Collect payments allows you to collect payments. This can be an administrative and cost-saving feature if you have many payments to the same vendor.
Grouping
Collective payment button
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 entering a due date or using some of the other filters that are available.
All payments will be checked before the merge, any incorrect payments will be placed in the 'Deselected' group - read more about the 'Deselected' group further down.
The dialog box below will appear.
Grouping is set to the value you have defined for the payment method. Grouping can be changed if desired.
Collective payments can only be created for one payment method at a time.
It is possible to cancel Collective payments by pressing the button again.
Credit note etc.
Credit notes or other transactions with the opposite sign are also included in collective payment. In the first group, for example, there is a discount of 7.50. This is included in the total payment amount.
Columnslocked for editing
Some of the columns will be locked for editing when using Collective Payments. These are the columns Payment date, Payment format, Payment method, Payment instruction code and SWIFT.
Notification text to recipient
All invoice numbers included in the payment will be written in the payment file. (Note. For some banks/formats there will be limited space to write all invoice numbers).
Button 'Unfoldall'
This button becomes active if you use collective payments. All groups will be unfolded by pressing this button.
'Collapseall' button
This button becomes active if you use collective payments. All groups will be collapsed by pressing this button.
The 'Check' button
Check will check each payment in the group and if one of the payments is incorrect, it will not be included in the total payment. The error description can be found in the 'System Info' column.
The button 'Create file forpayments'
One payment will be created per group.
Grouping 'All' collects the payments regardless of the payment date, if there are different payment dates within the same group, the earliest payment date will be used for the total payment.
In the example below, the payments have been grouped into five groups.
The first four groups will result in seven payments in the payment file. 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 that characterizes the individual payments in the group.
Collective payment: -
The payments in this group will be handled individually. This means that four payments will be created for the four creditors.
Collective payment: 100018-75/0000001167582525-80268556-DKK
There are 5 payments to creditor 100018 that fulfill the conditions to be combined into one payment.
One payment of DKK 6,050.00 will be transferred. The payment will be executed on d. 12.11.2019.
Collective payment: 1000034-DE11600700700138396700-DEUTDESSXXX-EUR
There are 2 payments to creditor 100034 that fulfill the conditions to be combined into one payment. It is a foreign payment of 3.686,00 EUR, which will be executed on d. 12.11.2019.
Collective payment: 1000052-56780089463654-DKK
There are 5 payments to creditor 100052, which meet the conditions to be combined into one payment.
When transferring to the bank, there will only be one payment of DKK 1,992.50. The payment will be executed on d. 12.11.2019.
Collective payment: Deselected
All payments with errors will be placed in the 'Deselected' group. These payments will not be read out in the payment file.
Payments that have a 'tick' in Pending or Paid will also be placed here. Payments that do not relate to the current Payment method will also be placed here.
Grouping 'Date' collects payments with the same payment date - other collection conditions must also be met.
In the example below, the payments have been grouped into four groups.
The first three groups will result in ten payments in the payment file. 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 composition of the unique key that characterizes the individual payments in the group. Note that the payment date has become part of the Collective Payment ID.
Collective payment: -
The payments in this group will be handled individually. This means that eight payments will be created for the six creditors.
Collective payment: 1000018-75/0000001167582525-80268556-DKK-20191112
There are five payments to creditor 100018 with payment date 12.11.2019, which meet the conditions to be combined into one payment. One payment of DKK 5,596.00 will be transferred. The payment will be executed on d. 12.11.2019.
Collective payment: 1000052-56780089463654-DKK-20191112
There are four payments to creditor 100052 with payment date 12.11.1019, which meet the conditions to be combined into one payment. When transferring to the bank, there will be one payment of DKK 1,492.50. The payment will be executed on d. 12.11.2019.
Collective payment: Deselected
All payments with errors are placed in the 'Deselected' group. These payments will not be output in the payment file. Payments that have a check mark in Pending or Paid will also be placed here. Payments that do not relate to the current Payment method will also be placed here.
Grouping 'Week' collects payments with the same payment date within the same week number - other collection conditions must also be met.
In the example below, the payments have been grouped into five groups.
The first four groups will result in seven payments in the payment file. 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 composition of the unique key that characterizes the individual payments in the group. It should be noted that the week number has become part of the Collective Payment ID.
Collective payment: -
The payments in this group will be handled individually. This means that four payments will be created for the four creditors.
Collective payment: 1000018-75/0000001167582525-80268556-DKK-45
There are 5 payments to creditor 100018 with a payment date in week 45, which fulfill the conditions to be combined into one payment. One payment of DKK 6,050.00 will be transferred. The payment will be executed on d. 12.11.2019.
Collective payment: 1000034-DE11600700700138396700-DEUTDESSXXX-EUR-45
There are 2 payments to creditor 100034 with a payment date in week 45, which fulfill the conditions to be combined into one payment. It is a foreign payment of 3.686,00 EUR, which will be executed on d. 12.11.2019.
Collective payment: 1000052-56780089463654-DKK-45
There are 5 payments to vendor 100052 that have a date in week 45, which meet the conditions to be collected into one payment. When transferring to the bank, there will be one payment of DKK 1,992.50. The payment will be executed on d. 12.11.2019.
Collective payment: Deselected
All payments with errors are placed in the 'Deselected' group. These payments will not be output in the payment file. Payments that have a check mark in Pending or Paid will also be placed here. Payments that do not relate to the current Payment method will also be placed here.
A payment file has been created for the above payments. This has resulted in seven payments. The column 'Paid' indicates that the transactions have been read from the payment file.
The column 'Payment reference' is a unique ID per payment.
In the example, seven lines are transferred to the accounting journal. The transactions related to the payment are listed in the 'Offsets' column and will automatically offset the invoices when posting.
Setting up
Under Vendor/Maintenance/Payment method file formats, you can define which grouping to suggest for each payment method. Grouping can always be overridden in the Payment proposal.
Grouping
- Invoice - This is the default setup. One payment per invoice. This grouping will not group the payments together.
- Date - Collects all vendor invoices with the same payment date.
- Week - Collects all vendor invoices with the same payment date within the same week.
- All - Collects all vendor invoices regardless of payment date.
Collective payments
The payment proposal below lists 19 payments to different creditors.
Collective payment button
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 entering a due date or using some of the other filters that are available.
All payments will be checked before the merge, any incorrect payments will be placed in the 'Deselected' group - read more about the 'Deselected' group further down.
The dialog box below will appear.
Grouping is set to the value you have defined for the payment method. Grouping can be changed if desired.
Collective payments can only be created for one payment method at a time.
It is possible to cancel Collective payments by pressing the button again.
Credit note etc.
Credit notes or other transactions with the opposite sign are also included in collective payment. In the first group, for example, there is a discount of 7.50. This is included in the total payment amount.
Columnslocked for editing
Some of the columns will be locked for editing when using Collective Payments. These are the columns Payment date, Payment format, Payment method, Payment instruction code and SWIFT.
Notification text to recipient
All invoice numbers included in the payment will be written in the payment file. (Note. For some banks/formats there will be limited space to write all invoice numbers).
Button 'Unfoldall'
This button becomes active if you use collective payments. All groups will be unfolded by pressing this button.
'Collapseall' button
This button becomes active if you use collective payments. All groups will be collapsed by pressing this button.
The 'Check' button
Check will check each payment in the group and if one of the payments is incorrect, it will not be included in the total payment. The error description can be found in the 'System Info' column.
The button 'Create file forpayments'
One payment will be created per group.
Aggregate payment result - grouping 'All'
Aggregate payment result - grouping 'Date'
Grouping 'Date' collects payments with the same payment date - other collection conditions must also be met.
In the example below, the payments have been grouped into four groups.
The first three groups will result in ten payments in the payment file. 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 composition of the unique key that characterizes the individual payments in the group. Note that the payment date has become part of the Collective Payment ID.
Collective payment: -
The payments in this group will be handled individually. This means that eight payments will be created for the six creditors.
Collective payment: 1000018-75/0000001167582525-80268556-DKK-20191112
There are five payments to creditor 100018 with payment date 12.11.2019, which meet the conditions to be combined into one payment. One payment of DKK 5,596.00 will be transferred. The payment will be executed on d. 12.11.2019.
Collective payment: 1000052-56780089463654-DKK-20191112
There are four payments to creditor 100052 with payment date 12.11.1019, which meet the conditions to be combined into one payment. When transferring to the bank, there will be one payment of DKK 1,492.50. The payment will be executed on d. 12.11.2019.
Collective payment: Deselected
All payments with errors are placed in the 'Deselected' group. These payments will not be output in the payment file. Payments that have a check mark in Pending or Paid will also be placed here. Payments that do not relate to the current Payment method will also be placed here.
Aggregate payment result - grouping 'Week'
Grouping 'Week' collects payments with the same payment date within the same week number - other collection conditions must also be met.
In the example below, the payments have been grouped into five groups.
The first four groups will result in seven payments in the payment file. 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 composition of the unique key that characterizes the individual payments in the group. It should be noted that the week number has become part of the Collective Payment ID.
Collective payment: -
The payments in this group will be handled individually. This means that four payments will be created for the four creditors.
Collective payment: 1000018-75/0000001167582525-80268556-DKK-45
There are 5 payments to creditor 100018 with a payment date in week 45, which fulfill the conditions to be combined into one payment. One payment of DKK 6,050.00 will be transferred. The payment will be executed on d. 12.11.2019.
Collective payment: 1000034-DE11600700700138396700-DEUTDESSXXX-EUR-45
There are 2 payments to creditor 100034 with a payment date in week 45, which fulfill the conditions to be combined into one payment. It is a foreign payment of 3.686,00 EUR, which will be executed on d. 12.11.2019.
Collective payment: 1000052-56780089463654-DKK-45
There are 5 payments to vendor 100052 that have a date in week 45, which meet the conditions to be collected into one payment. When transferring to the bank, there will be one payment of DKK 1,992.50. The payment will be executed on d. 12.11.2019.
Collective payment: Deselected
All payments with errors are placed in the 'Deselected' group. These payments will not be output in the payment file. Payments that have a check mark in Pending or Paid will also be placed here. Payments that do not relate to the current Payment method will also be placed here.
Transfer to Accounting drawer
Uniconta keeps track of which payment lines have been collected when transferring to the Accounting journal. The system field 'Payment reference' is used for this. Note: It is all visible transactions that will be transferred to the Accounting journal. It is therefore important to select the desired transactions before they are transferred to the Accounting drawer. For example, you could filter on the 'Paid' column.
A payment file has been created for the above payments. This has resulted in seven payments. The column 'Paid' indicates that the transactions have been read from the payment file.
The column 'Payment reference' is a unique ID per payment.
In the example, seven lines are transferred to the accounting journal. The transactions related to the payment are listed in the 'Offsets' column and will automatically offset the invoices when posting.