About payment recording

In Visma.net ERP, a user can manually enter a customer ledger payment from the following windows:

• Customer payments (AR302000) window. You create a payment document here from scratch. For step-by-step instructions, see Enter a payment document and Issue a refund.
• Sales invoices (AR301000) window, by using the Enter payment/apply memo action. The system opens the Customer payments (AR302000) window where a payment document with the Payment type is created automatically: The elements of the window are filled in with the customer information, the invoice amount is specified as the document amount, and the application record of the invoice is added. You simply release the payment the system has created, and the system releases the application record as well and closes both documents. For step-by-step instructions, see Pay a specific outstanding document.

Regardless of how a payment document is created, it has the same groups of settings, which are described in this topic:

• The top part: Settings that are located in the top part of the window define the general information required for issuing the payment. When you create a new document, the system inserts the current business date as the date of application and the corresponding post period. When you select the ID of the customer account, the system uses the customer as a source to automatically fill in most settings needed for processing the payment. All settings filled in by the system can be manually overridden. Financial details: This group of settings, located on the Financial details tab, defines the general ledger accounts where the payment transactions are recorded after a user releases the payment. The system fills in the values for these settings automatically when you select a customer account, but they can be manually overridden. When you create a new document, the system also inserts the current business date as the payment date and the corresponding post period.
• Application details: Each outstanding document that you want to pay with the payment is specified in a separate line of the table on the Applications tab. The payment document can be applied to multiple outstanding documents. For each line, you specify the amount to be paid in the Amount paid column. For details, see About manual payment application.
• Balance details: Read-only elements in the top part of the window display how the amount of the payment document has been distributed and currently available balance (the amount that is not applied). The system updates the values of these elements when you modify application details.

When you save the document for the first time, the system generates a unique reference number for the payment document in accordance with the numbering sequence assigned to corresponding payment document on the General settings tab of the Customer ledger preferences (AR101000) window.

If bank charges for customer payments are configured in your system, you can specify the amounts of these charges on each payment document that is processed by the bank on the Finance charges tab. The amount of finance charges is displayed in the top part in the following fields:

• Finance charges: The total of finance charges included in the payment amount. That is, the entry type used to record the charge has the Deduct from payment check box cleared in the Entry types (CA203000) window.
• Deducted charges: The total of finance charges deducted from the payment amount. That is, the entry type used to record the charge has the Deduct from payment check box selected in the Entry types (CA203000) window.

For details, see About the registration of finance charges.

For user reference, you can attach to each entered payment a scanned image of the original customer document or an electronic version of the customer document.