In this guide, you will learn how to handle payments for sales invoices in Netvisor. The guide instructs on adding a new payment, different handling methods such as overpayments and partial payments, as well as procedures for currency payments and cash discount situations.
Contents
- Creating a new payment
- Payment methods and handling methods
- Currency payment
- Using the payments view
- Editing a payment
- Deleting a payment
- Handling a consolidated payment
- Mass allocation of payments
- Unallocated reference payments
- Reference payments
- Cash discount on sales invoice
- Partial payment has remained unallocated, even though the reference matches
For a sales invoice to be marked as paid, a payment must be recorded on the invoice. If the invoice status is only changed to paid, the invoice remains open in reconciliation and deviates from the accounting balance. For sales invoices to be automatically marked as paid, a bank statement and machine-readable reference payment data must be received in Netvisor from the bank (agreed upon in the payment traffic agreement). However, there may be situations where a sales invoice is not automatically marked as paid based on the bank statement, or a payment needs to be manually added to the sales invoice. An invoice is considered paid only when the recorded payments and the invoice amount are equal.
Payment allocation
The reference number is primarily allocated to the oldest sales invoice or sales order, if the sales order has not been archived, where the reference number matches. If the sales order (where the reference number matches) has already been invoiced, the allocation is attempted to the invoice created from the order.
Arrival of payments
To receive machine-readable reference payments from the bank in Netvisor, this must be agreed upon with the bank in the payment traffic agreement. Reference payments may arrive at a different time than the bank statement, and payments may already be visible in the Payments listing even if the bank statement has not yet arrived. Netvisor retrieves data from the bank every half hour, meaning data is retrieved as it is made available for retrieval at the bank. The previous day's data normally arrives on the morning of the next banking day.
Creating a new payment
A payment can be added to a sales invoice
1. By creating a new payment directly from the sales invoice
2. Through the bank statement editing view using the Add new sales payment function
3. By creating a new payment through the Payments view
4. From the Unallocated reference payments view (on the homepage under Exceptions and notices)
1. Directly through the sales invoice:
If a payment needs to be recorded for an open invoice through the sales ledger, find the desired invoice and open it. Then select "Add payment" from the sales invoice actions, which opens the following view:
"New payment" view selects the bank account where the payment has been received, the payment date, and if necessary, changes the payment amount (e.g., installments). If the payment has not been received in the bank account, another payment method can be selected or a completely new payment method can be created through Sales basic information. More about handling methods is explained later in this guide.
"Save" creates the payment for the invoice and makes an entry in the accounting.
The entry can finally be linked to the bank statement in the Bank statement editing view.
2. Through the bank statement:
If a payment needs to be recorded for an open invoice through the bank statement, the "Other transaction" -> "Add new sales payment" function can be used in the bank statement editing view (This guide does not cover machine-readable reference data, but more about this is explained later in the guide).
The link directs to the sales invoice list, where the invoice related to the payment is searched.
From the correct invoice, select "new payment" from the downward triangle at the end of the row.
When the payment is allocated to the desired invoice, an MS entry (sales payment) is created in the accounting, and the payment appears in the Payments section of the sales invoice. The number of the created MS entry also appears on the bank statement.
3. Through the Payments view:
Sales > Payments > New payment.
After saving the new payment, the program moves to the payment allocation view, where the payment can be allocated to an existing invoice. If the payment is not allocated to any invoice, select "Do not allocate" from the menu.
When the payment is allocated to the desired invoice, an MS entry (sales payment) is created in the accounting, and the payment appears in the Payments section of the sales invoice.
If the sales invoice did not have an ML entry before adding the payment, this is automatically created when the sales payment is added.
4. Through the Unallocated reference payments view (on the homepage under Exceptions and notices)
If the payment has arrived as a machine-readable reference payment from the bank and has not been allocated to any invoice, it can be allocated to an existing invoice through the Unallocated reference payments widget or the Sales > Payments page. The allocation starts from the "Allocate" link in the view. If the payment is not allocated to any invoice, select "Do not allocate" from the menu.
The homepage widget shows unallocated reference payments from the open fiscal year. If the fiscal year is closed, these disappear from the homepage. If the period is reopened, they reappear if they have not been allocated.
Machine-readable reference data cannot be processed through the bank statement view.
Payment methods and handling methods
Payment methods (1) can be used when recording a manual payment instead of bank accounts (Account field). New payment methods and their default receivable accounts (credit cards, etc.) can be added Sales > Basic information and settings > Payment methods > New payment method. 
Handling method (2):
All handling methods' accounting accounts can be defined in Default accounts in accounting.
Normal - Records the payment normally according to the default account of the payment account and sales receivables.
Rounding difference - Records the differing amount to the default account for rounding differences. For example, invoice amount 100€, with a payment of 100.01€. When using the handling method "rounding difference", the entire payment of 100.01€ is recorded, with 100€ recorded to the default account for sales payments and 0.1€ to the default account for rounding differences. The handling method cannot be used solely for recording rounding differences, but it handles the entire incoming payment.
Discount - If the payment is less than the original amount, the entire incoming payment can be handled as a discount, with the unpaid portion recorded to the default account for sales discounts, and the change in VAT liability considered in the entry.
Partial payment - Records the partial payment normally according to the default account of the payment account and sales receivables.
Overpayment - Records the overpayment to the account defined for overpayment allocation. The payer information for the payment is recorded as "Overpayment correction" (visible on the Payments page). If it is desired that the overpayment appears in the Overpayments view (Sales > Overpayments), the handling method should be selected as "Normal". The guide on overpayments can be found here.
Collection - Should be used when a collection fee has been added to the invoice and the customer pays the invoice with the collection fee. The collection fee is recorded to the collection account defined in the system's default accounts, and the payer information for the payment is recorded as "Customer paid collection fee" (visible on the Payments page). In Netvisor, the collection fee is not added to the invoice principal, but this handling method corrects both the ledger and accounting and records the collection fees in accounting. This recording method can also be used in situations where the customer pays only the collection fee separately.
Do not allocate - Can be used in situations where the payment is not intended to be allocated to any invoice. The payment is recorded normally according to the default account of the payment account and sales receivables. The description for the payment is recorded as "Unallocated payment to invoice, [payer's name]".
Bad debt - Updates the invoice status to bad debt and records the payment as bad debt.
Currency payment
If the invoice is in a currency other than euros and the payment is made in another currency, the payment is manually recorded on the invoice from the sales invoice actions "Add payment", where the original currency amount is entered in the currency amount field and the euro amount received on the bank statement is entered in the amount field.
Currency exchange difference is automatically recorded to the exchange differences account. For the automatic recording of exchange differences to work, an account for sales currency exchange differences must be saved in the default accounts in accounting: Default accounts used in accounting.
Using the payments view
Sales > Payments > Payments
Basic search
In the search field, payments can be searched by reference number or payer's name.
The basic search can be refined using the dropdown menu on the right side of the search field. Select one or more search terms from the dropdown menu, and then list the payments that match the search. Search criteria are included in the search when the search window is open. If the window is closed, the basic search works without additional search criteria.
If no search criteria are restricted, all payments can be listed by pressing the Search button. This will list all recorded and reference payments created through reference payments. Searched payments can be allocated, edited, deleted, or mass allocated. Allocation and mass allocation are done in the payment list view.
Editing a payment
Editing a payment requires editing rights for Payment management, which are set in function-specific rights. Payment editing can be accessed directly from the sales invoice (image below) or through the Sales > Payments view. On the sales invoice:
- Click the Payments link.
- Drill down from the reference number to the invoice payments.
- Click the payer's name
- Edit the payment
If the payment has arrived as a machine-readable reference payment, only the name, payment date, and amount can be edited. Note! If the payment date is edited during allocation, the payment will appear on the bank statement of the selected payment date instead of the original bank statement.
Manual payment and machine-readable reference payment differ in that a manual payment can be deleted, but a machine-readable payment cannot be deleted; instead, its allocation can be undone and then processed/allocated again (see section Undoing the allocation of a machine-readable reference payment).
Deleting a payment
KP rights are required to delete an allocated payment.
Deleting a single payment
Deleting a payment is done by first clicking the payer's name in the payment list (Sales > Payments > Payments), and then deleting the payment from the view that opens. Deleting a machine-readable reference payment is not possible, but its allocation can be undone or the amount can be edited if necessary (see section Undoing the allocation of a machine-readable reference payment).
Note! Changes made to the payment through editing do not automatically update the accounting entry, and the user must manually update the payment entry.
Deleting a payment invalidates the Sales payment entry related to the payment, if no other payments have been recorded on the entry. Deleting a payment does not change the sales invoice status to open, but the change is made through the sales invoice list using the "Update status" function.
Deleting payments in bulk
Payments can be deleted in bulk in Sales > Payments > Payments. Select the desired payments from the list and press the "Delete payments" button at the bottom right of the view. Machine-readable reference payments cannot be deleted in bulk, nor can the allocations of machine-readable reference payments be undone in bulk.
Note! Changes made to the payment through editing do not automatically update the accounting entry, and the user must manually update the payment entry.
Deleting a payment invalidates the Sales payment entry related to the payment, if no other payments have been recorded on the entry. Deleting a payment does not change the sales invoice status to open, but the change is made through the sales invoice list using the "Update status" function.
If a payment needs to be processed without allocation, this can be done by pressing the blue "allocate" link on the payment, and selecting "do not allocate" as the handling method on the next page. If the payment is processed without allocation to any invoice, it does not affect ledger balances. The MS entry created by this function should still be invalidated if it is desired that it does not remain in accounting.
Undoing the allocation of a machine-readable reference payment
If the payment has been incorrectly allocated, the allocation can be undone through the Sales > Payments view. Find the payment using suitable search criteria. Since the payment is allocated, select: All for the Handling status in the search.
After the search, you can click either the payer's name or the edit button at the end of the row.
Undoing the allocation also invalidates the payment entry. Undoing the allocation moves the payment back to unallocated reference payments, where the payment can be processed again. Note! If the payment date is edited during allocation, the payment will appear on the bank statement of the selected payment date instead of the original bank statement. 
Handling a consolidated payment
Reference consolidated payment (customer pays multiple invoices with one reference)
The payment cannot be directly allocated to multiple invoices, so in this situation, the received reference payment is first allocated to one invoice. Then, the payment is found in the Sales > Payments list and the payment amount is edited to match the invoice to which the payment was allocated. Note! The payment entry must also be edited to match the payment amount.
The remaining invoices of the consolidated payment are found in the invoice list, and manual payments are recorded for them on the day of the consolidated payment and the bank account (Sales invoice actions > Add payment). Once these are done, the bank statement matches these.
Non-reference consolidated payment (customer pays multiple invoices as a deposit, no reference)
A non-reference consolidated payment is handled slightly differently than the previous one. First, find the invoices that have been paid with the payment and record manual payments for them on the day of the consolidated payment. The MS entry numbers are noted, and the bank statement editing view is accessed. In the editing, select "Other transaction" and then "Link entry". Now link all the mentioned entries to the consolidated payment bank statement line one by one.
Mass allocation of payments
Mass allocation of payments is found at the bottom of the Payments view. Mass allocation requires the creation of an allocation rule for the company. Instructions for allocation rules can be found here. Select the payments to be allocated and provide the necessary allocation information for recording the payments in accounting. Perform the allocation with the "Mass allocate selected payments" button.
In mass allocation, the recording method can be chosen, whether the selected rows are recorded on the same entry or each is made into its own entry.
- If recorded as separate entries, the entry date is the payment date.
- If recorded on one entry, the current day becomes the entry date.
Unallocated reference payments
Unallocated reference payments (under Exceptions and notices on the homepage) can be allocated to invoices, allocated using a pre-created allocation rule, or selected to be processed without allocation.
The allocation starts from the "Allocate" link in the view.
By default, the view restricts invoices by reference number, but payments can also be restricted to appear by, for example, the customer's name. Select the invoice to be allocated and the appropriate handling method (see section Payment methods and handling methods) > Process.
If the payment is not allocated to any invoice, select "Do not allocate" from the menu. If the payment is processed without allocation to any invoice, it does not affect ledger balances. The MS entry created by this function should still be invalidated if it is desired that it does not remain in accounting.
If necessary, unallocated reference payments can also be allocated individually or in bulk using an allocation rule. Select the desired payment/payments and choose the appropriate allocation rule. Recording method: In mass allocation, the recording method can be chosen, whether the selected rows are recorded on the same entry or each is made into its own entry.
- If recorded as separate entries, the entry date is the payment date.
- If recorded on one entry, the current day becomes the entry date.
Mass allocate selected payments.
In the Unallocated reference payments view, payments can only be processed from an open VAT period. If necessary the VAT lock must be opened to process the payment.
Note! If there is a situation where there is an OP invoice loan payment in unallocated reference payments, the payment must be edited before allocation to add the OP invoice loan account. When the payment is manually allocated to the invoice through this, a normal MS entry is created. This entry must be edited to match the RA entry that is created when the payment is automatically allocated to the invoice.
Reference payments
For reference payments to automatically allocate to sales invoices, the reference in the payment must match the reference on the sales invoice, and the amount must match the amount on the invoice. The program attempts allocation only once.
A standard reference may not allocate because the program always tries to allocate to the oldest invoice, so if the payment arrives before the invoice is created, it will not allocate automatically. Allocation also does not occur if the payment amount differs from the invoice amount.
The payment traffic agreement must include an agreement on machine-readable reference data for reference payments to automatically allocate to the invoice.
At the time of payment arrival, the relevant fiscal year must be created.
If the payment has not been automatically allocated, the reason can be checked from the payments view.
Sales > payments > show columns > import message > update selections
Cash discount on sales invoice
Sales payments arriving as reference payments are automatically processed if the cash-discounted payment is made within the tolerances set in the company's basic information (Company menu > Company basic information and settings > Basic information > Cash discount tolerances). The default account comes from the Accounting settings through "Default accounts used in accounting" and from there "Sales discounts". If the cash-discounted amount is manually recorded on the invoice, the correct handling method is then Discount, where the unpaid portion is recorded to the default account for sales discounts, and the change in VAT liability is considered in the entry.
Partial payment has remained unallocated, even though the reference matches
This may be due to the following reasons:
1. If the invoice was created manually, check the sales basic information and settings, and from there the sales basic information, to ensure the option to allocate partial payments by default is selected. This must be selected before the invoice is created for it to work for the payment of that invoice.
2. If the invoice was created through the interface, the invoice message must come with the value 1 in the expectpartialpayments field.
Keywords: sales invoice, new payment, reference payment, handling methods, currency payment
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