Visma.net ERP
About release of payments and prepayments
Introduction
This topic contains information that applies to releasing documents of the Payment and Prepayment type.
In this topic
This topic describes:
- The windows you may use to release a payment or prepayment.
- What happens in the system after release.
- The details of the general ledger batch generated after release.
When and where to release a payment and prepayment
The following table displays when and where (pre)payments can be released.
| When a payment or prepayment has the status | Then it can be released in | For instructions on how to release, see |
|---|---|---|
| Balanced | Customer payments (AR302000) | Release a payment document |
| Release customer documents (AR501000) | Release customer documents |
System processes after releasing payments and prepayments
The following tables give an overview of what happens in the system after the release of a (pre)payment.
Payments
| Payment | |||
|---|---|---|---|
| System change | without applications | partially applied | fully applied |
|
Status changes to |
Open | Open | Closed |
|
Paid documents' balances are |
not applicable |
decreased Note: if paid document's balance becomes 0, its status changes to Closed. |
decreased Note: if paid document's balance becomes 0, its status changes to Closed. |
| Customer's balance is | decreased with payment amount |
|
decreased with paid amount |
| Application records are released | not applicable | yes | yes |
| General ledger batch is created | yes | yes | yes |
Prepayments
| Prepayment | |||
|---|---|---|---|
| System change | without applications | partially applied | fully applied |
|
Status changes to |
Open | Open | Closed |
|
Paid documents' balances are |
not applicable |
decreased Note: if paid document's balance becomes 0, its status changes to Closed. |
decreased Note: if paid document's balance becomes 0, its status changes to Closed. |
| Customer's balance is | not applicable |
decreased with paid amount |
decreased with paid amount |
| Customer's prepayment balance is | increased with prepayment amount | increased with available prepayment amount | not applicable |
| Application records are released | not applicable | yes | yes |
| General ledger batch is created | yes | yes | yes |
General ledger batch after release of payment and prepayment
The following sections give information about the general ledger batch created after the release of a (pre)payment.
Involved accounts
When a payment or prepayment is released, the system generates a general ledger batch to update the involved asset accounts with the (pre)payment transactions. Usually, this involves the following accounts retrieved from other fields in the system:
| Account type | Specified in the Customer payments (AR302000) window's field for | Corresponding field in Customers (AR303000) window, General ledger accounts tab, per document type |
|---|---|---|
|
Asset |
the Customer ledger account on the Financial details tab. |
Payment: Customer ledger account |
|
Prepayment:
|
||
|
Cash |
the Cash account in the top part. |
not applicable |
Recorded transactions
The transactions recorded in the general ledger batch differ depending on the below described specifications.
Payments and prepayments with no designated prepayment account
After the release of a payment or a prepayment with no designated prepayment account, regardless of whether the payment or prepayment is without applications, partially or fully applied, the following transactions will be recorded:
| Account | Debit | Credit |
|---|---|---|
| Cash account | (Pre)payment amount | 0.0 |
|
Customer ledger account |
0.0 | (Pre)payment amount |
Prepayments with designated prepayment account
For a prepayment with a designated prepayment account that differs from the customer ledger account used to record payments to, the recorded transactions differ depending on whether the prepayment is without applications, partially applied or fully applied.
Prepayment without applications
After the release of a prepayment without applications, the following transactions will be recorded:
| Account | Debit | Credit |
|---|---|---|
| Cash account | Prepayment amount | 0.0 |
| Customer ledger account for prepayments | 0.0 | Prepayment amount |
Partially applied prepayment
After the release of a
| Account | Debit | Credit |
|---|---|---|
| Cash account | Prepayment amount | 0.0 |
| Customer ledger account for prepayments | 0.0 | Paid amount (prepayment amount - applied amount) |
| Customer ledger account for invoices | 0.0 | Applied amount |
Fully applied prepayment
After the release of a
| Account | Debit | Credit |
|---|---|---|
| Cash account | Prepayment amount | 0.0 |
| Customer ledger account for invoices | 0.0 | Prepayment amount |
Batch details and additional transactionsThe following sections explain where to view the batch details and where to find more information on additional transactions.
View batch details
You can view the batch details by clicking the link in the Batch no. field on the Financial details tab of the Customer payments (AR302000) window.
Bank charge and application record transactions
The following additional transactions may be generated and included in the batch:
| Transaction type | For details, see |
|---|---|
| Bank charge | Finance charge transactions |
| Application record | About release of application records |
