Visma Net
About invoice releasing
In Visma Net, invoices that can be released manually have the following document types in the Sales invoices (AR301000) window: Invoice, Debit note, and Overdue charge. The information in this topic applies to documents of these types.
When you release an invoice, the system does the following:
- Changes the status of the invoice to Open, so it appears in the list of the
customer's outstanding documents.
In the open invoice, you can edit the cash discount date and the due date until the document is settled - Increases the customer's balance
- Generates a general ledger batch of transactions to update the asset and income accounts
This topic describes the windows you may use to release an invoice and the generation of the general ledger batch.
Release an invoice
You can release an invoice only if it has the Balanced status.
In Visma Net,
you can release an invoice by using one of the following windows:
- Sales invoices:
You release an invoice by clicking the Release button on the window toolbar.
For details, see: Release an invoice. - Release customer documents:
You use this mass-processing window to release a particular invoice or multiple invoices at once.
For details, see: Release customer documents .
Generate a general ledger batch
When you release an invoice, the system generates a batch of transactions to record the sale
to the general ledger.
The invoice includes all the information the system needs to generate the
batch.
The following two accounts are usually involved:
- The asset account specified in the Customer ledger account field on the Financial details tab
- The income account specified for each line in the Account column on the Document details tab
You can view the details of the batch associated with an invoice by clicking the link in the Batch no. field on the Financial details tab of the Sales invoices (AR301000) window.
For a one-line invoice, the following transactions will be recorded to the general ledger when the invoice is released.
| Account | Debit | Credit |
|---|---|---|
| Customer ledger account | Amount | 0.0 |
| Sales account | 0.0 | Amount |
If the calculation of taxes is configured in your system, the system calculates the applicable
VAT for each invoice.
The system records the VAT amount to the liability account specified for
each involved VAT in the VAT payable account field on the General ledger accounts tab of the VAT (TX205000) window. Thus, for a one-line invoice with a VAT,
the following transactions will be recorded to the general ledger when the invoice is
released.
| Account | Debit | Credit |
|---|---|---|
| Customer ledger account | Amount + VAT Amount | 0.0 |
| Sales account | 0.0 | Amount |
| VAT payable account | 0.0 | VAT amount |
If the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window and you have configured manual or automatic discounts with the Group-level or Document-level type, the system adds separate transactions for applied discounts to the batch. The amount of the discount applied is recorded to the expense account specified in the Discount account field on the General ledger accounts tab of the Customers (AR303000) window. Thus, for a one-line invoice with a tax and a document-level discount applied, the following transactions will be recorded to the general ledger when the invoice is released.
| Account | Debit | Credit |
|---|---|---|
| Customer ledger account | Amount + VAT amount | 0.0 |
| Sales account | 0.0 | Amount |
| Discount account | Discount total | 0.0 |
| VAT payable account | 0.0 | VAT amount |
If the Invoice rounding functionality is enabled in the Enable/disable functionalities (CS100000) window, one more account may be involved: the rounding
account, which is updated by the amounts resulting from rounding the document total.
The small
amount resulting from rounding may be posted as a debit or a credit, depending on its sign.
If
an invoice is in the base currency, the system uses the rounding gain and loss accounts
specified in the Rounding settings section of the General ledger preferences (GL102000) window. If an invoice is in a foreign
currency, the system uses the accounts specified for this currency in the Currencies (CM202000) window. For details, see: About rounding of document amounts.
Thus, for a one-line invoice with a VAT and the rounding is set to increase the invoice total, the following transactions will be recorded to the general ledger when the invoice is released.
| Account | Debit | Credit |
|---|---|---|
| Customer ledger account | Rounded amount + VAT amount | 0.0 |
| Sales account | 0.0 | Amount |
| VAT payable account | 0.0 | VAT amount |
| Rounding gain / Loss account | 0.0 | Rounding difference amount |
If the invoice is in a foreign currency, its details must be recalculated in the base currency
of your system.
To record the difference resulting from rounding during currency conversion, the
system uses the rounding gain and loss accounts specified for the document currency in the Enable/disable functionalities (CS100000) window. The small amount resulting from the currency rounding may be posted as a debit or a credit, depending on its sign. For details, see: About currency rounding rules.
Commission amounts are visible for the invoice, but commission-related transactions are not
included in the batch.
To calculate commissions and generate appropriate transactions, use the Calculate commissions (AR505500) window.
