In the ready-to-pay purchase invoices view, you handle purchase invoices that are ready to be paid. This help covers user rights, editing the payment date and the amount to be paid, management of payments outside the SEPA area, bundling payments, and handling erroneous payment material. You can open the view by selecting Purchases > Payments > Ready-to-pay purchase invoices

CONTENTS

User rights

You can access the view when

  • you assign the payer the Purchase invoice payer right in the sales and accounts payable rights
  • you give editing rights for payment processing in the function-specific rights under accounts payable.

Using the ready-to-pay purchase invoices view

This view lists the purchase invoices that have been approved. If you select several invoices for payment processing at the same time,

  • domestic and SEPA area payments appear in their own field
  • payments outside the SEPA area appear in a separate field
  • erroneous materials brought for payment appear in their own field at the bottom.

You can edit the payment date and the amount to be paid as follows:

  • Change the payment date for all selected invoices by selecting update payment date for selected at the top.
  • Edit the amount to be paid if necessary directly in the to be paid field.

In payments outside the SEPA area, you can choose whether to pay only your own bank's fees (SHA) or also the recipient's bank fees (OUR).

Note! When paying through Osuuspankki and Nordea, you can no longer pay the recipient's bank fees, and the payments will always result in an error. The paying company should contact their own bank and inquire whether an agreement can still be made for currency payments on the account so that the recipient's fees are also paid.

When the payment goes outside the SEPA area, the information in the invoice message field does not reach the recipient with the payment material. In these cases, the information in the invoice message field should be placed in the Specification field visible in the payment view. The information in this field is transmitted to the recipient's bank. The Specification field is visible in the payment view only for payments outside the SEPA area.

Payment date

The default payment date is the invoice due date. The payment date is the day on which the invoice is intended to be paid. You can change the payment date as follows:

  • Change the payment date of an individual invoice by selecting the calendar icon for the payment date and selecting a new date.
  • If you change the payment date to the current day, the money will leave the account on that day, provided that the bank's payment transmission for that day has not already ended. Payment deadlines vary by bank.
  • Change the payment date for all invoices by selecting the payment date change for all invoices from the top right corner of the page.

To be paid field

By default, the open amount is suggested for payment in the to be paid field. You can change the amount manually if you do not want to pay the entire open amount of the invoice.

If a zero amount is suggested for payment, proceed as follows:

  • Check whether the invoice is already in payment processing. The zero amount may be due to the invoice already being in payment processing.
  • Make sure that the invoice is not paid twice.
  • If the invoice has already been paid, remove the invoice from the list of payable invoices.

If the amount to be paid is changed and the invoice is later brought back to payment processing, Netvisor automatically recalculates the open amount to be paid. In the example below, €8 of a €10 invoice has been paid earlier, so €2 was brought back to payment processing.

Considering cash discount

Cash discount is considered as follows:

  • If a payment term with cash discount has been selected for the purchase invoice during invoice processing and the cash discount date has not yet passed, the system suggests the cash-discounted amount for payment.
  • If the cash discount date has already passed, the system suggests the open amount of the invoice for payment.
  • When the payment is processed as a bank statement feedback file, the cash discount is automatically considered if
    • the amount of the discount is within the tolerance limit defined in the company basic information
    • the difference between the payment date and the cash discount date is at most + the date defined in the company basic information.
  • If the conditions are not met, the payment is processed as a partial payment and any discount must be recorded manually.

Below is an example of a €100 invoice with a 2% cash discount. The amount to be paid is €98.

Bundling payments

Payments brought to payment processing at the same time are bundled in Netvisor as follows:

  • SEPA area payments are bundled according to the fact that they are SEPA area payments.
  • 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 material is bundled if the payment date field has the same date. By default, the payment date is the cash discount due date.

Payments outside the SEPA area are bundled as follows:

  • Bundle a payment outside the SEPA area into the same payment material if the currency, payment account, and vendor are the same.
  • This makes payment more cost-effective, as bank fees do not have to be paid as much.
  • Payments outside the SEPA area are bundled if the payments are brought to 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 the due date is already in the past, the program offers the current day as the payment date.

The example below shows that two payments have been bundled together.


Removing payment from payable invoices

If you want to remove a payment from the list of payable invoices, proceed as follows:

  • Go to the invoice row you want to remove from the payable invoices.
  • Select the arrow button at the end of the invoice row.
  • Remove the invoice from the payable invoices via the arrow button.

Payment

When you have removed the invoices that are not to be paid and checked and provided the details of the invoices to be paid, proceed to pay the invoices as follows:

  1. Remove from the view the invoices you do not intend to pay.
  2. Check the details of the invoices to be paid (payment date, to be paid amount, possible cash discounts, and fees for payments outside the SEPA area).
  3. Proceed to pay the invoices by selecting the payment function below the invoice table.

In the view, the totals and account information of the invoices to be paid are shown as follows:

  • The total euro amount of the payable invoices is shown in the top right corner of the account selection box.
  • If there are currency invoices to be paid, the currency-specific breakdown is shown below the total amount.
  • All company bank accounts whose bank transactions have not been closed are available for selection.
  • Accounts are separated into:
    • SEPA area payments (currency euro and bank account country is a SEPA country)
    • payments outside the SEPA area (currency other than euro or bank account country outside the SEPA area).
  • The account balance is shown next to the account number.

Select the account from which the purchase invoices will be paid and press the Continue to summary button.

Summary view

In the summary view, the invoices to be sent for payment, their total amount, and the account from which the payments are intended to be made are shown. Proceed in the summary view as follows:

  • Check that the invoices to be sent for payment and the total amount are correct.
  • Check that the selected bank account is correct.
  • If the material or account information is not correct, return to the previous page by pressing the Return to payment batch selection button.
  • Send the payment material to the bank by pressing the Send payment material button.

Interpreting the ready-to-pay purchase invoices view

Invoices awaiting payment charge

Invoices awaiting payment charge are shown in the ready-to-pay purchase invoices view as follows:

  • You can view invoices for which payments have been sent to the bank and which are awaiting payment charge by selecting the Purchases > Ready-to-pay purchase invoices view and looking under the Selected domestic and SEPA area payments for payment heading.
  • When the view shows the orange text "Latest payment sent... (payment date, time, amount)" and the to be paid field is red and shows €0.00, payments for those invoices have been sent forward to the bank.
  • Netvisor is waiting for the invoice due date and charge from the account.
  • The invoices remain in the view until their due dates have arrived and the bank has sent the due date payment confirmations to the invoices.
  • Payment confirmations usually come to Netvisor with the bank statement. When the due date bank statement has arrived in Netvisor, the invoices are confirmed with it.

The view also shows invoices for which payment has not yet been sent to the bank. For these invoices, the to be paid field shows the payable amount.

Erroneous payment material

If invoices with erroneous information preventing payment have been selected for payment processing, a notification appears at the top of the view as shown in the accompanying image.

The erroneous material is found below the table of payable invoices in its own table under the heading Erroneous materials that cannot be sent for payment processing with an explanation.

When you correct the erroneous information, the invoice moves from the erroneous invoices to the list of other payable invoices. You can access the invoice by clicking the invoice number.

Frequently asked questions

Question: How do I access the ready-to-pay purchase invoices view?
Answer: You can access the view by selecting Purchases > Payments > Ready-to-pay purchase invoices when the payer has been assigned the Purchase invoice payer right and editing rights for payment processing.

Question: How do I change the payment date of a purchase invoice?
Answer: Change the payment date of an individual invoice by selecting the calendar icon for the payment date and a new date. You can change the payment date for all invoices from the top right corner of the page.

Question: Why does the to be paid field show €0.00?
Answer: The zero amount may be because the invoice is already in payment processing and the payment has been sent to the bank. Check that the invoice is not paid twice and remove the invoice from the list of payable invoices if it has already been paid.

Question: How is cash discount considered in the payment?
Answer: If the purchase invoice has a payment term with cash discount and the cash discount date has not passed, the system suggests the cash-discounted amount. The bank statement feedback file automatically considers the cash discount if the discount and payment date are within the limits defined in the company basic information.

Question: How are payments outside the SEPA area bundled?
Answer: Payments outside the SEPA area are bundled into the same payment material if the currency, payment account, and vendor are the same and the payments are brought to payment in the same payment batch during the day.

Question: Where can I find erroneous payment materials?
Answer: Erroneous materials are shown in the ready-to-pay purchase invoices view below the payable invoices in the table Erroneous materials that cannot be sent for payment processing. You can access the invoice by clicking the invoice number and correct the information.

Keywords: ready-to-pay purchase invoices, payment, paying, bundling, payment date

 

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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