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Payment is a document where payments to suppliers are indicated. Prepayments, purchase invoice payments and nettings can be created using payment document. New payment document can be also added from purchase invoice or using report “Payment forecast”. Payment reduces debt for supplier.
1. From the payments register create new payment by pressing “Add new” button. Fill in necessary fields. To keep the document, press “Save” button. Payment should be confirmed by pressing “Confirm” and “Save” after the data is verified.
2. Payment can also be created from the report “Payment forecast”. For that it's necessary to fill in the filtering fields of the report and select “Report”. After the report is created, button “Create payment” will appear. By pressing this button, new payment document will be created with prefilled fields. It's recommended to save the document. After checking all the data payment should be confirmed.
Settings > Finance settings > Payment mode
. On prepayment payment mode type “Equal” should be used to avoid mistakes. Type “Equal” checks that using prepayment gives total sum 0. Currency sums are also calculated when used.What | D/C |
---|---|
Usual payment | |
Money | credit |
Debt to supplier | debit |
Prepayment to supplier | |
Money | credit |
Prepayment to supplier | debit |
Using prepayment with “Equal” payment type | |
Prepayment to supplier | credit |
Debt to supplier | debit |
Finance account for money is taken from the payment type - whether bank, netting, prepayment etc
Finance account for Debt to supplier and prepayment are taken from the System settings > Purchase settings > Supplier prepayments, Supplier unpaid invoices
Program offers the possibility to export payments to internet bank. For that there is a button “SEPA EST” on the payment document. For this button to appear “Export type” needs to be defined on the payment mode. In addition “Bank account” and “Bank” fields are also necessary for exporting payments to internet bank.
After clicking “SEPA EST” a window opens where payment files can be downloaded. Next step will be logging into internet bank and selecting “Import of payments”. After that upload the file into bank. After confirming the payments in the bank the operation is complete. For successful payments export into bank, supplier's bank account and if necessary reference number, need to be filled in on payment rows.
Each click on “SEPA EST” button generates new values in “Payment No.” field. Later for relating bank statement and payment it's important to make sure that the newest export file is uploaded into bank.
Data order in Export file (SEPA EST) description:
When working with different companies and their payments it's recommended to use System setting > Company short code - in window title
to distinguish different companies payment files more easily. Payment file name format is following: Payment_number_company_short_code_payment_moce_code.
LHV and Swedbank offer the possibility to send payments directly to bank.
If the purchase invoice is not in the base currency, then there will be an exchange rate difference in payment. It is necessary to follow the next rules in order for the exchange rate transactions to be correct. The following system settings accounts are used in the examples:
Needs to be indicated on payment:
The finance transaction is created after payment confirmation:
Needs to be indicated on payment:
The finance transaction is created after confirming the payment document:
Needs to be indicated on payment: (NB! Given order is important):
The finance transaction is created after confirming the payment document:
Needs to be indicated on payment:
The finance transaction is created after confirming the payment document:
Needs to be indicated on payment:
The finance transaction is created after confirming the payment document:
Works only on the new design payment document.
Needs to be indicated on payment: (NB! Given order is important):
The finance transaction is created after confirming the payment document:
If supplier has issued invoices and credit invoices and to be paid sum is negative, it will be marked with red. Red field is informative.
Double click in the payment row field “Purchase invoice” opens the list of purchase invoices for pasting. Select “Settings” for activating Multiple record paster (window stays open)
This error message occurs when you want to send purchase invoices to a bank, but some purchase invoices have a different supplier name. In this case, purchase invoices with a different suppliers name will not be joined.
It is allowed to send credit invoices to bank with purchase invoices. One supplier purchase invoices are joined, if the supplier name is written in the same way. Purchase invoices with reference number will not be joined.
If too many purchase invoices are paid together, the purchase invoice numbers will not fit in the comment field. Also, the payee does not know which purchase invoices have been paid.
Xml fail adds all purchase invoices lines of one supplier together and purchase invoices numbers are written to the comment field when importing one suppliers purchase invoices to the bank.
Bank issues a warning that comment is too long, if too many purchase invoices are paid together and reference numbers are not in use.
Possible solutions:
To simplify verification, the Directo purchase invoice number is added to the Payment finance transaction.
Finance transactions from ledgers in rows - asset part too
Finance transactions from ledgers in rows - debt part
Every purchase invoice exchange rate transaction is on a separate line and the purchase invoice number and header object are added to the transaction line to track exchange rate gains/losses.