Open customer entry processings

The following processings are available from the Open customer entry table:

Approve for debt collection

This processing is used to transfer unpaid invoices to debt collection.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Approve for debt collection.

Attach documents

This processing is used to upload documents and connect them to your transaction.

You add documents from My files. You can also add the files directly into the Attach documents dialog by using drag and drop. The documents are added to the records with the same voucher number. You can also split, merge or delete documents. Different parameters can be selected depending on from which table you execute the processing. You can also view your files from this dialog.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Attach documents.
  3. Select the My files tab in the dialog.
  4. If needed, upload your file using drag and drop.
  5. Select the document, click Attach and finish by clicking Done.

Change debt collection status

This processing sends status message to Visma AutoCollect and updates the debt collection status in Business NXT.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Change debt collection status.
  3. Make settings in the dialog.
    Option Description
    (Status)

    Select one of the following statuses:

    • Pause (2)
    • Continue (3)
    • Close debt (9)
    • Message (0)
    (Message) Type a message here

Create payment suggestion

This processing is used to create payment suggestions for Direct Debit and for payments to customers.

Note:
If you don’t select one or several rows in the Open customer entry table when running the processing, all rows that are ready for payment suggestions will be processed.

Prerequisites

To create payment suggestions using this processing, the following prerequisites must be met:

  • Make sure that a payment suggestion hasn’t already been created by checking if Payment suggested has been enabled in the Open customer entry table.
  • Confirm that the customer is eligible for payments by checking that No payment isn’t selected in the Customer options field in the Associate table.
  • If Payment if giro no. has been selected in the Payment processing field in the Company information table, the customer's bank account, postal giro or IBAN information has to be filled out.
  • For Direct Debit:
    • The Direct deb. status field in the Associate table must be set to either 2 - Agreement w/o notification or 3 - Agreement with notification.
    • The terms for notification time before the due date must be met.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Create payment suggestion.
  3. Make settings in the dialog.
    Option Description
    Up-to-date per date The current date, plus any days entered in the Payment suggestion days in the Company information table, is suggested. All selected entries with a planned payment date up to and including this date will be included in the payment suggestion. If the Due date field is empty, the current date is used as the due date.
    Transmission date The date on which you are planning to send the payments to the bank to be debited. The current date is suggested. You can’t enter a date later than the Up-to-date per date.
    Max amount The maximum total amount for all payments. If you specify a maximum amount (in the default currency), open entries are selected so the total of the payments doesn’t exceed this amount. A subsequent sorting of the customer entries will then determine who receives payment.
    Payment number

    If you are working with a new payment suggestion, select New payment suggestion from the drop-down list. If you want to add new entries to an existing payment suggestion, select the payment number for this suggestion from the drop-down list. Existing payment suggestions are named like this: [Payment no.] – [Bank partner no.] [Description] [Created by user] [Estimated transf. date]

    Only payments set to 1 - Estimate in the Payment status field in the Payment table appear in the drop-down list. Only one bank partner per payment can be used.

    When you select a payment number, the Bank partner field is filled in, and can’t be changed, neither can the Use bank partner from customer and Generate payment only for selected bank partner fields.

    If both Use bank partner from customer and Generate payment only for selected bank partner are selected, these selections are retained and reference is made to them during the suggestion. If only the Use bank partner from customer field is selected, this selection is removed.

    Bank partner The bank partner to which you want to send the entries. If you only have one bank partner, this is suggested.
    Use bank partner from customer Selects a bank partner from the customer in the Associate table when creating a payment suggestion.
    Generate payment only for selected bank partner Includes customers with the same bank partner number as the one selected in the Bank partner field, as well as customers who are not registered to a specific bank partner, in the payment suggestion.
    Ignore cash due date Not applicable for payment suggestions for customers.
    Upload payment suggestions automatically The payment suggestion will automatically be sent to the EFT system.
  4. Click OK.

The Payment and Payment line tables are updated.

Exempt from reminder

This processing is used to exempt invoices from reminders.

Starting the processing

Marks the selected open customer entries to be excluded from the next reminder run.

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Exempt from reminder.

Selected open customer entries with Reminder suggestion status = 1 - Reminder next time, will be changed to 2 - No reminder next time in both the Open customer entry and the Customer transaction table.

Match entry-for-entry

This processing is used to match selected invoices and payments/credit notes.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Match entry-for-entry.
  3. Make settings in the dialog.
    Option Description
    Allow matching of entries that do not sum to zero If this is selected, it's possible to match entries that don't sum to 0.
    Allow matching of debt collection fee and interest

Match equal amounts

This processing is used to match selected entries with the same amount.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Match equal amounts.

Match references

This processing is used to match selected entries with corresponding references and cross-references.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Match references.
  3. Make settings in the dialog.
    Option Description
    Allow matching of entries that do not sum to zero If this is selected, it's possible to match entries that don't sum to 0.

Recalculate Ready for Reminder date

This processing is used to recalculate the Ready for reminder date for existing records with updated payment terms, based on the setting for days of grace.

When running the processing, the Ready for reminder column will be updated for the selected rows, calculated from Due date and Days of grace.

The order in which the correct days of grace is found:

  1. Payment term table: If a Days of grace value is set for the payment term, this will be used.
  2. Open customer entry table: If the Country no. field is set, the Days of grace value for this country will be used.
  3. Associate table: If the Country no. field is set for the customer, the Days of grace value for this country will be used.
  4. Company information table: The Days of grace value for the Country no. will be used.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Recalculate Ready for Reminder date.

See also: Ready for reminder

Retrieve AutoCollect information

This processing is used to fetch debt collection information and to update the specific Open customer entry fields.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Retrieve AutoCollect information.

Send to AutoCollect

This processing sends invoice information for the selected open entries to the debt collection company and updates the debt collection status.

Prerequisites

When Collect only is selected in the AutoCollect processing field in the Debt collection agreement table, which means that the agreement covers debt collection only, the following prerequisites must be met:

  • The Debt collection agreement table:
    • A debt collection agreement exists
    • A user is defined
    • Values for Minimum amount debt collection, Days of grace debt collection and No. of reminders sent are defined for the invoice
  • The Open customer entry table:
    • The customer entry isn’t already subject to debt collection
    • The customer entry isn’t exempted from debt collection in the No reminders field
    • The value in the No. of reminders sent is greater than 0
    • The Voucher type field is filled out, and this voucher type must have a value in the Debt collection voucher type field in the Voucher type table.
  • The Associate table:
    • The option No debt collection under Customer options isn’t selected for the customer
    • The customer's Address line 1, Post code and Postal area are filled out
  • The Customer current balance table:
    • The customer has a positive balance
Note:
If the CID code field is empty, this value will be created when sending the Open customer entry row to Visma AutoCollect.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Send to AutoCollect.

The selected rows that pass validations are sent to Visma AutoCollect.

For invoices that are sent to Visma AutoInvoice, No interest is enabled for the Open customer entry row, which means that these rows won’t be shown in the standard layouts used for sending interest claims, since interests are handled by Visma AutoCollect.

Automation

You can create a scheduled job to automate sending to Visma AutoCollect.
Note:
To optimise this scheduled job, it’s important to run the Parameters processing for it, and to set the Skip customers with open credit entries option.

See also: AutoCollect processing

Terminate entry

This processing is used to remove selected entries paid late, before calculation of interest.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select Terminate entry.

View debt collection details

This processing is used to display information that Visma AutoCollect has stored about the selected entry.

For invoices that have been sent to Visma AutoCollect (where the Debt collection ID field has a value), the processing displays a window with all available information from Visma AutoCollect. The window can be left open and will be refreshed when moving between rows.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select View debt collection details.

View payment details

This processing is used to display payment details for incoming payments imported from Visma.net AutoPay.

For incoming payments (customer transactions) imported from Visma.net AutoPay, the processing displays a window with all payment details. The window can be left open and will be refreshed when moving between rows.

The payment information is retrieved from the File data field in the Visma.net AutoPay log table.

An internal reference used by the system to find the payment, is placed in the AutoPay payment reference field in the Open customer entry table.

Starting the processing

  1. Select the Open customer entry rows you want to process.
  2. In the Processing menu, select View payment details.

Write off payments

This processing is used if you want to write off invoices.

A batch of depreciation vouchers will be produced, for entries with outstanding amount within the limits defined in the Maximum write off amount misc. and/or the Maximum write off % misc. fields in the Company information table.

When Write off rest amount instead of payment variance is selected under Accounting processing in the Company information table, the Write off payments processing will use the Outstanding amount field when creating the depreciation voucher.
Note:
All rows in the Open customer entry will be processed, regardless of any filtering or if some records are highlighted.

(If Write off rest amount instead of payment variance isn't selected, the W/off variance misc. field will be used for the depreciation voucher, and only selected rows will be processed.)

Prerequisites

The following fields need to be filled out in the Company information table:

Field Description
Write off v. series Enter a voucher series
Write off account misc. Enter an account
Posting errors account Enter an account

Starting the processing

  1. Select the Open customer entry table.
  2. In the Processing menu, select Write off payments.
  3. Make settings in the dialog.
    Option Description
    Value date The current date is suggested as the value date
    Direct update Updates the batch directly
  4. Click OK.

The vouchers generated have the following values:

  • The voucher date and value date are set equal to the value date in the dialog.
  • The voucher number and voucher type are taken from the voucher series for writing off payments.
  • The account for writing off payments is debited and the customer is credited.
  • The organisational units are set equal to those in the invoice entry.
  • The amount is set equal to the payment difference.

Business NXT matches vouchers with the associated invoice entries so that they are offset when the batch is updated.