Customer ledger preferences (AR101000)

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.

You use this window to configure theCustomer ledger workspace. Settings defined in this window include number series for customer ledger documents, document and payment processing options, and mailing settings. Some settings in this window cannot be changed once the workspace is in use, such as the number series assigned for invoices, debit andcredit notes, and customer payments. Other settings can be changed at will.

The window toolbar includes only standard buttons.

The general settings for the Customer ledger workspace include the number series used for customer documents and for financial charges.
Also, you can set various document processing options.

Note: You can use different number series for each document type or the same series for multiple types. In the latter case, the system assigns all documents numbers (identifiers) from the same series, based on the order they were entered or generated, so two successive identifiers may refer to documents of different types.

Element Description

General ledger batch number series

The number series used for batches originating in the Customer ledger workspace.

Invoice number series

The number series used for customer ledger invoices.
A customer ledger invoice is created for each original customer document, invoice, note, or financial charge.

Payment number series

The number series used for customer payments.

Debit note number series

The number series used for debit adjustments.

Credit note number series

The number series used for credit adjustments.

Write-off number series

The number series used for write-off documents.

Overdue charge number series

The number series used for overdue charges.
The option is available if the Overdue charges functionality is enabled in the Enable/disable functionalities (CS100000) window.

Price worksheet number series

The number series used for price worksheets.

Dunning fee number series

The number series used for dunning fees.
Element Description

Automatically post on release

A check box that indicates (if selected) that transactions will be automatically posted to the General ledger workspace once they are released in the Customer ledger workspace.

Post summary when updating the general ledger

A check box that indicates (if selected) that customer ledger documents will be posted to the General ledger workspace with summarised row amounts if particular criteria are met. That is, if multiple rows in a customer ledger document specify the same account (and subaccount, if any) and branch (if the Multi-branch support functionality is enabled in the Enable/disable functionalities (CS100000) window), then in the general ledger batch, these rows will be combined into one row with the summarised amount.Note: The summarised transaction amounts can be posted to an account (and subaccount, if any) only if both the Post summary when updating the general ledger check box is selected in this window and the Summary option is specified for an account in the Post option column in the Chart of accounts (GL202500) window.

The general ledger batch can contain multiple documents if the Consolidated posting to general ledger functionality is enabled in the Enable/disable functionalities (CS100000) window. For details, see Overview of the functionalities.

Activate migration mode

A check box that indicates (if selected) that the user can release documents in Customer ledger and Supplier ledger (both invoices and payments) without creating a General ledger batch in the General ledger.The balance will still be added to the customer or supplier.

Stock items can also be selected.

The Sales and Purchases workspaces cannot be used.
Element Description

Default customer class ID

The customer class to be used as the default class.
When you create a new class by using the Customer classes (AR201000) window, the settings defined for the class specified here will be inserted.
(You can change any of these settings.)

Combine sales sub. from

The subaccount mask that defines the rule of selecting segment values for the sales subaccount to be used in data entry windows in the Customer ledger workspace. To set up the rule, select a segment, press F3, and select the source of the segment value, which is one of the following options:
  • C: Subaccount associated with the branch
  • E: Subaccount associated with the employee
  • I: Subaccount associated with the item
  • L: Subaccount associated with the customer location
  • S: Subaccount associated with the salesperson
For a segment, the characters designating each option are repeated as many times there are characters in the segment.
See: About combined subaccounts for more information.

Rounding rule for invoices

The rule to be used for invoice total amount rounding, which is one of the following:

  • Use currency precision: To round the amounts to the precision supported for the currency of the document
  • Nearest: To round each invoice total to the nearest multiple of the smallest unit (specified in the Rounding precision field)
  • Up: To round up each invoice total to the next multiple of the smallest unit
  • Down: To round down each invoice total to the previous multiple of the smallest unit
This field is available only if the Invoice rounding functionality is enabled in the Enable/disable functionalities (CS100000) window.

Rounding precision

The smallest unit for invoice amount rounding; this list is not available if the Use currency precision option is selected in the Rounding rule field.
Select one of the following options:

  • 0.05: To round each total to a multiple of 0.05
  • 0.10: To round each total to a multiple of 0.1
  • 0.50: To round each total to a multiple of 0.5
  • 1.00: To round each total to a multiple of 1
  • 10.00: To round each total to a multiple of 10
  • 100.00: To round each total to a multiple of 100
This field is available only if the Invoice rounding functionality is enabled in the Enable/disable functionalities (CS100000) window.

Hold documents on entry

A check box that means (if selected) that documents will get theOn hold status by default when they are saved.

Validate document totals on entry

A check box that means (if selected) that totals of new documents will be validated on entry.

Require payment reference on entry

A check box that means (if selected) that users must fill in the Payment ref.field in data entry windows in the Customer ledger, Cash management, and Sales workspaces.

Hold document on failed credit check

A check box that indicates (if selected) that new invoices and notes are placed on hold and cannot be released for customers that failed the credit check.
If the check box is not selected, new documents can be saved and processed regardless of the credit check result, although the system warns users about customers that failed their credit check.
Element Description

Automatic payment method

This value will automatically be set when you open the Process customer refunds (AR50300S) window.

Manual payment method

This value will automatically be set when you open the Manual payments (AR30200S) window.
Element Description

Age credits

A check box that means (if selected) that credit notes and open payments will be aged on customer statements and reports along with invoices and debit notes according to the ageing periods defined in the Statement cycles (AR202800) window. If the check box is cleared, credit notes and open payments will appear as the current documents.

Set default overdue charges by statement cycle

A check box that means (if selected) that overdue charges specified for the statement cycle are applied to an overdue document.
If the check box is not selected, overdue charges specified for the customer class are applied.
The option is available if the Overdue charges functionality is enabled in the Enable/disable functionalities (CS100000) window.

Calculate on overdue charge documents

A check box that means (if selected) that overdue charges will be calculated on overdue charge documents as well as on invoices; thus, the amount of overdue charges compounds. The option is available if the Overdue charges functionality is enabled in the Enable/disable functionalities (CS100000) window.

Apply payments to overdue charges first

A check box that indicates (if selected) that payments will be applied to overdue charges first and only after that to outstanding invoices, starting with those having the earliest dates, if the Apply payments automatically check box is selected for a customer in the Customers (AR303000)window.
The option is available if the Overdue charges functionality is enabled in the Enable/disable functionalities (CS100000) window.
Element Description

Salesperson commission by

The way commissions for all salespersons are calculated:

  • Invoice: On the invoices associated with a salesperson, whether the invoices are paid or not
  • Payment: On only the paid invoices

Commission period type

The way commission is paid: Monthly, Quarterly, Yearly, or By financial period.
Element Description

Consolidate statements for all branches

A check box that indicates (if selected) that statements from different branches should be consolidated.

Statement from branch

The branch to appear on the consolidated statements.

Consolidate dunning letters for all branches

A check box that indicates (if selected) that dunning letters from different branches should be consolidated.

Dunning letter from branch

The branch to appear on the consolidated dunning letters.
Element Description

Reason code balance write-off

The reason code that is used by default when you perform a balance write-off operation.

Reason code credit write-off

The reason code that is used by default when you perform a credit write-off operation.

This section is available only if the VAT reporting feature is enabled in the Enable/disable functionalities (CS100000) window.

Element Description

Automatically release credit notes

A check box that indicates (if selected) that VAT credit notes generated for the invoices that are fully paid within the cash discount period will be released automatically when you process them in the Generate VAT on cash discount (AR504500) window.

Credit note description

The description to be used for the credit note, which is generated for a document that was paid early and that adjusts the VAT and taxable amounts.

This field supports the multi-language functionality, where you can translate the entered text to multiple languages. For more information, see:About multi-language support
Element Description

Payment message prefix

The prefix that will be used in outgoing payment messages.

By using this tab, you can select options that affect price calculation, price history retention, and discount application.

Element Description

Default rate type

The default rate type to be used for calculation of prices in foreign currencies. The field provides a rate type to be used by default when you work with sales prices.

Always calculate the price from the base currency

A check box that indicates (if selected) that if a document uses a non-base currency, then the item price (sales or default) is converted to a price in the currency of the document, based on the item price expressed in the base currency. Thus, when you add an item to a document (an order or invoice) that uses a non-base currency, the system suggests the price of the item based the value of this check box:
  • Cleared:
    The system looks for a sales price of the item in the document currency, and if a sales price is found, the system suggests this item price for the document. If a sales price is not found, the system converts the default price of the item to the document currency and suggests the converted default price.
  • Selected:
    The system looks for a sales price of the item in the base currency, and if the sales price is found, the system converts this price to the document currency and suggests this item price for the document. If a sales price is not found, the system converts the default price of the item to the document currency and suggests it.

Load sales prices by alternative item ID

A check box that (if selected) makes it possible to specify prices in sales price worksheets by the alternative IDs of items, so that the system will find and populate the corresponding item IDs automatically.
Element Description

Retention type

The way the history of prices, which is defined by using the Sales price worksheets (AR202010) window, will be retained. Select one of the following options:
  • Last price:
    The last defined price is kept.
  • Fixed number of months:
    The history of price changes is kept for the number of months specified in the Number of months field.
    The period is calculated back from the effective date of a worksheet that contains respective price record.
By default, Retention type is set to Fixed number of months and Number of months is set to 0, which means that the history of prices will be kept forever.

Number of months

The number of months the history of price changes should be kept.
This field is available if the Fixed number of months option is selected in the Retention type field.

This section is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

Element Description

Line discount basis

The way the line discount will be applied. Select one of the following options:
  • Manual amount: The discount will be applied to the line amount.
  • Unit price: The discount will be applied to the item's unit price.

Apply quantity discounts to

The way the system applies the discounts defined by quantity. Select one of the following options:
  • The UoM on the document line: The system applies the discount to the quantity in the document line’s unit of measure (UoM).
  • The base UoM: The system converts the quantity in the document line’s UoM to the quantity in the base UoM and applies discounts based on the calculated base quantity.

Apply line discounts specific to

A check box that indicates (if selected) that any line-level discounts should be skipped if there is a special price for the line item that is defined for this particular customer.

By using the Dunning settings tab, you can define how the system prepares dunning letters: by grouping overdue documents by customer account; or by grouping overdue documents by customer and by the dunning level of a document. The amount of the dunning letter fee (and which accounts are used for recording this fee), and what intervals are used for sending dunning letters.

This tab is available only if the Dunning letter management functionality is enabled in the Enable/disable functionalities (CS100000) window.

In this section, you define how the documents are grouped when the system prepares dunning letters and which documents you want to prepare letters for.

Element Description

Dunning process

The way the system groups overdue documents when prepares dunning letters. Select one of the following options:
  • By customer:
    The system prepares dunning letters by grouping overdue documents by customer account.
    With this option selected, the system selects theAutomatically release dunning letters check box and sets it as read-only.
  • By document:
    The system prepares dunning letters by grouping overdue documents by customer and by document dunning level.
We recommend that you select the way of setting a level from the very beginning and keep that setting.
You can switch from By customer to By document, but switching from By document to By customer is not recommended.

Automatically release dunning letters

A check box that indicates, if selected, that dunning letters are automatically released after preparation is completed.
The field is available for editing if the By document option was selected in the Dunning process field.

Include other unpaid documents

A check box that indicates (if selected) that the system includes in dunning letters the unpaid documents that are not due yet.
This is the default value for the Include other unpaid documents check box in the Prepare dunning letters (AR521000) that you can change any time you prepare dunning letters.

Include credit note documents

A check box that indicates, if selected, that the dunning letter will contain credit notes.

This is the default value for the Include credit note documents check box in the Prepare dunning letters (AR521000) window that you can change any time you prepare dunning letters.

In this section, you define the accounts to which you want to record the dunning letters fee, if your company charges one.

Element Description

Dunning fee item

The non-stock item that provides an account and a subaccount (if applicable) to register the collected fee, and a VAT category.

Automatically release dunning fee documents

A check box that indicates (if selected) that an invoice for the dunning fee is automatically released when the corresponding dunning letter is released. Otherwise, you need to release it manually by using the Sales invoices (AR301000) window.
Element Description

Dunning letter level

An integer that indicates the order in which a letter of this level should be sent.

Days past due

The number of days that should pass after the due date for at least one customer document before the system may generate a dunning letter of this level.

Days to settle

The number of days that are added to the letter date to calculate the deadline for the payment.
Description Any comment that is relevant to a dunning letter of this level.

Dunning fee

The amount of the dunning letter fee, if your company charges one, for this level.

Days to due

The number of days to the due date.

Report text code

The code of the report text that will be included in the dunning letter.

The Reporting settings tab contains the list of the predefined mailings for customers.
Mailings are used to send electronic versions of documents (by email) to customers and company employees overseeing operations with customers.
Mailing settings specified here will be used as default values for mailing settings of customer classes, which in turn will provide default values for mailings configured for particular customers. Emails for active mailings will be sent to customer contacts and company employees when an employee (a user) performs specific processing.
Such emails can contain customer statements, invoices, or dunning letters.
Also, customers can be notified about credit card expiration.

The tab includes the Default sources table, with the list of mailings, and the Default recipients table, with the list of recipients.

You use the Default source table to view the list of predefined mailings and select any of them for use in the Customer ledger workspace.
The table toolbar includes only standard buttons.

Column Description

Mailing ID

The unique ID of the mailing. The mailings available in the Customer ledger workspace are listed below:
  • INVOICE: To send invoices by email
  • DUNNINGLETTER: To inform users and customers about customers' outstanding balances.
  • STATEMENT: To inform users and customers about customers' outstanding balances (in the base currency)
  • STATEMENTMC: To inform users and customers about customers' outstanding balances (in multi-currency format)

The system email account to be used by default for sending emails for this mailing. If no account is specified, the default system account will be used.

Report

The customer ledger report that, by default, will be used to structure the information available in the document.
The document will be sent as an attachment.
A notification template, if selected next, is used to window an email body, otherwise an email body is taken from the report settings.

Notification template

The email template to be used by default to generate personalised emails for this mailing, if a template is selected for this mailing.

You need to specify either a notification template or a report for a mailing at least. If a notification template is not specified, text for email body is taken from the report settings.

The system inserts this template by default in the Notification template column on the Mailing settings tab in the Customer classes (AR201000) window when you add a mailing in the Mailings table.

Format

The format in which the document (if a report is used) will be sent by default if no other preferences are specified in the Customers (AR303000) window for the particular customer contacts. Select one of the following options: HTML, Excel, orPDF.
Active A check box that indicates (if selected) that this mailing is active.
Emails will be generated only for active mailings.

By using the Default recipients table, you can view and modify default types of recipients for the mailing selected in the Default sources table.
Contact types specified here are used as default values for the contact types of customer classes.

Element Description

Contact type

The type of contact to receive mailings. You select one of the following options:
  • Primary: A primary contact of the customer
  • Remittance: A remittance contact of the customer
  • Shipping: A shipping contact of the customer
  • Employee: An employee of your company who handles documents of specific customer classes or specific customers, or is otherwise associated with the classes or customers

Contact ID

The ID of the mailing recipient. A particular recipient can be selected only if you have selected Employee as the contact type.
This employee, if one is selected, will receive emails about changes in the documents of all customers.

Format

The format in which the report (if applicable) will be sent by default. Select one of the following options:HTML, Excel, or PDF.

Active

A check box that indicates (if selected) that the contact or contact type is active. Only active recipients receive the emails for the mailing.

Bcc

A check box that indicates (if selected) that the contact (or contact of this type) will receive a blind carbon copy (Bcc) of the emails for this mailing.

On this tab, you can create new payment configurations.

Element Description

Select configuration

Click and double-click to select your preferred CID configuration.
Status The status of the configuration. To hide/view CID code on outgoing invoices, set the status to Inactive/Active accordingly. The Editing status allows you to edit the predefined format of the CID.
Branch The branch in which the configuration is applied. If you have multiple branches, you can add different settings for each branch.

Payment method

The payment method to which you want your configuration to apply.

Digit counter

The number of digits to be used in the payment references with this configuration.
Description The name for the new configuration.

Display mask

The display mask to be used to control the format of dates and numeric values.

Reference modulus

The modulus for the new configuration.

Reference weight

The weight or relevance of the modulus.

Amount check digit

The digit that is used for checking of amount.

Amount weight

The weight or relevance of the amount.
Element Description

Element

Choose the elements that will make up the new configuration.

Fixed value

A fixed value in the element, if any.

Number of positions

The number of digits the element should have.

Leading/trailing zeros

The value that shows if leading/trailing zeros will be used in the elements or now.

For more information about the settings to be defined here for the use of AutoInvoice, see Settings in Customer ledger preferences.

Related concepts

About contract renewal

About contract invoicing

Manage contracts - overview

About customer account setup

About preliminary configuration

About types of customer ledger documents

About Customer ledger preferences

Configure and apply overdue charges

About overdue charges

Process invoices - overview

About adjusting customer ledger preferences

About dunning process by customer

Manage dunning letters - overview

About dunning process by document

About dunning process setup

About invoice processing flow

About invoice recording

About invoice releasing

About correction of a released invoice

About manual payment application

Processing payments and applications - overview

About payment processing flow

About payment recording

About automatic payment application

About release of payments and prepayments

About rounding of document amounts

About invoices in the sales workspace

About shipment processing options

About discount calculation

About discount application

Related tasks

Make customer-specific changes

Delete customer

Create a customer

Set customer print and email preferences

Prepare to use electronic invoices for customers

Enable write-offs for customer

Set up e-mail invoices for one customer

Configure mailing settings for dunning letters for a customer

Set up invoice mailing for a customer

Add a payment method and a bank account to a customer

Add delivery settings for a customer

Add general information for a customer

Add invoicing settings for a customer

Calculate overdue charges

Change the setting for automatic posting on release

Set up dunning letter mailing in the Customer ledger preferences

Set up invoice mailing in the Customer ledger preferences

Select processing options for overdue charges

Make overdue and dunning settings in the Customer ledger preferences

Select a CID for payment methods

Apply line discount to Item price or Extended item price

Add a payment message prefix

Set up a dunning letter mailing

Set up the dunning process

Configure commissions

Set up document amount rounding

Print invoice

Send invoices by email

View invoices paid with a specific payment document

Related windows

Renew contracts (CT502000)

Customer contracts (CT301000)

Expiring customer contracts (CT401000)

Contract templates (CT202000)

Run contract invoicing (CT501000)

Customers (AR303000)

Calculate overdue charges (AR507000)

Overdue charges (AR204500)

Sales invoices (AR301000)