This guide explains how to handle an advance payment line 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 remove the advance payment line and how to process the invoice payment after considering the overpayment.
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 line has been added to the invoice's accounting entries: "Payments related to the invoice" and this amount is negative on the line.
The overpayment has occurred in a situation where the customer has paid their Netvisor invoice with an excessively large amount, or for example, has accidentally paid the invoice twice.
The customer sees the overpayment they made on their bank statement, from which the accountant processes it into the accounting (or allocates it to an already paid invoice, making the invoice open with a negative amount, i.e., an overpaid invoice).
However, this extra, negative accounting entry line must be removed from the Netvisor invoice, because otherwise, the entire expense of the invoice cannot be recorded in the accounting. In the example image below, the first accounting entry line would be removed, and then the invoice would be accounted for normally.
Before paying the invoice, the previously made duplicate payment must be allocated to the invoice, which is in the accounting on the account chosen by the accountant, or it is an overpayment on a previous Netvisor invoice.
The overpaid portion is in the accounting on a specific account
If the overpayment is on a specific account, then a new, manual payment entry is recorded for this invoice. Purchase invoice functions - Show payments, add a new payment entry. Add the payment entry for the desired date, the source of funds can be cash, for example, the amount is the overpayment amount in the accounting, and save the payment entry.
Then the OS receipt generated from the payment is put into edit mode and the cash account is replaced with the account where the overpayment was previously allocated. Now the invoice should only have open the amount that remains after recording the overpayment. Now the remaining open amount of the invoice can be paid in the usual way, ensuring 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, then that invoice is opened and another manual payment entry is added to it. Purchase invoice functions - Show payments - Add a new payment entry. The source of funds can be cash, for example, the payment date is chosen as desired, the amount automatically becomes the overpayment amount on the invoice as negative.
After saving, the OS receipt is put into edit mode and the cash account is replaced with, for example, the clearing account 1777.
Then the newest invoice, which considered the overpaid portion, is opened. A manual payment is added to this invoice. Purchase invoice functions - Show payments - Add a new payment entry. The source of funds can be cash, for example, the date is chosen by the user, the amount is the previously overpaid amount, which was taken to the clearing account above, and then after saving, the OS receipt is put into edit mode and the cash account is replaced with the clearing account 1777 used above. Now the remaining open amount of the invoice can be paid in the usual way, but ensure that only the open amount is sent for payment, not the entire invoice amount.
Keywords: advance payment, overpayment, advance payment line
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