This guide covers paying purchase invoices in Netvisor either through the Open purchase invoices view or directly from the purchase invoice. The guide includes requirements for successful payments, instructions for handling foreign payments, and possible error messages. Note! Approving a purchase invoice is different from paying a purchase invoice, meaning approval does not deduct the payment from the bank account and mark the purchase invoice as paid; the purchase invoice must still be paid separately after approval.

CONTENTS

For foreign payments

For foreign payments, the following information must be saved for the vendor:

  • Vendor's address details (street, postal code, postal address, and country).
  • The country and currency of the bank account must match the invoice. The country must correspond to the first two letters of the IBAN account number, i.e., the country code.
  • It is recommended to always fill in the bank's address details when the information is available.
  • Bank address details are required when the payment is going to the USA, Canada, or China.
  • More about foreign payments later in this guide.

When you update vendor information, for example the address, and there is already an existing invoice in the company, proceed as follows so that the changes are also updated to the existing invoice:

  1. Return the invoice to unprocessed.
  2. Select Change vendor from the purchase invoice functions.
  3. Change the vendor to another vendor and save.
  4. Then retrieve the correct vendor and save.

After this, the changes made to the vendor information will be updated to the existing invoice.

Paying purchase invoices through the Open purchase invoices view

You can open the Open purchase invoices view by selecting Purchases > Purchase invoices > Open purchase invoices.

To take a purchase invoice for payment, the invoice status must be Approved.

Take purchase invoices for payment through the Open purchase invoices view as follows:

  1. Select the invoices to be paid by clicking the checkbox in front of the invoice number.
  2. Click the "Take for payment" button.

In the Payment selection view, the invoices selected for payment are listed. In this view, the due date can still be changed.

If you want to change the due date for all invoices selected for payment, proceed as follows:

  1. Select the new due date from the calendar icon in the upper right corner.
  2. Click the "Update payment date for selected" button.

If you want to change the due date per invoice, enter the new due date on the invoice row in the Payment date column.

After you have checked the invoices to be paid and the due dates, proceed as follows:

  1. Select the account from which you want to make the payments.
  2. Click the "Continue to summary" button.

If you want to cancel the creation of payment files, click the "Cancel file creation" button.

When you click the "Continue to summary" button, the Payment batch summary view opens. This view shows the payment batch to be created.

Send the payment file to the bank as follows:

  1. Click the "Identify and pay" button.
  2. Identify yourself through strong authentication to verify your identity.

After successful identification, the file is sent to the bank for processing.

Identification is session-specific and user-specific. If you make multiple payments during the same session in the same company, no new identification is required. The user will only need to perform additional verification for the first payment during the same session.

Identification does not need to be done again if you have rights to multiple companies and have already identified during the same session. When you log out of Netvisor, additional verification will be requested again the next time. If identification has already been done during the same session, for example when adding a user, identification will not be requested again in connection with payment processing. The same logic applies to domestic and foreign users.

Payment confirmation and identification

Identification always goes to the last payment confirmer. If payment confirmation is in use in the company and payment confirmation requires, for example, confirmation from two people, identification will only go to the last confirmer. After this, the file is sent to the bank.

The company can choose to enable stricter additional verification settings from the Sales and accounts payable rights section under "Payment confirmation settings". When the setting is enabled, additional verification is required for each payment.

Banks process the payment files they receive according to their payment runs. The payment file is debited from the company's account on the due date set for the payment file.

If you want to cancel sending the payment file at this stage, click the "Return to payment selection" button. The system will then automatically redirect you back to the Payment selection view.

The payment can be confirmed through the Netvisor mobile application by scanning the QR code or using bank credentials. You can also click the Show identifier app. This will display a six-digit code in the view. In the Netvisor mobile application's QR code view, select Enter identifier and enter the six-digit code into the phone.

Finally, a confirmation view of the payment file sent to the bank opens.

Paying purchase invoices from the invoice

A purchase invoice can also be taken for payment directly from the invoice. The invoice status must be Approved and the user must have Purchase invoice payer rights for the "Take for payment" button to be activated on the invoice.

Take a purchase invoice for payment directly from the invoice as follows:

  1. Open the purchase invoice.
  2. Make sure that the invoice status is Approved.
  3. Make sure that you have Purchase invoice payer rights.
  4. Click the "Take for payment" button.

After this, the Payment selection view opens and the payment process proceeds in the same way as through the Open purchase invoices view.

When the payment file for the invoice is sent to the bank, the status of the invoice changes to In payment service. The payment is automatically marked on the invoice when the due date bank statement arrives in Netvisor. After this, the status of the invoice changes to Paid.

Taking an invoice with In payment service status for payment

If you take a purchase invoice with In payment service status for payment again, the button "Take for payment again" is activated on the invoice.

 

In the Payment selection view, the payable amount is shown as 0.00 € on a red background if the invoice has previously been taken for payment with the full open balance of the invoice. Below the payment, it is shown when the latest payment file was sent from Netvisor to the bank and with what amount.

If you enter the payable amount manually in the "To be paid" field and complete the payment process, the same invoice is sent for payment again.

Paying a purchase invoice in parts

When you want to pay a purchase invoice in parts, proceed in the Payment selection view as follows:

  1. Find the purchase invoice to be taken for payment from the list.
  2. Enter the desired installment amount manually in the "To be paid" field.

After this, complete the payment process as usual.

When the payment file is sent to the bank, the status of the invoice changes to In payment service. The invoice remains in In payment service status until the invoice is fully paid or a transaction related to the installment has been posted to the bank statement. The installment is displayed on the purchase invoice as follows:

When you take a purchase invoice, part of which has already been paid, for payment again, the system suggests the full open amount as the payable amount.

If you do not want to pay the full open amount of the invoice, change the desired amount manually again in the To be paid field.

Payment details for non-SEPA area payments

When paying purchase invoices to countries outside the SEPA area, for example the United States or Canada, proceed as follows:

  1. Open the vendor card.
  2. Select Vendor's bank account management.
  3. In the Edit column, click the xx link for the bank account in question.
  4. Select "Include bank address details in the payment message in addition to the BIC code".

In addition, it is advisable to add Beneficiary/For Final Credit To information in the payment view in the Specification field if mentioned on the invoice. The three-letter POP code required for payments to the United Arab Emirates should also be entered in the Specification field.

Non-SEPA area payments

Currency payments automatically go to non-SEPA area payments in Netvisor, even if the payment goes to the SEPA area. In Netvisor, only EUR-denominated SEPA area payments are classified as SEPA payments. The classification made by Netvisor does not go forward on the payment file to the bank.

For non-SEPA area payments, the reference number/message field information on the invoice does not go to the payment message. Netvisor pre-fills the payment view's Specification field with the text "Invoice: #XXX, #YYY", which you can change as desired. If you leave the Specification field empty, the reference number/message field information goes to the payment message.

If a non-SEPA area payment goes through an intermediary bank, the intermediary bank's details are initially entered in the vendor card's bank contact information. The final payee's details are entered in the payment phase in the Specification field.

Often, when payments are routed through intermediary banks, they are handled on a case-by-case basis. There is no one-size-fits-all guide for non-SEPA area payments, because practices vary by country and bank. Sometimes it is sufficient to enter the final payee's details for the payment, even if it goes through an intermediary bank. Finnish banks advise contacting them if there is uncertainty about whose details should be entered for the payment. In any uncertain situations, it is advisable to contact your own bank first.

Netvisor behaves as follows regarding the payment message:

  • The vendor's IBAN goes to the message's Iban tag.
  • The bank's name goes to the NM tag.
  • The BIC/Swift code goes to the message's BIC tag.
  • The country goes to the CTRY tag.
  • The currency code and amount go to the InstdAmt tag.
  • The clearing code and number go inside the ClrSysMmbId><Id> tags.
  • The bank's address details go inside the PstlAdr><AdrLine> tags.
  • In the payment message, Netvisor's specification goes to <RmtInf><Ustrd>...</Ustrd></RmtInf>.

Handling exchange rates

The exchange rates used by Netvisor are the ECB's published euro reference rates from the previous banking day. The exchange rate information can be found here. The exchange rate of the payment day is used when making payments. If a currency not quoted by the ECB is used in the payment, the exchange rate will not be updated in Netvisor.

In Netvisor, the bookkeeping currency is always the euro.

Exchange rates updated in Netvisor:

  • AUD Australian dollar
  • BRL Brazilian real
  • BGN Bulgarian lev
  • GBP British pound
  • ZAR South African rand
  • KRW South Korean won
  • PHP Philippine peso
  • HKD Hong Kong dollar
  • IDR Indonesian rupiah
  • INR Indian rupee
  • ISK Icelandic krona
  • ILS Israeli new shekel
  • JPY Japanese yen
  • CAD Canadian dollar
  • CNY Chinese yuan
  • HRK Croatian kuna
  • MYR Malaysian ringgit
  • MXN Mexican peso
  • NOK Norwegian krone
  • PLN Polish zloty
  • RON Romanian leu
  • SEK Swedish krona
  • SGD Singapore dollar
  • CHF Swiss franc
  • CZK Czech koruna
  • DKK Danish krone
  • THB Thai baht
  • TRY Turkish lira
  • HUF Hungarian forint
  • NZD New Zealand dollar
  • RUB Russian ruble (not supported as a payment currency in Netvisor. Payment in rubles is not possible)
  • USD United States dollar

Bank fees for payments

Payments taken for payment at the same time are bundled in Netvisor according to whether it is a SEPA area payment or a non-SEPA area payment.

In SEPA area payments, bank fees can be reduced by paying the payments at once and with the same due date. If the invoices have a cash discount, the file is bundled if the Payment date field has the same date. By default, the cash discount due date is entered in the Payment date field.

Non-SEPA area payments are bundled if the payments are taken for payment in the same payment batch during the day and the vendor is the same. In this case, all payments to the same vendor are made at once according to the earliest due date.

If invoices from the same vendor are taken for payment on the same day but in different batches and at different times, not all of these payments are bundled, only those that are in the same payment batch.

Changing the due date after the payment has been sent to the bank

Proceed as follows when there is a need to change the due date of a payment after it has already been sent from Netvisor to the bank:

  1. Cancel the payment sent to the bank. More about canceling payments: Canceling payments and salaries.
  2. Take the payment for payment again with the correct due date.

Is the purchase invoice paid?

You can check the payment of the purchase invoice as follows:

  1. Open the purchase invoice in question.
  2. Select "Show payments" from the purchase invoice functions.

Under the heading Payment file sent to the bank, the payments sent from Netvisor to the bank are visible. The payment file has been successfully processed in the bank when there is no error message in red next to the payment.

You can also check the payments from the bank statement of the day in question and from the bank transaction view. In the bank transaction view, the status of a successfully processed payment is "OK". More about the bank transaction view: Bank transaction view.

The status "Approved" of the invoice is not the same as "In payment service". Approved means that the approver of the invoice has marked it as approved. In payment service means that the payment of the invoice has been sent to the bank and it is waiting to be marked as paid until the due date bank statement arrives in Netvisor. After this, the invoice is marked as paid.

Entering a foreign bank account

If there are hyphens (-) in the bank account, enter the bank account number in Netvisor without special characters. There must be no special characters in the bank account number.

The program can remove the hyphen from the payment message during the payment phase, but the bank account can be entered directly without the hyphen.

Possible error messages in payment processing

Invalid SWIFT → Check the vendor's bank account SWIFT.

Invalid account number → Check the vendor's bank account number.

Invalid Clearing information → Check the vendor's bank accounts' Clearing information (code, name, and bank address details). Also check that the clearing code is correctly distributed among the fields.

Incomplete address details → Check that the vendor's address details are entered.

Too long vendor name or address detail, Danske Bank has a maximum length of 35 characters → Check and shorten the name or address.

Too long vendor name or address detail, maximum length 70 characters → Check and shorten the name or address.

The invoice currency differs from the vendor's bank account default currency → Check that the invoice currency is the same as the vendor's bank account default currency.

You have already confirmed this invoice. → If payment confirmation is in use, the user has already confirmed this payment.

Invalid invoices were brought to payment processing. Correct the invoice details. → Open the details of the invoice in question. The view will show more specifically the reason for the error for the invoice in question.

Payment order canceled by the user → The payment has been previously canceled.

This company does not have payments traffic enabled, so the payment file will not be sent forward. → The company should make a payments traffic agreement with the bank or the agreement is not yet in effect.

No payment rights. → The user does not have payer rights or editing rights in the Sales and accounts payable ledgers for basic accounts payable functions and lists.

No bank accounts defined for the company → No bank accounts have been entered for the company or the bank accounts are not in use.

No payable invoices. → The selected invoices cannot yet be paid.

Errors related to credit payment batches

The selected bank does not support sending credit batches. Choose another bank, unbundle the batch, or remove the batch from the payment file → A credit batch can be taken for payment from the accounts of banks that support ERI payment breakdown (formerly AOS2). Credit batches cannot be taken for payment from a currency account.

Credit batches cannot be paid from a currency account. Choose another account, unbundle the batch, or remove the batch from the payment file → Credit batch payments cannot be made from a currency account (currency other than euro).

The total sum of the credit batch must be positive → The sum of credits must not be greater than the sum of debits. The total sum of the batch must not be negative. You can edit the payable amounts in the payment view before sending.

The credit batch is missing a creditable amount. If you do not want to take the credit note for payment, remove it from the batch → You cannot pay only a credit note.

Credit notes can only be paid as SEPA payments. → Credit note payments cannot be made outside the SEPA area. The credit note could not be matched to any selected invoice for payment. Check that the selected invoices are ready for payment and do not await confirmations or approvals.

Purchase invoices in payment

You can check which invoices are already in payment by filtering the Open purchase invoices view. Open the view by selecting Purchases > Purchase invoices > Open purchase invoices and select "Invoices in payment" from the left side.

The status of these invoices is "In payment service" until the payment is debited from the account on the payment/due date and the bank has sent the payment feedback to Netvisor with the payment day's bank statement. After this, the status of the invoice changes to "Paid".

Payments taken for payment are also visible in the bank transaction view. Open the view by selecting Purchases > Payments > Bank transaction view and select the account number.

Barcode processing

We recommend adding and paying purchase invoices through Netvisor. In this way, the payment details are sent to the bank directly based on Netvisor's data. If the company has agreed with the bank on bank statements and payment feedback for invoices, the invoices are automatically marked as paid based on the bank statement data.

If you pay paper invoices using a barcode reader directly from online banking, the payee's name is not read/obtained from the barcode. If the name appears in online banking, the information comes from the bank's side. Otherwise, the name must be added manually.

Frequently asked questions

Question: Is approving a purchase invoice enough for the invoice to be paid?

Answer: No, it is not enough. Approving a purchase invoice does not deduct the payment from the bank account or mark the purchase invoice as paid; the invoice must still be separately taken for payment and sent to the bank.

Question: How can I pay a purchase invoice through the Open purchase invoices view?

Answer: Open the view by selecting Purchases > Purchase invoices > Open purchase invoices, select the invoices to be paid by ticking the checkbox in front of the invoice number and click "Take for payment". Then go through the Payment selection view, select the payment account and continue to the summary, where you identify yourself and send the payment file to the bank.

Question: How can I pay a purchase invoice directly from the invoice?

Answer: Open the purchase invoice, make sure that the invoice status is Approved and that you have Purchase invoice payer rights. Click "Take for payment", after which the Payment selection view opens and you can complete the payment process.

Question: How do I pay a purchase invoice in parts?

Answer: Take the invoice to the Payment selection view and enter the desired installment amount manually in the "To be paid" field. Then complete the payment process as usual. The invoice remains in In payment service status until it has been fully paid.

Question: How do I check whether a purchase invoice has been paid?

Answer: Open the purchase invoice and select "Show payments" from the functions. Under the heading Payment file sent to the bank, the payments sent are shown. You can also check the payment from the bank statement or from the bank transaction view, where the status of a successful payment is "OK".

Question: What should I do if the due date of a payment needs to be changed after the payment has been sent to the bank?

Answer: First cancel the payment sent to the bank according to the instructions in "Canceling payments and salaries" and then take the payment for payment again with the correct due date.

Question: What information do I need for a foreign payment?

Answer: You need the vendor's address details, the bank account country and currency that match the invoice and the IBAN country code, as well as the bank's address details. Bank address details are mandatory if the payment goes to the USA, Canada, or China.

Question: What should I do if I receive the error message "Invalid SWIFT" or "Invalid account number"?

Answer: Check the vendor's bank account SWIFT code or account number on the vendor card and correct the information. Then take the invoice for payment again.

Question: How can I see which purchase invoices are already in payment?

Answer: Open the Open purchase invoices view (Purchases > Purchase invoices > Open purchase invoices) and filter the view by selecting "Invoices in payment" from the left side. The status of these invoices is "In payment service" until the payment has been debited and marked as paid.

Question: Can I pay credit notes outside the SEPA area?

Answer: No, you cannot. Credit notes can only be paid as SEPA payments, so credit note payments outside the SEPA area are not possible.

Question: How does Netvisor handle exchange rates?

Answer: Netvisor uses the ECB's published euro reference rates from the previous banking day. The exchange rate of the payment day is used when making payments. If the currency is not quoted by the ECB, the exchange rate will not be updated in Netvisor.

Keywords: purchase invoices, bank fees, error message, payment management, payment

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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