Payment of purchase invoices : Netvisor

You can pay purchase invoices either through the Open purchase invoices view or directly from the invoice. In order to pay purchase invoices from Netvisor, you must have the Payer of purchase invoices and salaries-right in the Accounts payable and receivable access rights, and an editing authorization in the Function specific rights under the Accounts Payable.

Vendor card information required for successful payments

In order for payments to be successful, the vendor card must contain at least the following information:

For domestic payments:

Bank account details include at least domestic account number
It is also advisable to fill in the supplier's address information

For payments abroad:

Vendor address information (street, postal code, postal district and country)
The foreign bank account details include the bank's name, account number, and bank's SWIFT / BIC code. If the foreign account is not in IBAN format, uncheck "Check IBAN account when saving" to allow bank account to be saved
Set the country and currency of the bank account same as invoice country and currency. The country must match the first two letters of the IBAN, the country code.
It is advisable to fill in the bank address information whenever available
Bank address information is required when making a payment to the US, Canada or China
More about international payments later in this guide.

Pay purchase invoices through the Open purchase Invoices - view

To access the Open purchase Invoices view, go to Purchases > Purchase invoices > Open purchase Invoices. In order for a purchase invoice to be paid, the invoice must be in Approved-status. The invoices to be paid are selected by checking the box in front of the invoice number, and then clicking the "Export to payment" button.

Next, the payment selection screen opens, listing the invoices selected for payment. If you still want to change the due date for your invoices, you can do so at this stage. The new due date can be selected from either the calendar icon at the top right, changing the due date for all invoices selected for payment. After that, click the "Update payment date for selected" button. The new due date can also be selected per invoice in the Payment Date column.

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

After clicking the "Continue to Summary" button, the payment details summary screen will open. By clicking the "Send payment material" button, the material will be sent to the bank for processing. Banks will process incoming payment materials according to their own payment times, and the payment will be debited from the company account on the due date set for the payment material. If you still wish to cancel the submission of your payment material at this stage, click the "Return to instalment selection" button. The system will then automatically redirect you to the Payable Selection screen

Finally, you'll see a confirmation view of the payment sent to your bank:

Pay purchase invoices directly from the invoice

The purchase invoice can also be paid directly from the invoice. The invoice must be in Approved status and the user must have Payer of purchase invoices -right in order to the "Export to Payment" button activate for the invoice. After clicking on the "Export to payment" button on the invoice, the Payment Selection screen will open and the payment process will follow the instructions above.

Once the invoice payment material has been sent to the bank, the status of the invoice changes to “In payment service”. The payment will be automatically credited to the invoice when the account statement of the due date arrives to Netvisor and the invoice status will change to “Paid”.

Posting a payment “In payment service” state

If a purchase invoice that is in status “In payment service” is re-paid, the "Re-issue to Payment" button will be activated

In the payment selection view that opens, the payable amount is 0.00 € on a red background if the invoice has previously been paid for with the full amount of the invoice. Below the payment you will see when the last payment was sent from Netvisor to the bank and for what amount.

If the amount to be paid is entered manually in the "To be paid" field and the payment is completed, the same invoice will be re-paid.

Payment of the purchase invoice in installments

In order to pay the purchase invoice in installments, you must manually change the amount to be paid in the "To be paid" field in the Payment selection view:

After that, payment will normally be completed to the end.

After the payment has been sent to the bank, the status of the invoice will change to “In payment Service”. The invoice will remain "In Payment Service" status until the invoice has been paid in full. The installment will appear on your purchase invoice as follows:

When a purchase invoice which is partly paid is re-paid, the system proposes to pay the entire outstanding amount:

If you do not want to pay the entire outstanding amount for the invoice, the desired amount will be manually changed again into the “To be paid” field.

Payment information for payments outside the SEPA area

When paying purchase invoices to non-SEPA countries, such as the United States or Canada, we recommend adding the option under "Export bank address information to payment message in addition to BIC code“ behind your supplier's bank account (Vendor Card > To the management of vendor bank accounts > Choose bank account)

In addition, it is a good idea to add Beneficiary / For Final Credit To - information to the "Specification" field in the Payment selection view, if any is mentioned on the invoice. The "Specification" field should also include the three-letter POP code required for UAE payments.

Payments outside the SEPA area

Currency payments in Netvisor are automatically interpreted as payments outside the SEPA area, even if the payment goes to the SEPA area. In Netvisor, only SEPA payments in EUR currency are categorised into SEPA payments. Netvisor's division of SEPA payments does not go to the bank with payment documentation.

Payments outside the SEPA area do not include the reference number / message fields on the invoice, but Netvisor fills in the "Invoice: #XXX, #YYY" text in the Specification field of the payment view, which you can customize.

Exchange rate processing

The exchange rates used by Netvisor are the reference rates published by the ECB on the previous banking day (https://www.ecb.europa.eu/stats/eurofxref/eurofxref-daily.xml). Payment is made using the exchange rate of the day of payment. If the payment is made in a currency not quoted by the ECB, then the exchange rate will not be updated to Netvisor.

Netvisor always uses the euro as its accounting currency.

Updating courses on Netvisor:

AUD Australian dollar

BRL Bulgarian lev

BGN Brazilian real

GBP UK pound sterling

ZAR South African Rand

KRW Korean won (Republic)

PHP Philippine peso

HKD Hong Kong dollar

IDR Indonesian rupiah

INR Indian rupee

ISK Icelandic krona

ILS Israeli shekel

JPY Japanese yen

CAD Canadian dollar

CNY Chinese yuan renminbi

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 rouble

USD US dollar

Bank charges for payments

At the same time, all outgoing payments will be bundled on Netvisor depending on whether it is a SEPA payment or a non-SEPA payment. For SEPA payments, you can reduce your bank charges by making one-off payments on the same due date.

Payments outside the SEPA area will be bundled if the payments are made on the same day and the supplier is the same.

Payments outside the SEPA area are bundled if the payments have been made in the same installment during the day and the supplier is the same. In this case, all payments by the same supplier will be made in one installment at the earliest due date. That is, if invoices from the same supplier are taken into payment on the same day, but in different bundles and at different times, then all these payments are not bundled but only those that are included in the same payment installment.

Changing the due after your payment is sent to your bank

Here's how to change the payment due date after a payment has already been sent from Netvisor to your bank:

Cancel the payment sent to the bank.
Reissue your payment on the correct due date.

Has the purchase invoice been paid?

You can check the payment of an invoice by opening the invoice and selecting “View payments" from the Purchase invoice functions. Under the heading “Payment data sent to the bank” you can see the payments sent to the bank from Netvisor. The payment material has been successfully processed by the bank when there is no red error message for the payment. You can also check your payments from your account statement for that day, as well as Bank traffic reporting. The status of a successfully processed payment in the Bank traffic reporting view is "OK".

The status of an invoice "Approved" is not the same as that of a "In payment service". Approved means that the invoice has been approved by the purchase invoice approver. In payment service means that the payment for the invoice has been sent to the bank and is awaiting confirmation until the due date account statement arrives on Netvisor. After that, the invoice will be marked as paid.

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