Version-94With the new module - it is now possible to improve the security of creditor bank information used for payment.
If changes are made to Bank Account Number, FI Creditor Number, IBAN or SWIFT, the bank information will change status to “Awaiting Approval” and cannot be used for payment until it has been approved by the correct person.
It can help detect suspicious activities or irregularities in banking information and enables appropriate measures to be taken to ensure the integrity of banking information and protect against fraud.
Activating the module
The module is activated under “Turn functions on/off”:
When activating the module, there will be a number of functions and screens that will change. This will all be covered in this article.
Setting up the module
Approve
It's important to decide who in the company should have the rights to approve the creditor's bank details.
By default, the owner of the accounts will have rights to approve when the module is activated.
The setup is done under “Manage users”. A new menu item “Other settings” has been added here.
Check “Allow approval of creditor payment information” if the employee should have rights to approve creditor bank information.
Note: By default, the owner of an account has access to everything under “Other settings” even if the fields are not checked. To remove the owner as an approver, you must currently use this workaround. A record must be created in CompanyUserAccess. This is done by, for example, changing a value under User rights. It can then be changed back. Now values can be changed under “Other settings” for the owner.
Vendor
When the module is activated, all current vendor bank details will be defined as approved by default. It is only when bank details are changed that an approval is required.
Note: The “Approve bank details” field will be blank and will only get a value the first time you change the bank details of the vendor.
The field group “Payment” has changed on the vendor:
Description of fields
| Field name |
Field Description |
| Approve bank details |
It is a status field that has the value i.e. (<blank>, Pending and Approved):
<blank>, the field is blank as long as you have not changed the creditor's bank details after activating the module. This means that bank details are by default Approved.
<Pending> this status indicates that changes have been made to the bank details and require approval before they can be used for payments.
<Approved> this status indicates that the creditor's bank details are approved and can be used for payments |
| Payment method |
It is possible to change the value in this field.
Here you specify the default Payment method used for this vendor.
The value in the Payment ID field will change depending on which Payment method is selected. |
| Payment ID |
It is not possible to change the value in this field. The value is shown here, which is under creditor bank details. |
| SWIFT |
It is not possible to change the value in this field. The value is shown here, which is under creditor bank details.
The SWIFT code is used for international payments. |
Bank details
A new menu item “Bank information” has been added to the vendor overview. The menu item has two sub-menus:
- Bank account - opens screen with creditor bank details.
- Approve - Approve bank details. Menu item is only active if user has authorization rights to approve.
Selecting the Bank account menu item opens the following screen.
Description of fields - Bank details
Below is a description of the fields
| Field name |
Field Description |
| Bank details |
|
| Bank account |
The field is BBAN which is the national bank account number in DK - <Registration number> - <Bank account number> |
| FI Creditor number |
This is the 8-digit code indicated on the payment slip that refers to a bank account (FIK or GIRO) |
| FI Mask |
We also have this today, but now it is only the first part, i.e. the Payment ID.
It is especially useful when using Uncionta Scan/Paperflow, so we only need to be able to lift the Invoice number.
Note: This field can be changed without requiring approval. |
| SWIFT |
The SWIFT code is used for international payments. |
| IBAN |
IBAN is used for international payments. It is validated if it is a valid IBAN number. |
| Payment method |
It is not possible to change the value in this field.
It just shows what you have selected as the default Payment method under Vendor. |
| Address |
|
|
Here you can enter your bank name and address.
Bank name and address are automatically retrieved when you enter a valid bank account. Bank and address are found from the 4-digit registration number. |
With the new module, more than one payment method can be specified. In the example above, we only have the payment method “+71”. We can now fill in the other bank details if we know them.
If you press Save and you have the rights to Approve, the bank details will automatically change status = Approved, if you do not have rights, the status will still have the value “Pending”.
If changes are made to the bank details, they will also be written in the log, so you can track who has made the changes and who has approved them. Only changes in the following fields will change status and be written in the log.
Below you can see in the log that a user has changed the FI vendor number (FIK) and added BankAccount
Bulk authentication of bank credentials
In the vendor overview, you can approve multiple vendor bank details at once by selecting them and clicking Approve.
Notification center
Changes to bank details are also written under Notifications.
Preferences (e-invoice)
When activating the module, the checkmark below will be visible under Company/Maintenance/Preferences.
If this box is checked, the vendor's bank details will be updated if there is a difference between what is stated on the vendor compared to what the supplier has stated in the e-invoice received.
Note: In this way, the accountant will be made aware that the supplier has changed bank or otherwise changed their payment information, if you do not check this box, the accountant will only become aware of the bank account change when the payment is rejected by the bank or when the supplier points out the changes.
Example:
In the e-invoice, the Supplier allows FIK71 payment or account transfer
In Uniconta, the supplier's payment information is registered as shown below before the invoice is received.
The supplier has changed bank - i.e. a change in the Bank account field. The supplier no longer wants to be able to pay via IBAN. The FIK71 FI vendor number is the same.
The following updates have been made in connection with receipt of the e-invoice.
Bank account has been updated and SWIFT/IBAN has been removed. The bank address has also been updated.
Status is also set to “Pending” as a change of bank details requires an Approval.
The log will also show what has happened. The Username will say “e-invoice” when updating via an e-invoice.
Payment suggestions
Under payment proposal, there is a validation for whether the creditor bank details are approved. If they are not approved, the payment will fail with the following message “Creditor bank details are not approved”.
It is still possible for the user to change the Payment ID field, but the payment will be rejected if it does not match the approved bank details of the vendor.
It is possible to change the payment method on the payment proposal and then the approved information is retrieved from the creditor's bank details.
Uniconta scan and Paperflow
If you have checked the “Automatically create creditor” parameter in the “Document scanner” section under preferences, the bank details will be created on the creditor.