This guide explains how to manage collection charges, collection texts, and manually edit the status of invoices. You will also learn how to handle a payment made with collection charges.

Collection charge amount
You can open the setting by selecting Sales > Settings > Basic data and settings.

  • Set the collection charge amount company-specifically in the Sales basic data.
  • Use the set amount when forming the collection proposal.

Collection texts
You can open the management of collection texts by selecting Sales > Settings > Basic data and settings > Collection texts.

  • Freely edit the collection texts via the Collection texts link.
  • In the boxes "Payment reminder" and "Payment notice", leave the following commands in the collection texts (you can move them to the desired place in the text):
    • [date of the latest reference material]
    • [reminder date + 4 business days]
  • Do not change the text inside the brackets, as it is a command/control information.
  • You can change the number before the word “Business days” in the text.
  • Remove the following texts from the Collection box and replace them with the correct information without brackets:
    • [Collection agency]
    • [Person]
    • [Email]
    • [Phone]
    • [Telefax]

English and Swedish collection texts should be edited to the desired format.

Manually changing the invoice status
You can open the invoice list from accounts receivable and manage invoice statuses from there.

  • Change the invoice status manually, for example, if a payment reminder should not have been printed, but the invoice as an invoice without collection texts.
  • List the desired invoices in the invoice list.
  • Select "Update status" from the invoice-specific action button.
  • Select the desired status for the invoice.

Note! The invoice status should not be changed to "Paid" unless the invoice has actually been paid (i.e., if no payment has been recorded for the invoice). The invoice status changes to paid when a payment is applied to the invoice that clears the sales receivable in full.

If an overdue invoice is not to be treated as overdue, you can select in accounts receivable the "Handle overdue" button and then "Handle as invoices".

Reminding of an overdue invoice
You can generate payment reminders from overdue invoices through the accounts receivable view.

  • Go to the accounts receivable view and select "Overdue".
  • Check the desired invoices or select all overdue invoices.
  • Select the "Handle overdue" button at the bottom of the page.
  • Select "Handle overdue in Netvisor".

Once the overdue invoice has been printed or sent, the invoice moves to "Reminded".

An invoice, or multiple invoices, can also be transferred to Amili collection service by selecting the "Handle overdue" button and then "Transfer to Amili collection service".

Notifying of a reminded invoice
You can generate payment notices from reminded invoices through the accounts receivable view.

  • Go to the accounts receivable view and select "Reminded".
  • Check the desired invoices or select all reminded invoices.
  • Select the "Handle overdue" button at the bottom of the page.
  • Select "Handle overdue in Netvisor".

Once the reminded invoice has been printed or sent, the invoice moves to "Notified".

An invoice, or multiple invoices, can also be transferred to Amili collection service by selecting the "Handle overdue" button and then "Transfer to Amili collection service".

Collecting a notified invoice
Collection letters are generated from notified invoices through the accounts receivable view.

  • Go to the accounts receivable view and select "Notified".
  • Check the desired invoices or select all notified invoices.
  • Select the "Handle overdue" button at the bottom of the page.
  • Select "Handle overdue in Netvisor".
  • Send the selected invoices as a collection letter.

Once the notified invoice has been printed or sent, the invoice moves to "In collection". In this status, invoices can still be transferred to Amili collection service by selecting the "Handle overdue" button and then "Transfer to Amili collection service".

Interest billing
Interest invoices are always generated separately in the system. Interest is not added to invoices in connection with the above-mentioned printings.

Adding a collection charge to an invoice
A collection charge is never added to the principal of the invoice in the system; it is printed via the collection proposal using invoice-specific collection and appears on the invoice as text.


Go to Sales > Interest and collection > Invoice collection.


Handling a payment made with collection charges

Netvisor automatically applies the incoming payment if the customer has paid the full amount of the invoice with the correct reference and any collection charge on the invoice.

  • First let the system check whether the incoming payment fits within the open amount of the invoice + tolerance limit.
  • If the payment does not match the open amount + tolerance limit, the system checks whether the payment is the open amount + collection charge amount.
  • If the payment is not the open amount + collection charge amount, handle the payment from the automatically received reference payments according to the instructions below.


In the notification view, under "Exceptions and notices" there is a section "Received reference payments". Open this function.

  • Find in the list the payment made with collection charges, which is shown with the red notice text “Payment exceeds the open amount of invoice xxxx”.
  • Click the link "Handle".
  • Check that the payment has been made with the correct reference. The invoice should be visible in the processing window.
  • If the invoice is not visible in the processing window, use the search criteria on the page and search for the invoice.

When processing the payment, you must select the correct processing method, because the paid amount differs from the open amount of the invoice.

  • Select "Collection" as the processing method.
  • Note that if the collection function has been used in the system, the collection charge has not been added to the principal of the invoice.
  • Always record collection charges in Netvisor in the reference processing.
  • If the payment includes, for example, five euros of collection charges, select “Collection” as the processing method.
  • Let the system correct both the ledger and the bookkeeping and record the collection charges to received interest income in the bookkeeping.


Transfer of collection to partner

Netvisor offers ready channels to the following collection services

  • Amili collection service
  • Intrum Oy - notice and collection service 

Frequently asked questions

Question: Where do you set the collection charge amount that is used when forming the collection proposal?
Answer: Set the collection charge amount in the Sales basic data by selecting Sales > Settings > Basic data and settings.

Question: What should be done with the commands in brackets [date of the latest reference material] and [reminder date + 4 business days] in the collection texts?
Answer: Leave the commands in the collection texts unchanged, but you can move their position in the text and change the number before the word “Business days”.

Question: Can the invoice status be manually changed to “Paid”?
Answer: You must not change the invoice status to “Paid” unless the invoice has actually been paid. The status changes to paid only when a payment is applied to the invoice that clears the sales receivable in full.

Question: How do you generate a payment reminder for an overdue invoice?
Answer: In accounts receivable, select “Overdue”, check the desired invoices, select “Handle overdue” and then “Handle overdue in Netvisor”. After printing or sending, the invoice moves to the status “Reminded”.

Question: How do you handle a payment that includes a collection charge and exceeds the open amount of the invoice?
Answer: Open the “Received reference payments” section in the notification view, select the payment highlighted in red, click “Handle”, search for the invoice if necessary, and select “Collection” as the processing method so that the system records the collection charge correctly.

Question: Are collection charges added to the principal of the invoice?
Answer: The collection charge is not added to the principal of the invoice; it is printed on the invoice as text via the collection proposal and is recorded as a collection charge in the reference processing.

Question: Can overdue, reminded or notified invoices be transferred to a collection service?
Answer: You can transfer invoices to Amili collection service via the “Handle overdue” button by selecting “Transfer to Amili collection service”. Invoices in the “In collection” status can also still be transferred to collection.

Keywords: Collection charges, collection texts, invoice status, overdue invoice, Amili collection service, Intrum

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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