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

  • Supplier's address details (street, postal code, city, 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 updating supplier information, e.g., the address, and there is already an existing invoice in the company, it must be returned to unprocessed and then change the supplier from the purchase invoice functions section. Change the supplier to another supplier, save it, and then retrieve the correct supplier and save it. This way, the changes will be updated to the existing invoice. 

Paying purchase invoices through the Open purchase invoices view

You can access the Open purchase invoices view as follows: Purchases > Purchase invoices > Open purchase invoices. To take a purchase invoice for payment, the invoice must be in Approved status. Select the invoices to be paid by clicking the checkbox in front of the invoice number, and then click the "Take for payment" button: 

Next, the Payment selection view opens, where the invoices selected for payment are listed. If you want to change the due date of the invoices, you can still do it at this stage. A new due date can be selected either from the calendar icon in the upper right corner, which changes the due date for all invoices selected for payment. Then click the button "Update payment date for selected". A new due date can also be selected for each invoice in the Payment date column. 

Then select the account from which you want to make the payments, and finally click the "Continue to summary" button. If you want to cancel the creation of payment files, you can do so by clicking the "Cancel file creation" button:

"Continue to summary" button opens the Payment batch summary view. By clicking the "Send payment file" button, the file is sent to the bank for processing. Banks process the payment files they receive according to their payment runs, and 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 automatically redirect you back to the Payment selection view.

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 must be in Approved status, and the user must have Purchase invoice payer rights for the "Take for payment" button to be activated on the invoice. When the "Take for payment" button is clicked on the invoice, the Payment selection view opens, and the payment process proceeds according to the instructions above.

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, and the status of the invoice changes to Paid.

Taking an invoice with In payment service status for payment

If a purchase invoice with In payment service status is taken for payment again, the button "Take for payment again" 

 

In the opening Payment selection view, the payable amount is 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 stated when the latest payment file was sent from Netvisor to the bank and with what amount.

If the payable amount is entered manually in the "Payable" field, and the payment process is completed, the same invoice is sent for payment again.

Paying a purchase invoice in parts

When you want to pay a purchase invoice in parts, you must manually change the payable amount in the Payment selection view in the "Payable" field:

After this, the payment process is completed 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 a purchase invoice, part of which has already been paid, is taken 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 Payable field.

Payment details for non-SEPA area payments

When paying purchase invoices to countries outside the SEPA area, e.g., the United States or Canada, we recommend adding the selection "Include bank address details in the payment message in addition to the BIC code" behind the supplier's bank account (Supplier card > Supplier's bank account management > Edit column xx-link).

In addition, it is advisable to add Beneficiary/For Final Credit To information in the payment view in the Description 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 Description 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 fields on the invoice do not go, but Netvisor pre-fills the payment view's Description field with "Invoice: #XXX, #YYY" text, which can be changed to the desired one. If this description field is left empty, then the reference number/message field information goes to the payment message.

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

However, often when payments are routed through intermediary banks, they must be handled on a case-by-case basis, and unfortunately, there is no one-size-fits-all guide for non-SEPA area payments. This is because practices vary by country and bank, and for example, sometimes it is sufficient to enter the final payee's details in 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, so in any uncertain situations, it is advisable to contact your own bank first.

Netvisor behaves as follows regarding the payment message:

  • The supplier'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 description goes to the following location: <RmtInf>,<Ustrd> The description goes to this location in the message</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 accounting 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 always 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, this is the cash discount due date. 

Non-SEPA area payments are bundled if the payments are taken for payment in the same payment batch during the day and the supplier is the same. In this case, all payments to the same supplier are made at once according to the earliest due date. So if invoices from the same supplier are taken for payment on the same day but in different batches and at different times, then 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 invoice by opening the invoice in question and selecting "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 until the due date bank statement arrives in Netvisor. After this, the invoice is marked as paid.

Entering a foreign bank account

There are - marks in the bank account, how is this entered into the program? There should be no special characters in the bank account number. However, the program can remove this - mark from the payment message during the payment phase, but the bank account can be entered directly without this hyphen mark.

Possible error messages in payment processing

Invalid SWIFT --> Check the supplier's bank account SWIFT

Invalid account number --> Check the supplier's bank account number

Invalid Clearing information --> Check the supplier'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 supplier's address details are entered.

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

Too long supplier name or address detail, maximum length 70 characters -- > Check and shorten the name or address. 

The invoice currency differs from the supplier's bank account default currency --> Check that the invoice currency is the same as the supplier'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. --> Go to the details of the invoice in question, this will show more specifically the reason for the invoice in question.

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

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

No payment rights. --> The user does not have payer rights or editing rights in the sales and purchase ledgers for basic purchase ledger functions and lists. 

No bank accounts defined for the company --> No bank accounts have been entered for the company or they 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). However, 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. In other words, the total sum of the batch must not be negative. You can edit the payable amounts in the payment view before sending. The sum of credits must not be greater than the sum of debits. In other words, 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 invoice for payment, remove it from the batch --> You cannot pay only a credit invoice.

Credit invoices can only be paid as SEPA payments. --> Credit invoice payments cannot be made outside the SEPA area. The credit invoice 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 (Purchases > Open purchase invoices) by selecting "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. As a result, the status of the invoice changes to "Paid".

Payments taken for payment are also visible in the bank transaction view (Purchases > Payments > Bank transaction view) by clicking the account number.


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



This article has been translated using an AI-based translation tool.

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