In the Ready-to-pay purchase invoices view, purchase invoices that are ready to be paid are processed. The guide covers user rights, editing the payment date and the amount to be paid, managing payments outside the SEPA area, bundling payments, and handling erroneous payment files. You can access the view (Purchases > Payments > Ready-to-pay purchase invoices)
CONTENTS
- User rights
- Using the ready-to-pay purchase invoices view
- Interpreting the ready-to-pay purchase invoices view
User rights
You can access the view if the payer has been assigned the Purchase Invoice Payer right in the sales and purchase ledgers rights, and editing rights for payment processing in the function-specific rights under the purchase ledger.
Using the ready-to-pay purchase invoices view
This view lists the purchase invoices that have been approved. If multiple invoices are selected at once, the selected domestic and SEPA area payments appear in their own field, and the selected payments outside the SEPA area appear separately in their own field. Erroneous files brought for payment can also be found in their own field at the bottom.
The payment date can be changed en masse from the top "update payment date for selected", and the amount to be paid can also be edited if necessary in the "amount 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 file. In these cases, the information in the invoice message field should be placed in the Explanation field visible in the payment view. The information in this field is transmitted to the recipient's bank. The Explanation 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 for an individual invoice can be changed via the calendar icon for the payment date. The payment date is the day on which the invoice is intended to be paid.
If you change the payment date to the current day, the money will leave the account immediately, provided that the bank's payment transmission for that day has not already ended. Payment deadlines vary by bank. If the payment date is to be changed for all invoices, it can be done from the top right corner of the page.
Amount to be paid field
By default, the open amount is suggested for payment. The amount can be manually changed if you do not want to pay the entire open amount of the invoice at this time.
If a zero amount is suggested for payment, this may be because the invoice is already in payment processing. In this case, it is advisable to ensure that the invoice is not paid twice. If the invoice has already been paid, it can be removed 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, €10 of the invoice has been paid earlier, so €2 was brought back to payment processing.
Considering cash discount
If a cash discount payment term has been selected for the purchase invoice during invoice processing, the cash-discounted amount is suggested for payment if the cash discount date according to the payment term has not yet passed. 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, provided that the discount amount is within the tolerance limit (in company basic information), and the difference between the payment date and the cash discount date is at most + the defined date (in company basic information). Otherwise, the payment is processed as a partial payment, and any discount must be manually recorded.
Below is an example of a €100 invoice with a 2% cash discount. The amount to be paid would be €98.
Bundling payments
Payments brought to payment processing at the same time are always bundled in Netvisor according to whether it is a SEPA area payment or a payment outside the SEPA area. 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. The cash discount due date is the default for this.
A payment outside the SEPA area can be bundled into the same payment file if it has the same currency, payment account, and supplier. This is more cost-effective for the customer and reduces the number of bank fees. Payments outside the SEPA area are bundled if the payments are brought to 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, or if the due date is already in the past, the program offers today's date as the payment date. Below is an example showing that two payments have been bundled together.
Removing payment from payable invoices
If a payment is to be removed from the list of payable invoices, the invoice can be removed via the arrow button at the end of the invoice row.
Payment
Once invoices that are not intended to be paid have been removed from the page and the payment details have been checked and provided, you can proceed to pay the invoices. The function is found below the invoice table.
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 seen below the total amount.
All company bank accounts whose bank transactions have not been closed are available for selection. Accounts are separated into domestic, currency, and Estonian accounts. 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. If the file or account information is not correct, you can return to the previous page by pressing the Return to payment batch selection button. The payment file is sent to the bank with the Send payment file button.
Interpreting the ready-to-pay purchase invoices view
Invoices awaiting payment charge
Invoices for which payments have been sent to the bank and are awaiting payment charge can be viewed in the Purchases > Ready-to-pay purchase invoices view under the "Selected domestic and SEPA area payments for payment" heading. When the ready-to-pay purchase invoices view shows the orange text "Latest payment sent... (payment date, time, amount)" and the amount to be paid field is red and shows €0.00, payments for those invoices have already been sent forward to the bank. Netvisor is waiting for the invoice due date and charge from the account. These invoices will 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, i.e., when the due date bank statement has arrived in Netvisor, the invoices are confirmed with it.
The ready-to-pay purchase invoices view also shows invoices for which payment has not yet been sent to the bank. For these, the amount to be paid field shows the payable amount.
Erroneous payment file
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 file is found below the table of payable invoices in its own table under the heading "Erroneous files that cannot be sent for payment processing" with an explanation.
If the information is corrected, the invoice moves from the erroneous invoices to the list of other payable invoices. You can access the invoice by clicking the invoice number.
Keywords: ready-to-pay purchase invoices, payment, paying, bundling, payment date
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