Visma.net ERP
Process payments (AP50300S)
This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.
Through this window, you can pay outstanding invoices, adjustments, and prepayments by using the payment method associated with the specific cash account.
If the Require approval of invoices before paying check box is selected in the Supplier ledger preferences (AP101000) window, only approved invoices are visible in this window. You can approve invoices in the Approve purchase invoices for payment (AP502000) window. If the Require approval of invoices before paying check box is cleared, unapproved invoices will also be displayed.
You can select documents for payment by supplier, pay date, due date, and cash discount date.
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), which can be one of the following:
- By due date: The pay date is the due date minus the number of lead days specified for this supplier.
- By cash discount date: The pay date is the cash discount date minus the number of lead days specified for this supplier.
The system groups the documents into a single payment for each supplier unless the Pay separately option is selected for the supplier; for such suppliers, a separate payment will be generated for each document.
| Button | Description |
|---|---|
| Create payments | Initiates the processing of the documents you have selected in the table, and generates payments for them. |
| Get balance from bank | Gets the balance of the documents from the bank, which are accordant with the selections you have made in the top part of the window. |
| View invoice | Opens the Purchase invoices (AP301000) window where you can view the invoice details. |
The top part
You use the elements in this area to easily find documents that meet certain criteria, such as a
particular cash account, payment method, and pay date.
Also, you can see the balance
of the selected cash account and the total of the documents selected for payment.
The Filter documents on section
In the fields below, enter a criterion or several criteria on which you want to filter documents to be displayed in the table part.
| Element | Description |
|---|---|
| Payment method |
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 | The cash account to be used for payment. |
| Currency | A read-only field reflecting the currency of the cash account. |
| View base/View currency | When you click View base in the Currency column, the amounts will be converted to your base currency, if the currency of the document is other than your base currency. Click View currency again to return to the original view. |
| Payment date |
The date of the payment. By default, the current business date is displayed here. Click the drop-down arrow to select another date. This is a mandatory filter.
|
| Supplier class | The supplier class in which the supplier is included. |
| Supplier |
The supplier for which you want to view outstanding documents. Only the suppliers with the Active and One-time status are available in the selection window. |
| Show open cash discount amounts | When this is selected, the invoices for which only the amount of the cash discount is still open will be displayed. |
| Due date | The due date of the document. |
| Discount date | The discount date of the document. |
| Max. amount | The maximum amount of the document to be paid. |
The Input section
| Check box | Description |
|---|---|
| Set one pay date | When this check box is selected, the pay dates of the documents will be overridden and to them all is set the same pay date. |
| Always take cash discount | When this check box is selected, discount will be taken anyway for documents with the cash discount expired. The cash discount amount is calculated using the payment terms associated with the supplier. |
The Calculation section
| Field | Description |
|---|---|
| GL balance | A read-only field that shows the balance of the cash account calculated based on the released general ledger transactions for the selected period. |
| Available balance | A read-only field displaying the available balance of the cash account calculated in accordance with the options selected in the Receipts to add to available balances and Disbursements to deduct from available balances sections in the Cash management preferences (CA101000) window. |
| Selection total | A read-only field showing the total amount to be paid out on the
invoices selected in the table below. The value is updated when the documents are paid. |
| Bank balance | A read-only field showing the balance of the cash account in bank. |
| Documents to pay | The number of documents included in the payment. |
The table
In this table, select the invoices or other documents for payment and then click Create payments in the window toolbar to initiate payment generation for the selected documents. Alternatively, you can click Get balance from bank to see the balance of those documents in the bank.
| Button | Description |
|---|---|
| Select all | Click this to select all invoices selected for payment. If the sum of credit notes is higher or equal than the sum of the invoices in the selection, a warning message will be displayed next to the Selection total field. |
| Deselect all | Click this to deselect all invoices selected for payment. |
| Column | Description |
|---|---|
| Document type | The document type: Purchase invoice, Credit adjustment, Purchase credit note, or Prepayment. |
| Invoice no. |
The number of the invoice that will be paid. Only the documents of the suppliers that have the Active or One-time status are available in the selection window. |
| Supplier | The identifier of the supplier. |
| Supplier name | The name of the supplier. |
| Supplier bank account | The bank account of the supplier. |
| SWIFT/BIC | The SWIFT/BIC account of the supplier. |
| Supplier ref. | The original ID of the document as specified by the supplier. |
| Date | The payment date of the document. It will be different from the Payment date if the payment date of the document is due. |
| Orig. invoice date | The original invoice date of the invoice. |
| Description |
The text applied in the Description field in the Purchase invoices (AP301000) window. |
| Payment location | The payment location of the invoice, required when sending data to AutoPay. |
| Remittance contact | The contact person connected with the invoice. |
| Pay separately | A check box that indicates (if selected) that the document should be paid for separately. |
| 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. |
| Original payment date | The payment date of the invoice based on the invoice date and term of payment. |
| Due date | The due date of the purchase invoice. |
| Cash discount date | The day when a cash discount from the supplier is available. |
| Amount paid | The amount of the document. |
| Cash discount taken | The amount of the cash discount taken. The amount may be adjusted manually. |
| Balance | The amount after the cash discount is taken. |
| Cash discount balance | The unused amount of the cash discount in case of a partial payment. |
| Currency | The currency of the document. |
| Balance (original currency) | The balance of the invoice in its original currency. |
| Supplier ref. | The original ID of the document as specified by the supplier. |
| Orig. invoice date | The original creation date of the invoice. |
| Charge bearer | Specifies which party will pay the charges due for processing of the payment transaction. |
| Payment message | The message written to the payment. |
| Payment ref. no | The reference number of the payment. |
| Payment reporting code | The reporting code of the payment. |
| Priority | The priority of the payment. |
