Process payments (AP50301S)

This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes.

Introduction

If the Require approval of invoices before paying check box in the Supplier ledger preferences (AP101000) window is selected, only approved invoices are visible in this window. If the check box is cleared, unapproved invoices will also be displayed.
A pay date is assigned to an invoice automatically according to the Payment by value for the supplier on the Payment settings tab of the Suppliers (AP303000) window.
The system groups the documents into a single payment for each supplier unless the Pay separately option is selected for a supplier; for such suppliers, a separate payment will be generated for each document.

What to do from this window

The Prepare payments tab

On this tab, you can select the documents to be prepared using various filtering options.

The Deselect suppliers where the credit notes total amount exceeds the invoices total amount button

When you click this, the suppliers will be deselected, whose credit notes’ total amount exceeds the invoices’ total amount.

The Filters button

Click the Filters button to open the filtering view. You can filter the documents to be displayed in the Prepare payments table by using the following options:

Option	Description
Pay up to date	The Prepare payments tab will automatically display the outstanding supplier documents according to their pay date. The default is the date in the Payment date field on the Financials details tab of the Purchase invoices (AP301000) window.
Supplier	Filter the documents to be displayed based on the supplier. Note that only the suppliers with the Active and One-time status are available in the selection window.
Supplier class	Filter the documents to be displayed based on the supplier class to which the supplier of the document belongs.
Document currency	Filter the documents to be displayed based on their currency.
Discount up to date	Filter on the discount date of the documents until which documents will be displayed. If there is no cash discount on the invoice, then the cash discount date = due date.
Payment method	Filter the documents to be displayed based on the method of payment associated with the cash account. Only the payment methods are visible, which have the setting Create batch payment selected on the Settings for supplier ledger tab in the Payment methods (CA204000) window.
Cash account	Filter the documents to be displayed based on the cash account to be used for payment.
Branch	Filter the documents to be displayed based on the branch to which they belong.
Document type	Filter the documents to be displayed based on their document type. The available types are: Purchase invoice: Credit adjustment: Purchase credit note: Prepayment:
Reset filters	Click this to reset all filters and to display all documents until the default due date in the table.
Apply filters	Click this to apply your selected filters and to view the documents accordant with them in the table.

The Pay up to date button

By default, the date is the current date and the table displays the documents whose due date is this date or earlier. You can change the date by clicking the calendar icon. If you select another date in the Filters view, it will be displayed and used here.

The Refresh button

Click this to refresh the window after changes or selections you have made.

Bulk actions button

Change payment date

To change the payment date for all the selected supplier documents, click this button to open the calendar and select a new payment date.

Button	Description
Today	Click this to select today’s date.
Change	Click this to change the payment of all selected documents to the date you have selected in the calendar.
Cancel	Cancel the change of payment date.

Change cash account

On the Prepare payments tab, select the documents for which you want to change cash account. Note that you can only make the change for payments with the same payment method. Select the new cash account from the drop-down with the available cash accounts and click Change.

The Table settings dialog box

You can see the number of the documents selected for payment in parenthesis.

The Display options section

Button	Description
Document list	Select this to see the documents of all suppliers as individual rows in the table.
Group by supplier	Select this to group the documents of the same supplier in one bundle in the table. The view displays the total amount to pay per supplier next to the supplier name and number of documents. The amounts are shown in the currency of the cash account selected on the document. If the supplier has documents using different cash accounts with different currencies, amounts will be displayed accordingly to the currency of the cash account. To view the details of a supplier with grouped documents, click the supplier name link to open the Suppliers (AP303000) window.
Supplier overview	This functionality provides you with a clearer summary of the documents by supplier to track and pay and their overall summary amounts. Activate this view in the table settings options and select Supplier overview.

Document list

Select this to see the documents of all suppliers as individual rows in the table.

Group by supplier

Select this to group the documents of the same supplier in one bundle in the table.

The view displays the total amount to pay per supplier next to the supplier name and number of documents.
The amounts are shown in the currency of the cash account selected on the document.
If the supplier has documents using different cash accounts with different currencies, amounts will be displayed accordingly to the currency of the cash account.
To view the details of a supplier with grouped documents, click the supplier name link to open the Suppliers (AP303000) window.

Supplier overview

This functionality provides you with a clearer summary of the documents by supplier to track and pay and their overall summary amounts. Activate this view in the table settings options and select Supplier overview.

The Row density section

Button	Description
	Select this to view the table lines with a tighter line density.
	Select this to view the table lines with a looser line density.

The Column setup

Check the box before the columns you want to display in the table.

You can change the order of the columns by dragging them to a desired position.

The active columns are displayed on the top of the list and the inactive ones after them in alphabetical order.

The More actions drop-down

Button	Description
Open AutoPay	Click this button to open the AutoPay service where you can approve selected payments.
Export to Excel	Click this to export all records to an Excel sheet.
Notification settings	Click this to open the notification settings. For more details, see Notifications in processing of payments.
Schedule payments	See About the scheduler.

The table

If there are payments with deviations, you see the message “You have x deviations that need your attention.” Click the View deviations link to see only the deviations in the table. To see all the payments, close the View only deviations view by clicking the x in the label.

Column	Description
! (Exclamation mark)	There is a red exclamation mark in front of the rows with deviations. Hover over it to see the reason(s) for the deviations and how to fix them.
	Select or deselect all documents, all documents for a supplier, or individual documents.
Branch	The branch to which the document is related. This column is available if the Multi-branch support functionality is enabled in the Enable/disable functionalities (CS100000) window.
Doc. type	The type of the supplier document. The following types are available: Purchase invoice Credit adjustment Purchase credit note Prepayment Note See also: Update payment document with document preview.
Ref. no	The reference number of the document.
Supplier bank account	The bank account of the supplier. Click the link to change the supplier’s bank account in the Suppliers (AP303000) window.
Supplier ref.	The original ID of the document as specified by the supplier.
Payment date	The payment date of the purchase invoice, which is either the due date or the cash discount date for the document, depending on the supplier settings. Note In the Supplier ledger preferences (AP101000) window, there is an option named Override payment date with current date. By selecting this option, you can override the payment date with the current date for all invoices. This functionality is mainly aimed for the Dutch market.
Currency	A read-only field reflecting the currency of the cash account.
Amount to pay	The amount to be paid on the document.
Balance	The balance of the document.
Priority	The priority of the document, normal or high.
Due date	The due date of the document.
Notes	You can add and edit notes in the pop-up window that opens when you click Add note on a row in this column. The field is integrated with the notes in the Purchase invoices (AP301000) window.
Description	The description of the document.
Cash account	The cash account from which the payment will be issued. When you click the link, the document opens in preview overlay window where you can update the details of the document. For more information, see: Update payment document with document preview.
Pay separately	When this is selected, the document will be paid separately and not with the batch. Note With the Create one payment with invoices having the same payment date (when not using the Pay separately option) option selected in the Supplier ledger preferences (AP101000) window, and when selecting several invoices in one payment for one supplier, the due date is considered for each invoice and the earliest due date will be the payment date in AutoPay.
Invoice date	The date of the invoice.
Supplier no.	The supplier to whom the payment will be sent.
Cash discount taken	The amount of the cash discount granted by the supplier.
Cash discount balance	The total balance of the cash discount.
Invoice amount	The amount to be paid on the document.
Cash discount date	The day when a cash discount from the supplier is available.
Payment location	The payment location of the document, required when sending data to AutoPay.
Payment message	The message written to the document for payment.
Payment reporting code	The payment reporting code of the document.
SWIFT/BIC	The SWIFT/BIC account of the supplier.
Original payment date	The payment date of the document based on the document date and term of payment.
Orig. invoice date	The original creation date of the invoice.
Payment ref. no.	The payment reference number of the document.
Remittance contact	The contact person connected with the document.
Charge bearer	Specifies which party will pay the charges due for processing of the payment transaction.
Cash discount amount (orig. currency)	The cash discount amount available for this document in its original currency.

Button	Description
x selected of x documents	The number of selected documents included according to the selection criteria out of the total number of documents.
Documents per page	The number of documents displayed per page.
To be paid	The total amount of the documents to be paid in your default currency.
Schedule your payments and save time/Next scheduled payment runs in n hours	If no scheduled payment is active, you will receive a reminder to create a schedule. Alternatively, if one or more scheduled payments are active, the message will show the time remaining until the next scheduled payment is due.
Confirm payout	Click this to confirm the payment of the selected documents. After clicking this button, you will be are redirected to the Payment status tab. When you hover over the button, you will see a message on the deviations (if any) and their reasons.

The Balance side panel

Here you can see an overview of the balances of the payments to be made. If there are payments in different currencies, you can see their balances by opening the drop-down menu next to the balance amount. You can also see the total number of unpaid payments and their total amount to be paid.

The Payment status tab

On this tab, you can see the status of each payment request after it has been sent to AutoPay.

For more details, see The Payment status tab.