Setting up creditor payment – Uniconta

Watch a VIDEO about creditor payments. Setting up the bank account, draft, bank formats and file formats are described in minute 1:00 -17:00. Vendor card setups are described in minute 17:00-25:00. The rest of the video shows how you can use the system to handle vendor invoices all the way from physical receipts (inbox) to posting invoices in a draft and on to payment proposals from which you can create a payment file and transfer payments to a draft for posting these payments. Setting up creditor payment First, a review of the setup needed to create payment files.

Create a new account for the bank, remember to select the bank account type as shown below;
Create a draft for the new bank, possibly two, one for payments (creditors) and one for reconciliations. Read more here;
Go to bank reconciliation and click 'Load bank statements' and set up formats for the new bank. Read more here;
Go to Accounts payable/File format and set up a new file format as shown below;
Go to vendor and change all payment formats to the new bank. Read more here.

Setting up a bank account

One or more bank accounts must be created. Bank accounts are created and maintained under Finance/Bank reconciliation. NOTE: Bank accounts must have the account type "Bank" in the Chart of Accounts for them to be used.

A bank account for Danske Bank has been created here. IBAN and SWIFT must be filled in if payments are to be made abroad. Note: If you get the following message: The Bank Identification ID is mandetory for '[Bank Name]' You must go to Finance/Bank Reconciliation, select the current bank, edit it, and enter the identification ID.

File format selection

A file format must be created for the payment method Danske Bank. This is done under Creditor/Maintenance/Payment method file formats.

Description of the individual fields

Field name	Field Description
Formatting	Enter a desired name for the formatting setup e.g. DB if you use Danske Bank
Name	For example, if you have entered DB in the Formatting field, you can enter Danske Bank, i.e. a more detailed text for the actual formatting setup.
Default format	Check this box if you want the payment format to be your default format. This is the format you want to use when paying your creditors, unless another format is selected on the individual creditor.
Payment format	Here you can choose between the different payment formats available in Uniconta. The following formats are currently available. Danske Bank (DanskeBank_CSV) and Nordea (Nordea_CSV) have their own readout format. The other banks are connected to one of the three banking centers (BankData, BEC_CSV or SDC). CSV is used to create a unique payment reference used for collective payments. Collective payments can be transferred to the accounting journal without creating a payment file by using the payment format CSV. You must press 'Create file for payments' before the unique payment reference is created. The ISO20022 formats will not be reviewed in this document.
Grouping	Grouping is used for Collect payments. In short, it allows you to collect payments to the same vendor according to different principles. 'Invoice' will create one payment per invoice. Read more about this in the Co-payments section.
Bank account	Filled in with the bank account in the chart of accounts to which your creditor payments should be debited.
Draft	Fill in the accounting draft you want the vendor payments to be transferred to when you want to post the payments. The field can be left blank and then just select the draft when transferring payments to the draft.
Business day	If your vendor payments are due on a Saturday, for example, you can set up the system to automatically change the payment date to the first business day before or after the due date. You can read more about this here.
Long advisory text	Check the box if you want to include long notification texts. Note! Many banks charge extra for long notification texts, you can read more about this here.
Notification	Custom setup of a message to the recipient of a payment. You can read more about this here.
Our message	Custom setup of message for own bank statement. You can read more about this here.
Settings for payment formats	There are currently only additional settings for the payment formats XML ISO20022.

Vendor setup and entry for purchase invoices. purchase invoices

It is recommended to fill in the payment information for each vendor under Vendor/Creditor and the Edit button. The fields Payment method, SWIFT and Payment ID are used to specify how each vendor should be paid. Payment by bank transfer to Danish bank account If your supplier is to be paid by bank transfer, fill in the fields as follows:

The Payment ID field is filled in with the Danish bank account number. The first 4 characters indicate the registration number of the bank and the remaining characters are the account number. The account number can be specified as shown above, but the examples below will also be accepted. When outputting to payment file, all alphanumeric values will be removed. The only requirements are the following:

Registration number is before the account number
Registration number must always be 4 digits
The account number will be read as all the digits that come after the registration number. Uniconta automatically inserts leading zeros.

Examples that will be valid:

66107051101114
6610 7051101114
6610-7051101114
6610/7051101114
Regnr: 6610 Account number: 7051101114
6610567689
6610-567689
6610 567689
6610/567689
Account number: 6610 Account: 567

A foreign bank account number that is not IBAN can also be specified. Here it is required that the SWIFT code is filled in. For a foreign bank account number, there will be no requirements for the registration number and length of the account number. Technical info: The creditor's bank account is also what we call BBAN (Basic Bank Account Number). The Payment ID field is an alphanumeric free text field. Payment by bank transfer to foreign bank account If your supplier is to be paid by bank transfer, fill in the fields as follows:

For bank transfers abroad, an IBAN number and a SWIFT code must be provided. The only requirements are the following:

Enter the SWIFT code in the SWIFT field.
IBAN number is entered in the Payment ID field

The format will be validated when creating the payment file. Payment with payment ID / payment card If your supplier is to be paid using a bank transfer, fill in the fields as follows. Below is an explanation of the value in the Payment ID field, which can be filled in different ways on the vendor.

First, a brief overview of how an OCR line is structured:

Map type	Uniconta supports the following map types 71, 73, 75 and 04.
Payment ID	The payment identifier, which is 15 digits on +71 cards, is a unique identification of the payment. The last digit is a check digit, which is modulus-calculated, and this digit is not entered but automatically calculated by the system. The Payment ID will typically be a sequential number, such as an Invoice number. Debtor number is also often included in the Payment ID. In the example above, the first 9 digits are used for the Debtor number. The following five digits are reserved for the sequential invoice number and are the only variable value in this example.
FI Creditor number	Is a unique number assigned to a company by the bank so that the bank can recognize which bank account the payment should be deposited into. The creditor number has 8 digits - the first digit is 8. The creditor number can be entered with or without a leading +, but as a minimum there must be a space between the payment ID itself and the FI creditor number. Examples that will be valid: +82302956 82302956

If your supplier is to be paid using a FIK-71 payment card and you have selected Payment method +71 and entered the FI creditor number in the Payment ID field, you only need to enter the payment ID itself when posting the purchase invoice, e.g. as shown here in a posting draft: The OCR line on the vendor invoice is shown below. The invoice number is '123'.

Here is another example where the payment ID has a series of leading zeros. It is not necessary to enter the leading zeros, as the system inserts them itself:

If the Payment ID field is left blank on the vendor, the entire payment ID must be entered when posting the purchase invoice. It is not necessary to enter the leading zeros, the system will take care of inserting them. In this example, the invoice number is the first part of the Payment ID.

You can also copy the entire OCR line from the PDF invoice into the Payment ID field to avoid typing.

Setting up automatic payment ID creation To further optimize user-friendliness when registering vendor invoices and vendor payments, the option has been introduced to create a setup on the vendor so that the payment ID does not have to be entered manually when posting purchase invoices. In the example, we have a vendor sending invoices with the OCR line below. The only value that changes is the invoice number. The invoice number is therefore replaced with the character 'n'. In our example, the invoice number is 5 digits '00123'. The last digit '5' is a check digit that the system calculates itself.

Uniconta will automatically insert the invoice number specified on the invoice item and add the check digit. In the example below, we have a supplier who has sent an invoice with invoice number 7519258. The first digit of the invoice number is not part of the payment ID, as you can see below. The seven digit invoice number is entered during registration. Uniconta will make sure to remove the first digit when creating the payment ID.

Here is an example of how the invoice is registered in an accounting journal. Note that nothing is filled in the Payment ID field. You only need to remember to enter the invoice number as it is used to create the OCR line.

FIK mask can also be used for +75 and +04. Kortart +73 Card type +73 does not have a payment ID in the form of a number, as this card type provides the name of the payer. The OCR line may look like this.

In the Payment ID field on the vendor, enter the vendor number.

Here is an example of how the invoice is registered in an accounting journal.

Kortart +75 FIK75 is very similar to FIK71. The difference is that the payment ID is 16 digits and a message can be written to the recipient. There are the same options for FIK mask etc. that were reviewed for FIK71. In this example, only an invoice number is specified in the payment ID.

The FIK mask will look like this on the creditor.

Map type +04 Giro 04 has a fixed payment ID and it can be entered on the vendor as shown above. Note that it is not necessary to specify leading zeros.

In this example, the fixed payment ID is 65375998 and the check digit is 5.

Here is an example of how the invoice is registered in an accounting journal. Note that the Payment ID is blank, as the Payment ID is retrieved from the vendor during the payment.