Apply a payment document automatically

You can initiate the process of payment auto-application by using the Apply payments automatically (AR506000) window.
Customer payments and prepayments can be applied automatically to one invoice or multiple invoices, as well as to debit notes and overdue charges.
For details, see: About automatic payment application.

Before you proceed

Make sure that all needed customer ledger documents of the customer accounts for which you want to run the automatic application process have been released.
You can review the list of customer ledger documents of customers by using Visma Net reports, as described in: About payment processing flow.

1. Go to the Apply payments automatically (AR506000) window.
2. In the Application date field, select the date on which you want to perform the auto-application.

   By default, the current business date is displayed.
   The system records this date for each payment document or credit note (if any credit note was included in the automatic application process) in the Application date field on the top part of the Customer payments (AR302000) window.
   The Application period field is filled in automatically based on the selected date; the application will be performed for this financial period.

3. Optional: To include credit notes in the automatic application process, select the Apply credit notes check box.
   If you do, the balances of the open credit notes increase the balance that can be applied to outstanding documents.
4. Optional: To automatically release batches created as a result of the automatic application process, select the Release batch when finished check box.
   If this check box is cleared, the resulting batches receive the Balanced status and you will need to release the application records manually for each payment document in the Customer payments (AR302000) window or for multiple payment documents by using the Release customer documents (AR501000) mass processing window.
5. Do one of the following:
   • To initiate the automatic application process for the customer accounts that belong to all statement cycles listed in the table, click Process all in the window toolbar.
   • To initiate the automatic application process for the customer accounts that belong to particular cycles only, select the statement cycles you want to process by selecting the corresponding check boxes, and click Process.

After the process is complete, for each payment document, you can view the list of applications that have been saved but not yet released on the Documents to apply tab of the Customer payments (AR302000) window.
The history of released payment applications can be tracked on the Application history tab of the window.
For step-by-step instructions, see: View invoices paid with a specific payment document.