In the description, the word 'Payments' will also cover the concept of collection. Collection, which means that you debit your receivable from your customer's account.
Payments are made in the screenshot below. All open debtor entries are shown.
Below is an overview of the columns.
| Column |
Read/Write |
Description column |
Note |
| Payment status |
R |
Payment status |
The payment status will automatically be updated, but can also be changed manually.
A more detailed description can be found in the section 'Button - Change status'. |
| Shipped |
R |
Sent is the date/time when the invoice was sent. |
|
| Account |
R |
Debtor number |
|
| Account name |
R |
Debtor name |
|
| Date |
R |
Posting date of the entry |
|
| Due date |
R |
Date when the payment is due |
|
| Payment date |
W |
Payment date |
The payment date is initiated with the Due date and if this is exceeded, the payment date is filled in with Today's date. Bank holidays will be taken into account if this feature is enabled. Read more here.
The payment date is the business day when the amount is posted to your and your customer's accounts. |
| Text |
R |
Posting text |
This text is not output in the payment file. |
| Invoice |
R |
Invoice number |
|
| Amount |
R |
The posting amount |
|
| Remaining |
R |
Remaining amount |
The amount charged if the installment amount is not filled in |
| Partial payment |
W |
Partial payment amount |
Only fill in if you do not want to charge the full amount.
If a cash discount is used, the amount minus the discount will be shown in this field. |
| Account assignment type |
R |
Account assignment type |
|
| Status information |
R |
Status information |
A chronological log of all activities performed for the current record |
| Commentary |
W |
Internal comment |
Information in this field is for internal use only and will not be printed in the payment file |
| Announcement |
W |
Message to debtor |
Text in this field is read out in the payment file |
| System info |
R |
System information |
In this column, information that is relevant to the individual entry is entered. This can be error messages etc. |
| Invoice text |
R |
Not used |
Only used by the Danish solution Nets Betalingsservice |
| Payment format |
W |
Format (File formats for payment methods) |
An indication of which payment method is selected for each payment. |
| Appendix |
R |
Annex number |
|
| Payment |
R |
Payment terms and conditions |
|
| Currency |
R |
Currency code |
SEPA Direct Debit only allows payments in EUR |
| Payment reference |
R |
A unique ID for the payment |
A unique ID is generated for the payment when it is sent |
| Collective payments |
R |
An Id for collective payments |
Collective payments use the ID for grouping |
| Discount date |
W |
|
Invoices paid before this date will trigger a cash discount |
| Cash discount |
W |
Cash discount amount |
|
| Utilized cash discount |
W |
|
Cash discount amount that will be used |
Here is a walkthrough of the buttons in the menu
Button - Check
When you press this button, the system will run through a number of validations for the individual entries associated with the current Payment format. This includes checking for deadlines or whether there is an active mandate and a wide range of other validations. The result can be seen in the 'System info' column. Only payments that have 'Ok' will be sent.
Button - Export
All selected payments with status (<Blank>, Resend, Stop) will be sent. A validation is automatically performed before sending. Read more about creating files further down in the description.
Knap - Import
Not used
Button - Collect payments
It is possible to collect payments with the same payment date. There is a longer description of the feature further down in the description.
Button - Unfold all
The button is activated when using bulk payments.
Button - Collect all
The button is activated when using bulk payments.
Button - Change status
Payment status will be updated automatically, but can also be changed manually. In the table below is a description of the different status outcomes. It is possible to change the status of an entry, but there are some limitations - these are described in the last four columns.
| Status |
Description |
Change -> <Blank> |
Change -> Resend |
Change -> Waiting |
Change -> Stop |
| <Blank> |
Default status where the line is awaiting an action. All lines can be changed to this status regardless of the status of the line. However, this will not always be appropriate. |
No, you can't. |
No, you can't. |
Yes, you can |
No, you can't. |
| Sent |
The payment has been sent (the file has been created) |
Yes, you can |
No, you can't. |
No, you can't. |
Yes, you can |
| To be treated |
Not used |
Yes, you can |
No, you can't. |
No, you can't. |
No, you can't. |
| Unsubscribed |
Not used |
Yes, you can |
Yes, you can |
Yes, you can |
No, you can't. |
| Rejected |
Not used |
Yes, you can |
Yes, you can |
Yes, you can |
No, you can't. |
| Reversed |
Not used |
Yes, you can |
Yes, you can |
Yes, you can |
No, you can't. |
| Errors |
Not used |
Yes, you can |
Yes, you can |
Yes, you can |
No, you can't. |
| Received |
Not used |
Yes, you can |
No, you can't. |
No, you can't. |
No, you can't. |
| Difference |
Not used |
Yes, you can |
No, you can't. |
No, you can't. |
No, you can't. |
| Transmitting |
Not used |
Yes, you can |
No, you can't. |
Yes, you can |
No, you can't. |
| Waiting |
This payment status can be set manually |
Yes, you can |
No, you can't. |
No, you can't. |
No, you can't. |
| Information |
Not used |
Yes, you can |
Yes, you can |
Yes, you can |
No, you can't. |
| Stop |
Not used |
Yes, you can |
No, you can't. |
Yes, you can |
No, you can't. |
Button - Transfer to draft
The function will transfer the selected entries to an accounting draft. You will be presented with the dialog below.
The dialog will be filled with the default values you have specified under 'File formats for payment methods'. In the example above, the collections will be transferred to the 'SEPA' draft and posted to the bank account 1010.
Layout 'Other fields'
Via Layout/Other fields you can retrieve fields from e.g. the Mandate table. Mandate, Mandate Status and Template Type are inserted below. You can then filter on active mandates.
Search for payments
Payments can be selected by Due date by using the date delimitation below.
You can use the various filtering options available in Uniconta. In the above, there is a column filtering on Payment format.
NB. Only the payments that are searched for will be read out in the payment file.
Hint: Use the Comment field to search for payments. Enter a code e.g. 'X' in the payments you want to pay. This makes it easy to filter them.
Status 'Pending'
The 'Pending' status can also be used to search for payments. Use the 'Change status' button to change the status of the selected payments. Payments with status 'Pending' will not be included in the payment run.
Button - Collective payments
Collect payments allows you to collect payments per debtor per payment date. This can be an administrative and cost-saving feature if you have multiple collections for the same debtor.
Collective payments are activated by pressing the 'Collective payment' button. Uniconta will now try to collect the payments according to the previously described conditions. It is recommended to filter out all the payments you do not wish to pay at this time. This can be done by using some of the filters in Uniconta.
All payments will be checked before merging and any incorrect payments will be placed in the 'Deselected' group - read more about the 'Deselected' group below.
Collective payments can be canceled by pressing the button again.
Credit note or similar.
Credit notes or other transactions with the opposite sign are also included in collective payment.
Button 'Unfold all'
This button becomes active if you use collective payments. All groups will be unfolded by pressing this button.
'Collapse all' button
This button becomes active if you use collective payments. All groups will be collapsed by pressing this button.
Button - 'Show/Hide Status Information'
The status information can be read directly in the column, but for a better overview it can be displayed at the bottom of the screen.
Button - 'Show/Hide Text'
Only used by the Danish Nets solutions Betalingsservice.
The button - 'Check'
will check each payment in the group and should one of the payments be incorrect, it will not be included in the total payment. The error description can be found in the 'System Info' column.
The payments in the example above have been grouped into six groups.
The first five groups will result in six charges. The last group 'Deselected' contains all the payments that will not be output in the payment file.
Below is a description of the groups. Groups are grouped according to a Collective Payment ID, which is a combination of the unique key (<Debtor number>-<Payment date>) that characterizes the individual payments in the group.
Collective payment: -
The payments in this group will be handled individually. This means that two collections will be created. One for each of the two debtors.
Collective payment: 50001-20190807
Debtor 50001 has seven collections with the payment date 07.08.2019. A collection of DKK 2,990.50 will be created. The payment will be executed on d. 07.08.2019.
Collective payment: 50002-20190729
Debtor 50002 has two collections with the payment date 29.07.2019. A collection of DKK 1,847.27 will be created. The payment will be executed on d. 29.07.2019.
Collective payment: 50002-20190807
Debtor 50002 has four collections with the payment date 07.08.2019. A collection of DKK 1,322.40 will be created. The payment will be executed on d. 07.08.2019.
Collective payment: 50005-20190729
Debtor 50005 has eight collections with the payment date 29.07.2019. A collection of DKK 18,452.92 will be created. The payment will be executed on 29.07.2019.
Note. Please note that two of the transactions are credit notes that will be deducted.
Collective payment: Deselected
All payments that are incorrect or otherwise do not meet the selection requirements are placed in the 'Deselected' group. These payments will not be output in the payment file.
Transfer to Accounting journal
Uniconta keeps track of which payment lines have been collected when transferring to Accounting journal.
In the example, 6 lines are transferred to the accounting journal. The transactions related to payment are listed in the 'Offsets' column and will automatically offset the invoices when posting.
File archive
All generated payment files are archived under File archive. File archive can be opened via the menu in Payment proposal.
Here is an overview of the columns.
| Column |
Read/Write |
Description column |
Note |
| Created |
R |
Date the file was received/sent |
|
| Vendor number |
R |
Creditor number |
Unique identification of the company |
| Export |
R |
Marking for receiving/sending |
Files created in Uniconta will have a markup |
| File name |
R |
The physical file name |
The file name is structured with the following information.
SEPA_.<Schema type>_<Unique FileID>_<Accounting ID>_<Unique Time stamp> |
| File-Id |
R |
A unique file id |
|
| Payment format |
R |
Format (File formats for payment methods) |
An indication of which payment method each file relates to |
| Status |
R |
Status can have the following values:
Pending The file has not been read
Ok The file has been handled correctly
Error A flag that there are Payments/Mandates that need further attention |
|
| Status information |
R |
Is a log of activities |
|
Here is an overview of the buttons in the menu
Button - Show/Hide Status information
The status information can be read directly in the column, but for a better overview it can be displayed at the bottom of the screen.
Button - Export file
The files can be read out if you want to view the content.
Button - Show
Here you can view the content of the individual files.