will appear next to the **Files** element in the top right corner of the window when an invoice has attachments. 1. Click **Show files**. The split window displays the first attachment available. If there are multiple attachments, click the drop-down arrow beside the document icon in the top left corner of the split window to choose another attachment. + Use the page arrows to navigate between the pages of an attachment. + Use the rotation icons to rotate the attachment. + Use the cross-slide to zoom in and out on the attachment. + To adjust the width of the attachment display window, click and drag the vertical line between the invoice details and the displayed attachment. + When you navigate between different invoice records in the left part of the window, the display window shows the contents of the chosen invoice. + If there are no attachments, the display part is empty. 1. To close the attachment display window, click **Hide files**.

Related pages

Tasks

Windows

 Register purchase invoices to projects /visma-net-erp/help/supplier-ledger/process-purchase-invoices/register-purchase-invoices-to-projects section In the Projects (PM301000) and Project tasks (PM302000) windows, on the General settings tab, in the Visibility settings section, make sure that you have selected the check box Supplier ledger, so that you can register purchase invoices to projects. 2026-02-19T17:09:06+01:00 # Register purchase invoices to projects In the Projects (PM301000) and Project tasks (PM302000) windows, on the General settings tab, in the Visibility settings section, make sure that you have selected the check box Supplier ledger, so that you can register purchase invoices to projects. For more information: [Projects (PM301000)](/visma-net-erp/help/project-accounting/project-accounting-windows/projects-pm301000/), [Project tasks (PM302000)](/visma-net-erp/help/project-accounting/project-accounting-windows/project-tasks-pm302000/). 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Select the relevant supplier. 1. Add a **Supplier ref**. 1. On the **Document details** tab, click ![icon-add](/media/visma-net-erp/icon-add.png) to add a line and fill out the necessary information, making sure to add the correct project in the **Project** column. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 1. Click **Release**. Create a purchase document /visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-document section 2026-02-19T17:09:06+01:00 # Create a purchase document 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. In the **Type** drop-down list, select one of the following [options](/visma-net-erp/to-be-deleted/online-help/p2p/ap/ap301000-purchase-invoices-document-types-pop-up-ref/): 1. **Purchase invoice**: If you want to create a new invoice. 1. **Credit adjustment**: If you want to adjust a sales invoice that has already been released. 1. **Purchase credit note**: If you want to adjust a purchase invoice that has already been released. 1. **Prepayment**: If you have a prepayment request from a supplier. 1. Fill in all mandatory fields (*). For outgoing payments, the CID is not mandatory. However, suppliers may require a CID for incoming payments. If an incoming payment lacks a CID, the bank will reject the payment for that supplier. 1. On the **Document details** tab, click ![icon-add](/media/visma-net-erp/icon-add.png) to enter document lines. The **Item ID** is optional. 1. Enter required details such as **Quantity**, **Unit cost**, and, if needed, choose the **Account** and **Subaccount**. 1. Enter any relevant information on the other tabs, for example, on the **Financial details** tab. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). The document status is **Balanced**. 1. Click **Release** to post the document to the general ledger.

Related pages

Tasks

Windows

 Create a purchase document with Approval /visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-document-with-approval section 2026-02-19T17:09:06+01:00 # Create a purchase document with Approval ## Before you start You must activate a license before you can approve documents in Approval: [Check activation of Approval license](/visma-net-erp/help/supplier-ledger/process-purchase-invoices/check-activation-of-approval-license/) 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Under **Type**, select one of the following options: 1. **Purchase invoice**: To create a new invoice. 1. **Credit adjustment**: To adjust a sales invoice that is already released. 1. **Purchase credit note**: To adjust a purchase invoice that has already been released. 1. **Prepayment**: To have a prepayment request from a supplier. 1. Fill in all mandatory fields (*). > [!NOTE] > The CID is not mandatory on outgoing payments, but suppliers can require a CID on incoming payments. If there is no CID on an incoming payment, the bank rejects the payment for this supplier. 1. On the **Document details** tab, click ![icon-add](/media/visma-net-erp/icon-add.png) to enter document lines. The **Item ID** is optional. 1. Go to the **Approval details** tab. 1. In the **Default document** field, select the desired document. 1. Click **Add attachment**. 1. In the **Initial approver** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select the approver. 1. Optional: In the **Comment** text box, enter a comment if necessary. 1. Save the invoice and click **Send to Approval**. > [!NOTE] > You can also set a preference that all invoices will automatically be released when they are approved in Approval: [Set Release document from Approval as the default action](/visma-net-erp/help/supplier-ledger/process-purchase-invoices/set-release-document-from-approval-as-the-default-action/) ## What is next? The payment request is now sent to Approval and the approvers will receive an email about a pending approving task [Approve with Approval](https://help.visma.net/GB_en/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/SE_en/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/SE_sv/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/NO_en/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/NO_no/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/NL_en/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/Nl_nl/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/fi_en/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/fi_fi/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/DK_en/approval/online-help/actions-approvers/task-handling.htm) [Approve with Approval](https://help.visma.net/DK_da/approval/online-help/actions-approvers/task-handling.htm). The **Approval status** field will show you the updated status, depending on the approvers actions in Approval : > [!NOTE] > You can click the status link for more information about the status in the reports [Approval document history (AP40104S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approval-document-history-ap40104s/) and [Approval document line history (AP40105S)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approval-document-line-history-ap40105s/).
Status Description
New The invoice is new.
Sent to Approval The invoice has been sent to Approval
Cancelled The status after you have clicked the Cancel button. (The Send to Approval button changes to Cancel after sending the document to Approval).
Received in Approval The invoice has been received by Approval.
Pending The invoice is on a valid approval flow and is pending approval.
Rejected The invoice has been rejected by Approval.
Approved The invoice has been approved and you can now release invoices that are ready to be paid. In the Supplier ledger preferences (AP101000) window, you can set up automatic release of approved invoices.
> [!NOTE] > You must [release purchase invoices](/visma-net-erp/help/supplier-ledger/process-purchase-invoices/release-purchase-invoices/) before you can pay it, unless you have set that all approved invoices will automatically be released.

Related pages

Tasks

Windows

 Create a purchase credit note for an existing purchase invoice /visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-credit-note-for-an-existing-purchase-invoice section 2026-02-19T17:09:06+01:00 # Create a purchase credit note for an existing purchase invoice 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. In the **Reference no.** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select the invoice. Before you continue, ensure that the invoice has been released and has the status **Open** or **Closed**. If not, click **Release**. 1. Click **Actions - Reverse**. The invoice type will change to **Purchase credit note**. 1. If necessary, modify the details of the purchase credit note. For example, you can correct rounding differences in the **Rounding diff.** field. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 1. Click **Release**. The status changes to **Open**. You have to close the credit note and the connected purchase invoice manually. ## Close the credit note and purchase invoice manually 1. You are here: In the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, with your credit note in status **Open**. 1. Click **Actions** and choose **Manual payments**. The **Payments** window is displayed. 1. On the **Documents to apply** tab, click ![icon-add](/media/visma-net-erp/icon-add.png) to add a new invoice line. 1. The document type **Purchase invoice** is already selected. 1. Click in the **Reference no.** field and select the invoice you created the credit note from. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 1. Ensure **Hold** is deselected, then click **Release** to match the credit note with the invoice. After matching and releasing the invoice and credit note, the status will change to **Closed** and display ![icon-confirmation](/media/visma-net-erp/icon-confirmation.png).

Related pages

Concepts

Tasks

 Create a purchase credit note /visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-credit-note section 2026-02-19T17:09:06+01:00 # Create a purchase credit note 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Type** field, select **Purchase credit note**. 1. Fill in all required fields (*). 1. On the **Document details** tab, enter the transactions. 1. Click **Release**.

Related pages

Concepts

Tasks

 Create an invoice with landed costs /visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-an-invoice-with-landed-costs section You usually enter landed costs when you create a purchase receipt in the Purchase receipts (PO302000) window. 2026-02-19T17:09:06+01:00 # Create an invoice with landed costs You usually enter landed costs when you create a purchase receipt in the Purchase receipts (PO302000) window. For more information: [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/). ## Introduction You usually enter landed costs when you create a purchase receipt in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window. However, in some cases, you may receive an invoice from a landed cost supplier after the goods have been received. To add landed costs incurred for goods specified on a purchase receipt that has been released, create an invoice in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. ## Before you proceed In Visma Net, landed cost codes are utilized to specify additional expenses incurred when delivering purchased goods to your company's warehouses or directly to customer locations. As per your company's policies, the following details about the specific landed cost code must be defined in the [Landed cost codes (PO202000)](/visma-net-erp/help/purchases/purchases-windows/landed-cost-codes-po202000/) window: the method of allocating landed cost amounts among the shipped goods, and the application of the landed cost — either to an invoice or adjustment in the Supplier ledger workspace only, to a purchase receipt in the Purchases workspace only, or to either of these documents. You can only associate suppliers with a landed cost code if the **Landed cost supplier** check box is selected in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window. ## Create an invoice with landed costs 1. Go to the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Type** field of the top part area, select **Invoice.** 1. In the **Date** field, enter the date from the supplier invoice. The **Post period** field is filled in automatically based on the selected date. 1. Select the supplier in the **Supplier** field. The default location of the supplier is displayed in the **Location** field. You can select another location. 1. In the **Supplier ref.** field, enter the invoice number that the current invoice is based on. This field 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. Make sure the document currency is correct. You can select another currency. 1. Optional: Add a description of the invoice. 1. On the **Landed cost** tab, add landed costs to the invoice, following the steps below for each line. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Landed cost code** column, select the code that describes the specific landed costs incurred. The landed cost codes associated with the supplier are listed. 1. In the **Amount** column, enter the amount incurred for the goods specified on the purchase receipt. 1. Select a **VAT category**. 1. In the **Purchase order receipt no.** column, select the number of the receipt the invoice is associated with. 1. Optional: In the **Item ID** column, select the identifier of the item in the **Purchase order receipt** column for which the landed costs are specified. 1. To save the invoice with the **On hold** status, make sure the **Hold** check box is selected. 1. To save the invoice with the **Balanced** status, take one of the steps below and then make sure the **Hold** check box is cleared: + If the **Amount** field of the top part area is displayed in the window, enter the total amount of the invoice in this text field. + If the **Amount** field is not displayed in the window, make sure the total amount of the invoice is displayed correctly in the **Balance** field. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

Related pages

Windows

 Recurring invoices and schedules /visma-net-erp/help/supplier-ledger/process-purchase-invoices/recurring-invoices-and-schedules page Some supplier ledger documents, such as monthly rent invoices or quarterly and annual insurance invoices, need to be entered regularly with the same amount and similar settings. 2026-02-19T17:09:06+01:00 # Recurring invoices and schedules Some supplier ledger documents, such as monthly rent invoices or quarterly and annual insurance invoices, need to be entered regularly with the same amount and similar settings. ## Introduction To automate the process of adding these recurring documents to Visma Net, you can create schedules for them. ## Scheduling the generation of supplier ledger documents You can automate the process of creating recurring documents by doing either of the following: + By adding a particular document to an existing schedule in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. In this window, open the document to be scheduled and click **Actions - Add to schedule** in the window toolbar. + By creating a specific schedule and assigning one or multiple documents to that schedule in the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window. You can only schedule documents with the **Balanced** status. A schedule determines the frequency and number of times specific documents are generated. In the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window, you can set a fixed number of repetitions for each schedule by entering a value in the **Execution limit (times)** field. Alternatively, you can allow unlimited schedule executions by selecting the **No limit** check box. You also define the frequency of the schedule executions by selecting one of the following option buttons in the window: Daily : The documents will be generated daily or every **x** days. Weekly : The documents will be generated once a week or once every **x** weeks. Monthly : The documents will be generated once per month or once every **x** months. By financial period : The documents will be generated once per financial period or once per **x** financial periods (or in every **xth** financial period). You can assign either a single document or multiple documents to a schedule. After a document has been assigned to a schedule, its status will change to **Scheduled**. ## Attaching relevant documents to schedules To simplify document tracking and streamline auditing, you can attach scanned or electronic versions of documents to each schedule. To do this, follow these steps in the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window: 1. In the **Schedule ID** field, select the schedule by its ID. 1. In the window title bar, click **Files**. This opens the **Files** dialog box. 1. In the dialog box, click **Add file** in the table title bar. This brings up the **Upload file** dialog box. 1. In the **Upload file** dialog box, click **Browse** to locate the file, and then click **Upload** to import the file and close the dialog box. When assigning multiple unrelated documents to the same schedule, go to the **Document list** tab and locate each document in the table. Click the staple icon at the beginning of each row to attach one or more files providing an explanation for the periodic invoice generation. ## Running schedules To generate documents in accordance with the schedule, run the schedule periodically by using the [Generate recurring transactions (AP504000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/generate-recurring-transactions-ap504000/) window. When you run a schedule, the system uses the original document as a template to generate similar documents. The documents generated by a schedule differ from the template document as follows: Date : The date of each document is determined by the schedule you have configured. Reference number : A new reference number is generated for each document in accordance with the number series specified in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. VAT rate : The system calculates VAT and taxable amounts in a document using the VAT rates effective on the document creation date. As a result, VAT amounts may vary in documents generated with the same schedule. To view the VAT rate used in a specific document, go to the **VAT details** tab in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. Currency rate : If a currency of a document differs from the base currency set in the system, the system uses for conversion the currency exchange rate effective on the date of the document creation. No matter how many times you run the schedule, documents will be generated only as required by the schedule. No documents will be generated ahead of time, but missing documents for previous due dates can be generated by running the schedule once for each missed due date. The documents generated by the schedule will have the **Balanced** status, allowing you to release or post them like any other documents. To view and edit a specific document, access the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. If you make any adjustments, ensure that the invoice's status remains **Balanced** before releasing or approving it for payment. ## Editing template documents You can edit the template document with the **Scheduled** status at any time. To remove a scheduled document, navigate to the **Document list** tab in the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window. Click **Delete row** in the table toolbar. The document's status will change to **Voided**, and it will no longer be used for generating documents. Generate a recurring invoice /visma-net-erp/help/supplier-ledger/process-purchase-invoices/generate-a-recurring-invoice page 2026-02-19T17:09:06+01:00 # Generate a recurring invoice 1. Go to the [Generate recurring transactions (AP504000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/generate-recurring-transactions-ap504000/) window. 1. To select the schedules by a range of due dates, do the following: 1. Select the start date in the **Start on** field. 1. Click the **On this date** button, and select the date that ends the range of due dates in the unlabelled field to the right. 1. To run a specific number of schedules, do the following: 1. Select the start date in the **Start on** field. 1. Select the **After running this number of schedules** button, and type the number in the unlabelled field to the right. 1. In the table, select the unlabelled check box preceding each schedule to be run. 1. In the window toolbar, click **Run selected** to generate documents based on the chosen schedule. Documents will only be generated according to the schedule, and cannot be generated ahead of time. The generated document will have the same details as the scheduled document, with its transaction date set according to the schedule. ## View the generated documents 1. Once processing is successfully completed, click one of the processed schedules on the list to select it. 1. Click **View schedule** in the toolbar. This opens the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window as a dialog box with the selected schedule. 1. Click the reference number of any document to open the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window as a pop-up. Make any needed modifications to the document. Generate recurring supplier transactions /visma-net-erp/help/supplier-ledger/process-purchase-invoices/generate-recurring-supplier-transactions page 2026-02-19T17:09:06+01:00 # Generate recurring supplier transactions ## Before you start You can use the [Generate recurring transactions (AP504000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/generate-recurring-transactions-ap504000/) window to view all active schedules, and run all the listed schedules or just the ones you select. To create recurring transactions, go to: [Create a schedule for recurring invoices](/visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-schedule-for-recurring-invoices/). 1. Go to the [Generate recurring transactions (AP504000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/generate-recurring-transactions-ap504000/) window. 1. In the **Start on** field you can enter the start date of the date range for the selected schedules. If you leave this field blank, it will show all schedules that were due before the current date. 1. In the **Stop** section, select **On this date** if you want to enter an end date of the date range for the schedule selection. Or select **After running this number of schedules** to set the number of schedules where the process will stop running. 1. In the bottom part of this window you can view the details of a selected schedule by clicking **View schedule**. You can also create a new schedule if you click **New schedule**. This will open the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window. 1. Click **Run selected** to run only the schedules that you have selected in the list. Click **Run all** to run all the listed schedules. Create a schedule for recurring invoices /visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-schedule-for-recurring-invoices section 2026-02-19T17:09:06+01:00 # Create a schedule for recurring invoices 1. Go to the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png) to add a new record. A **schedule ID** will be generated automatically upon saving. Use the **Active** check box to activate or deactivate the schedule. 1. Select a **start date** for the schedule. 1. Complete the optional fields: **Expiration date**: Available when **Never expires** is unchecked. **Execution limit (times)**: Set the maximum number of times the schedule can be executed. Available when **No limit** is unchecked. **Description**: Provide a description for the schedule. The **Next execution** field displays the next execution date for the schedule and is read-only. 1. In the **Schedule type** section, choose the frequency for generating invoices. Pick a schedule type and enter the required parameters in the related section on the right side. 1. In the **Document list** tab, click ![icon-add](/media/visma-net-erp/icon-add.png) to assign one or more invoices to the schedule. 1. In the **Reference no.** column, click to activate the field and click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select an invoice by its reference number. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). In the **Generated documents** tab you can see a list of the documents generated as a result of running this schedule. ## What is next? To run recurring transactions, go to [Generate recurring transactions.](/visma-net-erp/help/supplier-ledger/process-purchase-invoices/generate-recurring-supplier-transactions/)

Related pages

Concepts

Tasks

Windows

 Schedule a recurring invoice /visma-net-erp/help/supplier-ledger/process-purchase-invoices/schedule-a-recurring-invoice section Create a document (or multiple documents if they should be generated according to the same schedule) by using the Purchase invoices (AP301000) window. 2026-02-19T17:09:06+01:00 # Schedule a recurring invoice Create a document (or multiple documents if they should be generated according to the same schedule) by using the Purchase invoices (AP301000) window. For more information: [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/). ## Before you proceed Create a document (or multiple documents if they should be generated according to the same schedule) by using the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. Save each document with the **Balanced** status. Do not release the them. You can add supplier ledger documents of the following types to schedules: **Invoice**, **Credit adjustment**, **Purchase credit note**, and **Prepayment**. If you want to use a document that is already closed, copy, and paste it to a new document. ## Create a schedule 1. Go to the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window. 1. In the top part, in the **Description** field, add a description of the schedule. 1. In the **Start date** field, select the start date for the schedule. The default is the current date. 1. Define limitations on the schedule execution as follows: + Enter the date when this schedule expires in the **Expiration date** field, or select the **Never expires** check box. + Enter the maximum number of times the schedule should be executed in the **Execution limit** field, or select the **No limit** check box. 1. Specify how often the document should be generated: + To generate the document daily or every **x** days, do the following: 1. In the **Schedule type** section, select **Daily**. 1. In the **Every day(s)** field, type an integer to specify the number of days between document generations. To generate a document every day, enter 1; to generate a document every other day, enter 2; and so on. + To generate the document weekly or every **x** weeks, do the following: 1. In the **Schedule type** section, select **Weekly**. 1. In the **Every week(s)** field, type an integer to specify the number of weeks between document generation. 1. Select the check boxes to specify the days of the week when the documents should be generated. + To generate the document monthly or every **x** months, do the following: 1. In the **Schedule type** section, select **Monthly**. 1. In the **Every month(s)** field, enter an integer to specify the number of months between document generation. 1. Select when the document should be generated: either the day of the month or the week in the month and day of the week (such as the third Friday of the month). + To generate the document every **x** financial periods, do the following: 1. In the **Schedule type** section, select **By financial period**. 1. In the **Every period(s)** field, type an integer to specify the frequency of document generation by financial period. 1. Specify whether the document should be generated on the first day of the financial period, the last day of the financial period, or a specific day of the period. 1. Make sure the **Active** check box is selected to indicate that the schedule is active. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 1. Optional: For user reference, attach a scanned copy or electronic version of the document on which this schedule is based. To do this, drag the file from the folder on your computer and drop it in the top part. ## Add documents to a schedule 1. Go to the [Recurring transactions (AP203500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/recurring-transactions-ap203500/) window. 1. In the **Schedule ID** field, select a schedule to which you want to add a document or documents. 1. On the **Document list** tab, click ![icon-add](/media/visma-net-erp/icon-add.png) in the table toolbar. 1. In the **Type** column, select the type of a document to be added. 1. In the **Reference no.** column, select the document by its reference number. 1. Optional: To attach an electronic version of the related document or its scanned image, click the staple icon and select and upload the document. 1. Repeat steps 1- 4 for each document you want to add. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). Post documents to the general ledger manually /visma-net-erp/help/supplier-ledger/process-purchase-invoices/post-documents-to-the-general-ledger-manually section 2026-02-19T17:09:06+01:00 # Post documents to the general ledger manually ## Before you start If your company uses combined releasing and posting, the general ledger is automatically updated when you release. Both the payment and the purchase invoice, or the credit note, will be closed and you do not need to do anything in the general ledger. If you do not use automatic post and release or if the default combined post and release setting for the Supplier ledger has been changed (the **Do not automatically release supplier payments** check box is selected), you can post invoices manually by following the instructions below. 1. Go to the [Post transactions (GL502000)](/visma-net-erp/help/general-ledger/general-ledger-windows/post-transactions-gl502000/) window. 1. Click ![icon-refresh](/media/visma-net-erp/icon-refresh.png) if your document is not listed. 1. Select the document you want to post. 1. Click **Post**.

Related pages

Concepts

Windows

 Check activation of Approval license /visma-net-erp/help/supplier-ledger/process-purchase-invoices/check-activation-of-approval-license page To approve your invoices in Approval, you must activate a license. 2026-02-19T17:09:06+01:00 # Check activation of Approval license To approve your invoices in Approval, you must activate a license. You can check if your licence is activated by following the steps below. 1. If you can see the **Approval details** tab in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, it means your license is active. 1. If you can see the **Send to Approval** button, it means that you can approve your purchase invoices in Approval.

Related pages

Tasks

Windows

 Set Release document from Approval as the default action /visma-net-erp/help/supplier-ledger/process-purchase-invoices/set-release-document-from-approval-as-the-default-action section You can set as default action that all invoices will automatically be released when they are approved in Approval. 2026-02-19T17:09:06+01:00 # Set Release document from Approval as the default action You can set as default action that all invoices will automatically be released when they are approved in Approval. 1. Go to the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. 1. Go to the **General settings** tab. 1. Find the **Approval settings** section. 1. Select the **Release document from Approval** check box. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). Override Send to Approval as the default action /visma-net-erp/help/supplier-ledger/process-purchase-invoices/override-send-to-approval-as-the-default-action section 2026-02-19T17:09:06+01:00 # Override Send to Approval as the default action ## Before you start To handle large amounts of invoices more efficiently, you can send all invoices to Approval as a default action. If nothing is selected in the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window or in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window, the system will use the Approval license to define the default action. + If Approval is activated, the default action is **Send to Approval**. For Sweden, if the pre-booking functionality is also activated in Approval, the default action is **Pre-book and Send to Approval**. + If Approval is not activated, the default action is **Release**. You can override these actions defined by the license, by following the instructions below. 1. Go to the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window. 1. Go to the **General settings** tab. 1. Find the **Invoice inbox settings** section. 1. In the **Default action for invoice inbox** drop-down list, select **Send to Approval**. You can also set **Hold** or **Release** as a default actions here. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). ## What is next? You can also override this default action for one specific supplier: [Override Send to Approval as the default action](/visma-net-erp/help/supplier-ledger/suppliers/override-send-to-approval-as-the-default-action-for-one-supplier/). Run ageing reports /visma-net-erp/help/supplier-ledger/process-purchase-invoices/run-ageing-reports page You can use multiple Supplier ledger ageing reports, depending on such factors as the currency in which you would like to view outstanding and past due balances in, and whether balances will be broken down by days outstanding or days past due. 2026-02-19T17:09:06+01:00 # Run ageing reports You can use multiple Supplier ledger ageing reports, depending on such factors as the currency in which you would like to view outstanding and past due balances in, and whether balances will be broken down by days outstanding or days past due. ## Introduction You can use multiple Supplier ledger ageing reports, depending on such factors as the currency in which you would like to view outstanding and past due balances in, and whether balances will be broken down by days outstanding or days past due. This topic provides instructions for using the following reports: + [Aged past due (AP631000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-past-due-ap631000/) + [Aged past due MC (AP631100)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-past-due-mc-ap631100/) + [Aged outstanding (AP631500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-outstanding-ap631500/) + [Aged outstanding (currency) (AP631600)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-outstanding-currency-ap631600/) + [Aged period sensitive (AP630500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-period-sensitive-ap630500/) ## Run Aged past due 1. Go to the [Aged past due (AP631000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-past-due-ap631000/) window. 1. In the **Report format** field, select one of the following options: + **Detailed**: To view the past due documents on the selected ageing date + **Summary**: To view the past due balances on the selected ageing date 1. Select a supplier class, or leave the **Supplier class** field blank to view information on all the classes. 1. Select a supplier, or leave the **Supplier** field blank to view information on all the suppliers. 1. In the **Ageing date** field, select the date the system will use to calculate the ageing categories for documents. 1. Click **Run report**. The report displays the list of the suppliers with past due balances. Balances are broken down by days past due on the specified date, and all amounts are displayed in the base currency. ## Run Aged past due (MC) 1. Go to the [Aged past due MC (AP631100)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-past-due-mc-ap631100/) window. 1. In the **Report format** field, select one of the following options: + **Detailed**: To view the past due documents on the selected ageing date + **Summary**: To view the past due balances on the selected ageing date 1. Select a supplier class, or leave the **Supplier class** field blank to view information on all the classes. 1. Select a supplier, or leave the **Supplier** field blank to view information on all suppliers. 1. In the **Ageing date** field, select the date the system will use to calculate the ageing categories for documents. 1. Click **Run report**. The report displays the list of the suppliers with past due balances, which are broken down by days past due on the specified ageing date. The amounts are displayed in the documents' currencies and in the base currency. ## Run Aged outstanding 1. Go to the [Aged outstanding (AP631500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-outstanding-ap631500/) window. 1. In the **Report format** field, select one of the following options: + **Detailed**: To view outstanding documents on the selected aging date + **Summary**: To view outstanding balances on the selected aging date 1. Select a supplier class, or leave the **Supplier class** field blank to view information on all the classes. 1. Select a supplier, or leave the **Supplier** field blank to view information on all suppliers. 1. In the **Ageing date** field, select the date the system will use to calculate the ageing categories for documents. 1. Click **Run report**. The report displays the list of the suppliers with outstanding balances, which are broken down by days outstanding with respect to the specified ageing date. The amounts are displayed in the base currency. ## Run Aged outstanding (currency) 1. Go to the [Aged outstanding (currency) (AP631600)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-outstanding-currency-ap631600/) window. 1. In the **Report format** field, select one of the following options: + **Detailed**: To view outstanding documents on the selected ageing date + **Summary**: To view outstanding balances on the selected ageing date 1. Select a supplier class, or leave the **Supplier class** field blank to view information on all the classes. 1. Select a supplier, or leave the **Supplier** field blank to view information on all suppliers. 1. In the **Ageing date** field, select the date the system will use to calculate the ageing categories for documents. 1. Click **Run report**. The report displays the list of the suppliers with outstanding balances, which are broken down by days outstanding with respect to the specified ageing date. The amounts are displayed in the documents currencies and in the base currency. ## Aged period sensitive 1. Go to the [Aged period sensitive (AP630500)](/visma-net-erp/help/supplier-ledger/supplier-ledger-reports/aged-period-sensitive-ap630500/) window. 1. Select the financial period. The system uses the selected period to calculate the ageing categories for the documents. 1. In the **Report format** field, select one of the following options: + **Detailed**: To view past due documents on the last day of the selected financial period + **Summary**: To view past due balances on the last day of the selected financial period 1. Select a supplier class, or leave the **Supplier class** field blank to view information on all the classes. 1. Click **Run report**. The report lists suppliers with past due balances, which are arranged by days past due on the last day of the specified period. All the amounts are displayed in the base currency. About support for expense reclassification /visma-net-erp/help/supplier-ledger/process-purchase-invoices/about-support-for-expense-reclassification page Visma Net provides support for expense reclassification. 2026-02-19T17:09:06+01:00 # About support for expense reclassification Visma Net provides support for expense reclassification. ## Introduction If your company requires a separate step for expense reclassification during invoice processing, you can enable this feature. When activated in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, the invoice release process consists of two stages: 1. **Pre-release**: A data entry worker enters an invoice and pre-releases it. All the expenses specified in the document are temporarily recorded to the reclassification account. 1. **Release**: An authorised accountant reviews a pre-released document, specifies the correct expense accounts and subaccounts (the system allows no other changes), and releases the document. ## Configuration of support for expense reclassification Once the functionality is activated, you can assign the account and subaccount for temporarily recording non-classified expenses for each supplier in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window. To quickly assign accounts to new suppliers, select the default account and subaccount for expenses that need reclassification for each supplier class. This can be done in the **General ledger accounts** tab of the [Supplier classes (AP201000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-classes-ap201000/) window. By doing this, every new supplier added to the class will automatically have the specified account and subaccount for that class. ## Possible workflows Pending expense reclassification is only allowed for invoices entered manually in the Supplier ledger workspace. You can use one of the following scenarios: Standard scenario : When the data entry worker is familiar with the appropriate expense accounts and subaccounts for an invoice, they can enter the document and release it. Two-step scenario : If you are uncertain about the correct expense accounts to select while entering an invoice, keep the default accounts and subaccounts on the document lines. Click **Pre-release** in the window toolbar to pre-release the document. An authorised accountant will review the document later, assign the appropriate expense account and subaccount to each line, and release the document. ## Reclassification of expenses An authorised accountant can reclassify expenses for documents pending reclassification using the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. The accountant selects each document with the **Pre-released** status, reviews it, and assigns a specific expense account and subaccount to each document line, according to the expense classification used in your organisation. For a document with the **Pre-released** status, only the branch, expense account, and expense subaccount may be changed. ## Visibility of the pre-released documents The **pre-released** invoices appear on supplier ledger reports and inquiries as **Pre-released** documents. You can also view them in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. ## Rules for voiding the pre-released documents To void an invoice with a **Pre-released** status, make sure that it has not received any payments. If a payment has been made for a pre-released invoice you want to void, you must first void the payment and then void the invoice.