This guide explains how to handle an advance payment row resulting from an overpayment made by a customer. An overpayment can occur due to an excessively large payment or an invoice accidentally paid twice. The guide goes through how to delete the advance payment row and how to process the invoice payment after considering the overpayment.

You can open the purchase invoice to be handled by selecting Accounts payable > Purchase invoices > Select invoice.

An e-invoice sent by Visma Solutions Oy may include information added by the system about a previous overpayment that has been considered in the invoice being processed. In this case, the additional information field of the invoice contains the text: "The invoice includes an advance payment, payment portion xx,xx". Additionally, an extra row has been added to the invoice's posting rows: "Payments related to the invoice" and this amount is negative on the row.

The overpayment has occurred in a situation where the customer has paid their Netvisor invoice with an excessively large amount or has accidentally paid the invoice twice.

The customer sees the overpayment they made on their bank statement, from which the accountant handles it into the bookkeeping or allocates it to an already paid invoice. In this case, the invoice becomes open with a negative amount, i.e., an overpaid invoice.

The extra, negative posting row must be deleted from the Netvisor invoice, because otherwise the entire expense of the invoice cannot be recorded in the bookkeeping.

  • Delete the extra negative row "Payments related to the invoice" from the invoice posting rows.
  • Post the invoice normally after this.

In the example in the image below, the first posting row is deleted and after that the invoice is posted normally.

Before paying the invoice, the previously made duplicate payment must be allocated to the invoice. In the bookkeeping, the duplicate payment is on the account chosen by the accountant or as an overpayment on a previous Netvisor invoice.

The overpaid portion is in the bookkeeping on a specific account

If the overpayment is on a specific bookkeeping account, a new manual payment entry is recorded for the invoice.

You can handle the situation by selecting Accounts payable > Purchase invoices > Select invoice > Purchase invoice functions > Show payments.

  1. Select Purchase invoice functions > Show payments.
  2. Select Add new payment entry.
  3. Select the desired date for the payment entry.
  4. Select the source of funds, for example cash.
  5. Enter as the amount the overpayment amount in the bookkeeping.
  6. Save the payment entry.

The OS voucher generated from the payment is then put into edit mode and the cash account is replaced with the bookkeeping account to which the overpayment was previously posted.

  1. Open the OS voucher generated from the payment in edit mode.
  2. Replace the cash account with the bookkeeping account to which the overpayment was previously posted.
  3. Save the OS voucher.

The invoice now has open only the amount that remains after recording the overpayment. The remaining open amount of the invoice can be paid in the usual way.

  • Ensure that only the open amount is sent for payment, not the entire invoice amount.

The overpaid portion is allocated to the original invoice

If the overpayment was previously allocated to the original, overpaid invoice, the invoice is opened and another manual payment entry is added to it.

You can handle the original invoice by selecting Accounts payable > Purchase invoices > Select original invoice > Purchase invoice functions > Show payments.

  1. Open the original, overpaid invoice.
  2. Select Purchase invoice functions > Show payments.
  3. Select Add new payment entry.
  4. Select the source of funds, for example cash.
  5. Select the payment date as desired.
  6. Accept as the amount the overpayment amount on the invoice, which appears on the row as negative.
  7. Save the payment entry.

After saving, the OS voucher is put into edit mode and the cash account is replaced with, for example, the clearing account 1777.

  1. Open the OS voucher generated from the payment in edit mode.
  2. Replace the cash account with the clearing account 1777.
  3. Save the OS voucher.

Next, open the newest invoice in which the overpaid portion has been considered. A manual payment is added to this invoice.

You can handle the newest invoice by selecting Accounts payable > Purchase invoices > Select newest invoice > Purchase invoice functions > Show payments.

  1. Open the newest invoice in which the overpaid portion has been considered.
  2. Select Purchase invoice functions > Show payments.
  3. Select Add new payment entry.
  4. Select the source of funds, for example cash.
  5. Select the payment date yourself.
  6. Enter as the amount the previously overpaid amount that was taken to the clearing account above.
  7. Save the payment entry.
  8. After saving, open the OS voucher generated from the payment in edit mode.
  9. Replace the cash account with the clearing account 1777 used above.
  10. Save the OS voucher.

The remaining open amount of the invoice can now be paid in the usual way, but ensure that only the open amount is sent for payment, not the entire invoice amount.

Frequently asked questions

How do I know that the invoice includes an advance payment or overpayment?

The additional information field of the invoice shows the text "The invoice includes an advance payment, payment portion xx,xx" and the posting rows include an extra negative row "Payments related to the invoice".

Why must the negative posting row be deleted from the invoice?

The negative posting row must be deleted so that the entire expense of the invoice can be recorded correctly in the bookkeeping.

How do I proceed if the overpayment has been recorded on a separate bookkeeping account?

Add a manual payment entry to the invoice, replace the cash account on the payment’s OS voucher with the bookkeeping account to which the overpayment was previously posted, and pay only the remaining open amount of the invoice.

How do I proceed if the overpayment has been allocated to the original invoice?

Add a manual payment entry with a negative amount to the original invoice, transfer the payment to a clearing account (e.g. 1777), add a manual payment with the same amount to the newer invoice and use the same clearing account, after which you can pay only the remaining open amount.

What amount do I use when paying the invoice after an overpayment?

Always use only the remaining open amount of the invoice, not the entire invoice amount.

Keywords: advance payment, overpayment, advance payment row










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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