Payment proposals can be found under Accounts payable/Reports/Payment proposals
Use the 'Check' button to validate the payments before they are printed to the bank. The same validation will be done when the payment file is created, so it is not a requirement to check before creating the file.
Three errors were found. There is a detailed error description in the 'System info' column.
Errors can now be corrected before a payment file is created.
Remember to press the Save button after making corrections.
The payments have now been corrected and are all 'Ok' and ready to be uploaded to the bank.
Clicking the 'Create file for payments' button brings up the dialog below.
Select the desired Payment method here. The payment method will be filled with the default value, but can be changed.
Next, enter a file name and location for the file, as shown below.
Hint: You can then filter the 'System Info' column with the value 'Paid' and see all the payments read out.
The payments can then be transferred to draft if you want to post the payments immediately. Another option is to manually check the 'Paid' column to keep track of which payments have been sent to the bank.
Note: The payment format 'CSV' can be used to create payments/collective payments and transfer them to the Accounting journal without creating a payment file and without having various bank validations.
Click 'Create file for payments'. A file will not be created, but a unique Payment Reference will be created and used for collective payments.
By pressing the 'Transfer to draft' button you get the dialog below. All visible entries will be transferred with the exception of the entries that have a 'check mark' in Pending.
The dialog box will be filled with the default values you may have specified under 'File formats for payment methods'.
In the example above, the payments will be transferred to the 'Day' draft and posted to bank account 5850.
When posting, the payments are automatically offset against the invoice item.
NOTE: When paying in foreign currency from a Danish bank account, it is not recommended to post the payments at the same time as the payment file to the bank is created. This is because the exchange rate that the bank will use in connection with the payment. payment is not known until the payment is completed in the bank. Instead, it is recommended to post the vendor payments via the bank reconciliation/import of bank statements.
You can use the various filtering options available in Uniconta to your advantage.
Here a filtering has been made on Payment format 'Misc'. The filter is saved in Layout and will therefore only show postings with Payment format 'Misc'.
NB. Only the payments that have been searched for will be read out in the payment file.
Hint: You can use the Comment field to search for payments.
In the example below, a code 'x' has been entered in the payments to be printed. This makes it easy to filter on them.
Note: When you open the Payment Proposal screen, Uniconta will try to update the entries with a Payment Format if it is not already filled in on the entry. This is done according to the following logic. If a Payment Format is specified on the vendor, it will be used, otherwise the Payment Format specified as 'Standard' will be used. This is why you see the field filled in, but the field will be blank in the original entry.
Video on creditor payments
Watch a VIDEO about vendor payments. Here you can see an example of how to create a payment file from payment proposals with and without collective payments from minute 29:20-39:30 and how to post payments from payment proposals in minute 39:30-43:00. The rest of the video shows setups for vendor payments and how you can use the system to handle vendor invoices from physical receipts (inbox) to posting invoices in a draft and on to payment proposals.Description of the fields
| Felt | Read/Write | Field Description | Note |
| Account number | R | Vendor number | |
| Account name | R | Vendor name | |
| Date | R | Posting date of the vendor invoice | |
| Due date | R | Date when the payment is due | can be changed creditor/open items - edit |
| Payment date | W | Payment date | The payment date is the day you choose to pay the invoice and the money is deducted from your bank account. The payment date is initiated with the Due date and if this is exceeded, the payment date is filled in with Today |
| Text | R | Posting text | This text is not output in the payment file |
| Invoice | R | Supplier invoice number | |
| Invoice amount | R | Invoice amount | |
| Remaining | R | Remaining amount | The amount sent for payment in the bank |
| Partial payment | W | Installment amount |
Only fill in if you do not want to pay the full amount. Partial payment amounts are transferred to Payment amount.
If an amount is entered in Partial payment, any cash discount is not taken into account.
|
| Payment amount | R | Payment amount | Payment amount is the amount that appears in the payment file to the bank. |
| Account assignment type | R | Account assignment type | Can be Invoice, Credit note and Payment If there are payments, you can offset these on the vendor before creating a file for payment. If there are credit notes, you must use collective payment to get the total amount for payment in the bank. Otherwise, these must be offset on the vendor before creating a file for payment. |
| Commentary | W | Internal comment | Information in this column is for internal use only. The information will not be included in the payment file. |
| Announcement | W | Message to recipient | Text in this field is read out in the payment file. |
| System info | R | System information | In this column, enter any errors that prevent the payment from being created. The column is filled in in connection with. a validation that is performed before the payment file is created. The column gets the status 'Ok' if the payment is checked without errors. The column gets the status 'Paid' when the payment has been correctly read out. The information in System info only 'lives' as long as the screen is open. |
| Payment format | W | Format (File formats for payment methods) | An indication of which payment method is selected for each payment. |
| Appendix | R | Annex number | |
| Waiting | W | Waiting | If the 'Pending' field is filled in, this payment will not be included in the payment file and the payment will not be transferred to the accounting journal. All items can now be selected at once by checking the box in the header. |
| Paid | W | Paid - The transaction is read out in a payment file | The field can be used to keep track of which payments have been transferred to the bank. The check mark is automatically set in connection with reading out the payment file. The payment will not be output to a payment file if the field has a 'check mark'. You can always uncheck the payment if you want to read the payment again. This can be done manually or by using the 'Uncheck Paid' button. |
| Physical | R | Physical | Indicates if a physical voucher is attached to the payment. |
| Payment | W | Payment terms and conditions | |
| Payment method | W | ||
| Payment ID | W | Payment ID | Here you can see the payment ID that the item is booked with. As a rule, the entries are posted with the payment information specified on the vendor, unless other payment information is entered, for example, on the purchase order or in the accounting journal when posting the purchase voucher. posting of the purchase voucher. You can manually enter/change the payment ID on the payment overview or by editing the open vendor record. If you remove an incorrect value in this field, for example, that was entered when posting the voucher. the posting of the voucher, you can use the Update button to retrieve the information from the vendor master data. |
| SWIFT | W | SWIFT code | |
| Discount date | W | Cash discount date | Invoices paid before this date will trigger a cash discount. |
| Cash discount | W | Cash discount amount | Cash discount amount |
| Utilized cash discount | W | Utilized cash discount | Cash discount amount that will be used. You can read more about Cash discount here. Note: for collective payments, the payments are unfolded by transfer to the accounting journal if cash discount is used. |
| Payment reference (EndToEndId) | R | EndToEndID | Unique reference ID that identifies the payment. The ID is sent to the bank and for some banks will be returned in the bank statement. |
| Payment reference | R | Internal payment reference id | |
| Reporting code | W | Regulatory reporting purpose code | The field is currently only used in connection with payments from ISO20022_SE or ISO20022_NO. It is for regulatory reporting in Sweden and Norway. |
| Reporting text | W | Regulatory reporting purpose text | The field is currently only used in connection with payments from ISO20022_SE or ISO20022_NO. It is for regulatory reporting in Sweden and Norway. |
Description of buttons on the ribbon
Mark Pending button The 'Mark Pending' button can also be used to search for payments. By pressing the button, all payments will be marked as 'Pending'. You can then manually deselect the payments that are to be included in the payment run. Controllers
Select which Payment format you want to check.
Three errors were found. There is a detailed error description in the 'System info' column.
Errors can now be corrected before a payment file is created.
Remember to press the Save button after making corrections.
The payments have now been corrected and are all 'Ok' and ready to be uploaded to the bank.
Create file for payments
When you are ready to create a payment file for the bank, select the button Create file for payments:
Clicking the 'Create file for payments' button brings up the dialog below.
Select the desired Payment method here. The payment method will be filled with the default value, but can be changed.
Next, enter a file name and location for the file, as shown below.
Hint: You can then filter the 'System Info' column with the value 'Paid' and see all the payments read out.
The payments can then be transferred to draft if you want to post the payments immediately. Another option is to manually check the 'Paid' column to keep track of which payments have been sent to the bank.
Note: The payment format 'CSV' can be used to create payments/collective payments and transfer them to the Accounting journal without creating a payment file and without having various bank validations.
Click 'Create file for payments'. A file will not be created, but a unique Payment Reference will be created and used for collective payments.
Transfer to draft
When you want to post the payments, select the Transfer to draft button:
By pressing the 'Transfer to draft' button you get the dialog below. All visible entries will be transferred with the exception of the entries that have a 'check mark' in Pending.
The dialog box will be filled with the default values you may have specified under 'File formats for payment methods'.
In the example above, the payments will be transferred to the 'Day' draft and posted to bank account 5850.
When posting, the payments are automatically offset against the invoice item.
NOTE: When paying in foreign currency from a Danish bank account, it is not recommended to post the payments at the same time as the payment file to the bank is created. This is because the exchange rate that the bank will use in connection with the payment. payment is not known until the payment is completed in the bank. Instead, it is recommended to post the vendor payments via the bank reconciliation/import of bank statements.
Searching for payments
Payments can be selected by Due date by using the date delimitation below. Further delimitations can be made in the payment image. Note! Open vendor records with the value 'None' in the Payment method field are automatically filtered out. The payment method 'None' can, for example, be used for creditors that are paid via supplier service, PBS or similar. If you have mistakenly posted a purchase invoice with the payment method None, this can be corrected on the open vendor record under the Open records button in the vendor file and then the Edit button.
You can use the various filtering options available in Uniconta to your advantage.
Here a filtering has been made on Payment format 'Misc'. The filter is saved in Layout and will therefore only show postings with Payment format 'Misc'.
NB. Only the payments that have been searched for will be read out in the payment file.
Hint: You can use the Comment field to search for payments.
In the example below, a code 'x' has been entered in the payments to be printed. This makes it easy to filter on them.
Note: When you open the Payment Proposal screen, Uniconta will try to update the entries with a Payment Format if it is not already filled in on the entry. This is done according to the following logic. If a Payment Format is specified on the vendor, it will be used, otherwise the Payment Format specified as 'Standard' will be used. This is why you see the field filled in, but the field will be blank in the original entry.
Exclude payments to a specific supplier
If you have some suppliers that are paid via supplier service, for example, and you therefore want to exclude them from your payment proposal, you can do this:- Create a new file format under Accounts payable/Maintenance/Payment method file formats;
- E.g. LS for SupplierService (you don't need to fill out the entire form);
- Next, correct the payment format for the creditors registered with LeverandørService under Creditor/Creditor (click 'Edit' and select 'Payment format').
- Now you have the option to exclude this group of creditors in Creditor/Payment proposal by using '≠' in the'Filter by field' line in the payment format column.
Only pay approved invoices
If you only want to pay approved invoices, you can insert the approve fields as described below and delimit on these before you create the file for the bank.- Open the vendor payment screen under Vendor/Reports/Payment proposal
- Select the Layout/Other fields button
- Click your mouse on the small arrow marked in red below and scroll down the list until you find the Approved fields.
Select the small checkbox next to the approved field(s) that you want to be able to delimit on and select the button with the arrow in the center of the screen and select the Finish button.
- You can now delimit the approved fields as desired, and when the payment file is created, only the records you have delimited will be included in the payment file.