Visma Net

Process incoming payments (AR305000)

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

The window toolbar

Button	Description
Status description	Click this to open a dialogue box that shows you the statuses of the active document, such as "Remaining balance available".
Match automatically	When you click this, the system tries to match the imported incoming payments with the customer ledger invoices in the system. The matching is based on payment reference and/or invoice numbers. For payments that the system has matched automatically, you see that the Ready to process check box is selected. These are now ready for processing.
Process	Initiates the processing of transactions with the Ready to process check box selected. The processing takes place on all lines that are ready for processing, regardless of any filters set on the table. After processing, in the first column, a or is displayed for each processed line to indicate if the processing was successful or not. You can hover over the icon to read the line-specific message. Successfully processed lines do not show up again for the selected cash account.
Setting for matching	In the Settings for matching dialog box, you can temporarily change the settings for matching, for example date settings or the weight settings for the relevance calculation. The settings you make here disappear when you leave the window.

The Settings for matching dialog box

In this dialog box, you can specify preferences for matching and relevance calculation.
By default, the system uses the values specified on the Incoming payments settings tab in the Cash management preferences (CA101000) window.

These values remain effective during your session unless you specify new values.

The Disbursement date matching section

Element	Description
Days before bank transaction date	The maximum number of days allowed between the date of a cash management transaction (disbursement) and the date of the selected transaction on the bank statement. The system considers the disbursement a matching one if the difference falls within the specified date range.
Days after bank transaction date	The maximum number of days allowed between the date of the selected transaction on the bank statement and the date of a receipt. The system considers the disbursement a matching one if the difference falls within the specified date range.
Allow matching to credit note	A check box that (if selected) indicates that the system will automatically match the receipt bank transactions to credit notes by the reference number prior to matching them to the purchase invoices. If the check box is cleared (the default value), the receipt bank transactions are always matched to the purchase invoices.

Element

Description

Days before bank transaction date

The maximum number of days allowed between the date of a cash management transaction (disbursement) and the date of the selected transaction on the bank statement.

The system considers the disbursement a matching one if the difference falls within the specified date range.

Days after bank transaction date

The maximum number of days allowed between the date of the selected transaction on the bank statement and the date of a receipt.

The system considers the disbursement a matching one if the difference falls within the specified date range.

Allow matching to credit note

A check box that (if selected) indicates that the system will automatically match the receipt bank transactions to credit notes by the reference number prior to matching them to the purchase invoices.

If the check box is cleared (the default value), the receipt bank transactions are always matched to the purchase invoices.

The Receipt date matching section

Element	Description
Days before bank transaction date	The maximum number of days allowed between the date of cash management transaction (receipt) and the date of the selected transaction on the bank statement. The system considers the receipt a matching one if the difference falls within the specified date range.
Days after bank transaction date	The maximum number of days allowed between the date of the selected transaction on the bank statement and the date of a receipt. The system considers the receipt a matching one if the difference falls within the specified date range.

Element

Description

Days before bank transaction date

The maximum number of days allowed between the date of cash management transaction (receipt) and the date of the selected transaction on the bank statement.

The system considers the receipt a matching one if the difference falls within the specified date range.

Days after bank transaction date

The maximum number of days allowed between the date of the selected transaction on the bank statement and the date of a receipt.

The system considers the receipt a matching one if the difference falls within the specified date range.

The Weights for relevance calculation section

Ref. no. weight	The relative weight of the evaluated difference between the reference numbers of the bank transaction and the cash management transaction.
Consider empty ref. no. as matching	A check box that (if selected) specifies that a bank transaction with an empty reference number is considered as matching to a cash transaction with an empty reference number. If this check box is cleared (the default value), transactions with empty reference numbers are not considered as matching.
Doc. date weight	The relative weight of the evaluated difference between the dates of the bank transaction and the cash management transaction.
Doc. payee weight	The relative weight of the evaluated difference between the names of the customer (or supplier) on the bank transaction and the cash management transaction.

The Date range for relevance calculation section

Element	Description
Average delay payment clearing	The average number of days for a payment to be cleared with the bank.
Estimated deviation (days)	The number of days before and after the average delay date during which 50% of payments are generally cleared.
Skip voided transactions during matching	A check box that you select to make the system skip voided transactions during the reconciliation process.
Save and close (button)	By clicking this button it saves the settings during your working session and closes the dialog box.

The top part

Element	Description
Cash account	If you do not use a default account or want to match payments from a different account, select the account in the Cash account field. The system displays all imported payments for that account in the table.
Display only relevant matches	Invoices matching the criteria set up in the Settings for matching dialog box are automatically displayed and matched on the relevance factor. If you do not want to display invoices with 0 match relevance, select the Display only relevant matches check box.

The table

Button	Description
Unmatch	Click this to unmatch the selected match.
Unmatch all	Click this to unmatch all matches that have been done this time.
Hide selected	Click this to hide the transactions that are selected in the Hide column from the table. This undoes all changes to the selected transactions and marks them as processed. To be able to view and process a hidden transaction again, select the transaction in the Import incoming payments (AR305500) window and click Unhide transaction.
Undo split	Click this to undo the splitting of the selected split line. If you have processed one or more of the split lines, you will not be able to undo the split on the not processed lines.

Column	Description
Ready to process	A check box that, if selected, indicates to the system that this transaction is ready to be processed. Namely, the transaction has been matched to the transaction in the system or details of a new document (to match this transaction) were specified.
Trans. date	The original date of the transaction.
Trans. descr.	The description of the transaction.
Disbursement	The amount of the disbursement.
Receipt	The amount of the incoming payment.
Orig. receipt	The original amount of the receipt.
Orig. disbursement	The original amount of the disbursement.
Trans. code	The code of the transaction.
Hide	A check box which you can select for each transaction you want to hide. After you have made your selection, click the Hide selected button.
Account from bank	The bank account or IBAN from which the payment was paid for the customer transactions. In some formats, it contains the IBAN or bank account from which you have paid to the supplier.
Archive code	The code of the document in the archive.
Customer/Supplier no.	The supplier or customer associated with the document, by its account ID.
Customer/Supplier name	The name of the supplier or customer associated with the document.
Entry type ID	The identifier of the entry type that was used to create a document to match the transaction.
Invoice no.	The internal reference number for the invoice/credit note that has been paid. The system uses this column to make a lookup against the reference number on the purchase invoice if it is a disbursement and on the sales invoice if it is a receipt.
Invoice number list	When a line refers to more than one invoice number, the invoice numbers are listed here.
Location	The location of the supplier or customer.
Match type	The available match types are: Matched to payment Matched to invoice Created Hidden
Workspace	The workspace from which the transaction originates. This field is displayed if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Name from bank	The name of the bank that processed the document.
Payee name	The payee name, if any, specified for a transaction.
Payment method	The payment method that was used for the transaction.
Payment number list	When a line refers to more than one payment reference, the payment reference numbers are listed here.
Payment ref. no.	The reference number of the payment.
Ext. ref. no.	The reference number of the invoice.
Trans. ID	The ID of the transaction.
Trans. entry date	The entry date of the transaction.

Right pane: Match to payment tab

The tab provides a list of payments that the system has evaluated as matching the transaction selected in the table on the left pane.
If you have manually selected a particular transaction in the table, you will see the payments that have the same amount and are matched by the date range specified on the Settings for matching dialog box, or on the Incoming payments settings tab of the Cash management preferences (CA101000) window if you did not specify any preferences in the dialog box.
For the matching document you choose among the listed ones, you select the check box in the Matched column.

If you have invoked auto-matching and the system has found more than one matching document, you need to manually specify the match.

Column	Description
Matched	A check box that you select to match the document in this row to the transaction selected in the left pane.
Match relevance	The coefficient of the match relevance, which is less than or equal to 1 and is calculated automatically for the selected transaction in the left pane and this document.
Workspace	The workspace in which the document was entered.
Trans. type	The document type to which the selected payment from the left part can be applied.
Orig. doc. number	The ID of the document, as assigned by the corresponding numbering series.
Document ref.	The number of the corresponding external document, if one exists.
Description	A detailed description of the document.
Doc. date	The date of the transaction or document.
Post period	The post period of the payment.
Incoming payment	The document amount or transaction amount if it is a receipt.
Disbursement	The document amount or transaction amount if it is a disbursement.

Right pane: The Match to invoice tab

The tab provides a list of invoices that the system has evaluated as matching the transaction selected in the table on the left pane.

If you have manually selected a particular transaction in the table, you will see the invoices that have the same amount and are matched by the date range specified on the Settings for matching dialog box, or on the Incoming payments settings tab in the Cash management preferences (CA101000) window if you did not specify any preferences in the dialog box.

If you choose a matching document among the listed ones, you select the check box in the Matched column.

If you have invoked auto-matching and the system has found more than one matching document, you need to manually specify the match.

Element	Description
Customer/Supplier no.	The number of the customer or the supplier account.
Location	The business account location associated with the document.
Payment method	The payment method associated with the document.
Account no.	The account to which the payment has been made.
Update bank account	You can update the IBAN/BBAN from the imported bank payment line. In the Cash management preferences (CA101000) window under Bank statement settings, select the check box Update bank account on customer/supplier from Process bank transactions. When the payment line contains a bank account from the bank and you select a customer/supplier, a lookup against the default IBAN/BBAN will be done. If the customer's/supplier's bank account is empty or different, the button Update bank account will appear. If you click the button the customer/supplier is updated with the account from the bank.

The table

Column	Description
Matched	A check box that you select to match the document in this row to the transaction selected in the left pane.
Match relevance	The coefficient of the match relevance, which is less than or equal to 1 and is calculated automatically for the selected transaction in the left pane and this document.
Released	A check box that indicates (if selected) that the invoice has been released.
Workspace	The workspace in which the document was entered.
Type	The document type to which the selected payment from the left part can be applied.
Ref. no.	The reference number of the document. Click the link to view the details of the document.
Ext. ref. no	The supplier's reference number.
Doc. date	The date of the document.
Amount	The document amount.
Customer/Supplier no.	The number of the customer or the supplier account.
Customer/Supplier name	The name of the customer or the supplier, associated with the document.
Description	The invoice text provided for the document.
Branch	The branch on which the document is created. This column is only available if the Multi-Branch support check box is selected and enabled in the Enable/disable functionalities (CS100000) window.

Right pane: The Create document tab

By using this tab, for payments with no match, you can create new documents of the type determined by the workspace of origin and the type of transaction (receipt or disbursement). See also: Create a new payment or document.

The top part

Element	Description
Create	Select this check box to initiate creating a new document for the selected transaction. Clear the check box to delete any information you have specified for the new document.
Clear rule	A button that clears the applied rule and the settings the system has configured by using the applied rule.
Create rule	Click this button to navigate to the Bank transaction rules (CA204500) window where you can create a new rule, view and modify the details of the rule and save it for future use. You can define rules to create documents originating in the Cash management workspace only.
Cash account details/ Customer details/ Supplier details	Click this button to open the cash account, supplier ledger or customer ledger window as a pop-up to see the details of the selected document. The name of the button changes depending on the selected workspace. In the Cash management preferences (CA101000) window, the Bank statement settings tab, you can define which window will be opened for the different workspaces. If no window has been selected, the following windows will be opened: Cash management opens the Cash account details (CA303000) window with the active cash account selected. Supplier ledger opens the Supplier details (AP402000) window with the selected supplier selected. If the supplier number is empty, the window opens without a supplier selected. Customer ledger opens the Customer details (AR402000) window with the selected customer selected. If the customer number is empty, the window opens without a customer selected.
Workspace	The workspace where the document originated. Select one of the following workspaces: Supplier ledger Customer ledger Cash management
Entry type ID	The ID of an entry type that is used as a template for a new cash transaction to be created to match the selected transaction. The field is displayed if the Cash management option is selected in the Workspace field.
VAT zone	Change or specify the VAT zone or VAT category that applies to the transaction if necessary. The VAT calculation mode is set to Gross by the system, and the VAT category field is updated with the default value when the VAT zone is selected. The field is displayed if the Cash management option is selected in the Workspace field.
VAT calculation mode	This field has a read-only value that always shows Gross.
Trans. descr.	The description of the selected transaction that can be modified. These changes affect the description in the new document only; the description of the imported bank transaction or incoming payment remains unchanged (the table in the left pane).
Customer/Supplier no.	The ID and name of the customer or the supplier, associated with the document. This field is visible if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Location	The location of the supplier or customer. This field is visible if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Payment method	The payment method used by the customer or supplier for the document. This field is visible if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Invoice no.	The internal reference number for the invoice/credit note that has been paid. The system uses this column to make a lookup against the reference number on the purchase invoice if it is a disbursement and on the sales invoice if it is a receipt. This field is displayed if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Total amount	The total amount of the document.
Amount used	The amount of the transaction for which the documents are added. This field is displayed if the Cash management option is selected in the Workspace field.
Remaining balance	The balance of the transaction for which you can add the documents. This field is displayed if the Cash management option is selected in the Workspace field.
Application amount	The amount of the application for this payment. This field is displayed if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Unapplied balance	The unapplied balance of the document. This field is displayed if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Write-off amount	The total amount of write-offs specified for documents to be applied. This field is displayed if the Customer ledger option is selected in the Workspace field.
Split (button)	Click this button to split the selected line in the left table into different lines. The button only appears when there is a remaining amount to match. To read more about this functionality, go to Match a bank transaction or incoming payment line to different documents. If the Automatic split of batch payment from customers into payments per customer check box is selected on the Incoming payments settings tab in the Cash management preferences (CA101000) window, payments will be automatically split on incoming payments import.
Allow unapplied balance	Select this check box to process payments in situations where you need to overrule the setting Do not create payment when bank payment amount is not fully applied. This check box is available only if the setting Do not create payment when bank payment amount is not fully applied is selected in the Bank statement settings tab in the Cash management preferences (CA101000) window and the unapplied balance is different from 0.

The table for documents that originated in the Cash management workspace

In this table, you can add the documents to which you want to split the transaction amount.
You cannot add documents that originated in the Customer ledger and Supplier ledger workspaces.

Column	Description
Branch	The branch that created the document. This column is only available if the Multi-Branch support check box is selected and enabled in the Enable/disable functionalities (CS100000) window.
Description	The description of the document. By default, this is the description in the Trans. descr. field in the top part of this tab, and you can edit it.
Quantity	The quantity of the item.
Price	The price for the item.
Amount	The total amount for all items.
Offset cash account	The cash account to be updated by the document. By default, it is an offset cash account defined with the entry type selected in the Entry type ID field, but you can change this account. The field is displayed if the selected entry type is used for payments reclassification.
Offset account	The account to be updated by the document. By default, it is an offset account defined with the entry type selected in the Entry type ID field, but you can change this account.
Description	A description of the account.
Offset subaccount	The corresponding subaccount to be used for the document.
Item ID	The ID of the non-stock item used as a transaction subject.
VAT category	The default value is based upon what you selected in the VAT zone field.
Non-invoiceable	A check box that indicates (if selected) that this document line is non-invoiceable in the project. This column appears only if the Projects module has been enabled and integrated with this workspace
Project	The project with which this document is associated, or the non-project code indicating that this document is not associated with any project. The Non-project code is specified in the Project accounting preferences (PM101000) window. The Project accounting check box is enabled in the Enable/disable functionalities (CS100000) window. That is, the Cash management check box must be selected in the Visibility settings section on the General information tab in the Project accounting preferences (PM101000) window. The column is hidden by default.
Project task	The particular task of the project with which this document is associated. The column is available if the Project accounting check box is enabled in the Enable/disable functionalities (CS100000) window. That is, the Cash management check box must be selected in the Visibility settings section on the General information tab in the Project accounting preferences (PM101000) window. The column is hidden by default.

The table for documents that originated in the Supplier ledger and Customer ledger workspaces

In this table, you can add the documents to which you want to apply the new payment.
You cannot add documents that originated in the Cash management workspace.

Button	Description
Select documents	By clicking the button, the Select documents pop-up window appears. Here you can select multiple documents using the date and branch filters on the top and the Select all documents option. You need to select a Customer/Supplier no. in the top part of this tab for documents to be displayed in this pop-up window. If you click the button and there is no conversion rate between the cash account's currency and none of the documents' currencies of the selected Customer/Supplier no., a message appears. It notifies that you need to define the exchange rate for the currency of this cash account in the Currency rates (CM301000) window.
Load documents	By clicking the button, the customer or the supplier documents will load in the table, until the sum of their amounts reach the Total amount in the top part, starting with the oldest documents. If you click the button and there is no conversion rate between the cash account's currency and none of the documents' currencies of the selected Customer/Supplier no., a message appears. It notifies that you need to define the exchange rate for the currency of this cash account in the Currency rates (CM301000) window.

Button

Description

Select documents

By clicking the button, the Select documents pop-up window appears. Here you can select multiple documents using the date and branch filters on the top and the Select all documents option.

You need to select a Customer/Supplier no. in the top part of this tab for documents to be displayed in this pop-up window.

If you click the button and there is no conversion rate between the cash account's currency and none of the documents' currencies of the selected Customer/Supplier no., a message appears. It notifies that you need to define the exchange rate for the currency of this cash account in the Currency rates (CM301000) window.

Load documents

By clicking the button, the customer or the supplier documents will load in the table, until the sum of their amounts reach the Total amount in the top part, starting with the oldest documents.

The Select documents pop-up window

This pop-up window appears when you have clicked the Select documents button.

Here you select Supplier ledger or Customer ledger documents that you want to apply to the respective incoming payment.

The top part

Element	Description
Up to due date	The last due date up to which you want to filter the documents.
Branch	The branch on which you want to select the documents. By default the cash account's branch is selected.
Currency	The cash account's currency.
Total amount	The total amount of the transaction selected in the main window.
Application amount	The total value of the selected documents. This amount is always less than or equal to the Total amount.
Unapplied balance	The difference between Total amount and Application amount.
Trans. descr.	The transaction description of the transaction selected in the main window.

The table

Button	Description
Select all documents	Click this to select all documents until the sum of their amounts reach the Total amount in the top part.

Column	Description
Select document	Check box for selecting the documents.
Branch	The branch on which you want to select the documents. By default the cash account's branch is selected.
Document type	The type of the document to which the payment selected in the left table can be applied to.
Ref. no.	The reference number of the Supplier ledger or Customer ledger document to which the payment selected in the left table can be applied to.
Date	The date when the Supplier ledger or Customer ledger document was created.
Post period	The financial period in which the document is posted.
Due date	The date when the Supplier ledger or Customer ledger document is due to be paid.
Amount in cash account currency	The document amount converted in the cash account’s currency.
Balance in cash account currency	The document balance converted in the cash account’s currency.
Customer/supplier	The customer or supplier number from the customer/supplier document.
Description	The description from the supplier or customer documents.
Amount	The document amount paid in the original currency.
Balance	The document balance amount in the original currency.
Currency	The currency of the document.
Customer order/supplier ref.	The document's original customer order/supplier reference as assigned by the customer/supplier (for informational purposes).
Location	The customer or supplier location.

The table

Column	Description
Document type	The type of the document to which the payment selected in the left table can be applied.
Ref. no.	The reference number of the Supplier ledger or Customer ledger document to which the payment selected in the left table can be applied.
Amount paid	The amount paid for this document.
Balance	The amount of the document after the specified amount was paid.
Date	The date when the Supplier ledger or Customer ledger document was created.
Currency	The currency of the document.
Balance write-off	The amount to be written off.
Branch	The branch on which the document is created. This column is only available if the Multi-Branch support check box is selected and enabled in the Enable/disable functionalities (CS100000) window.
Cash discount balance	The unused amount of the available discount, if any.
Cash discount taken	The amount of cash discount taken due to prompt payment.
Cross rate	A cross rate that you can optionally modify between the currency of the payment and currency of the original document. The column is hidden by default and available if the Multi-currency accounting check box is selected and enabled in the Enable/disable functionalities (CS100000) window.
Post period	The financial period in which the document is posted.
With. tax	The amount of tax withheld (if withholding taxes are applicable).
With. tax balance	The difference between the amount of the tax to be withheld and the actual withheld amount (if any withholding taxes are applicable).
Write-off reason code	A reason code that defines an account and subaccount to be used for writing off balances. You must select a reason code if the balance write-off amount is non-zero.

Related tasks

Match incoming payments

Process matched incoming payments

Match a bank transaction or incoming payment line to different documents

Create a new payment or document