This guide explains how payment confirmation works in Netvisor and what steps it includes. If you want to ensure that one person cannot directly pay the company's purchase invoices, a payment confirmation practice can be established in the company. This means defining how many people need to confirm the payment before it can be sent to the bank. If necessary, a person can also be defined who can pay the purchase invoice directly without the confirmation method.
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Payment confirmation settings
You can access the view from the "Payment confirmation settings" link in the Sales and purchase ledger rights section. To define these rights, you must have the Accounting firm's main user (TPK) role or company main user rights and user administrator KH rights.
Confirmation also affects payroll. For bank transfers, payment confirmation is replaced by bank transfer approval, which is explained further here Bank transfer approval and payment. So if the bank transfer has an approval method in use, the transfer must be approved the required number of times before it can be paid, and this payment confirmation does not affect it. This is not used in bank transfers, and when the transfer has the required number of approvers, it is sent for payment by one person.
In the image below, it is defined that two confirmations are required. The payment is sent from Netvisor to the bank only when another person has confirmed the invoice.
Payment confirmation in practice
When confirmation is active, the number of confirmations is visible in open purchase invoices. In the open purchase invoices view, the selection can be made visible by "Show columns" and then Invoice additional information > Payment confirmations. After this, press the update selections button.
The open purchase invoices now have a payment confirmations column, and by clicking on it, you can see the details and the account from which it was originally confirmed. The view also shows how many have confirmed and how many confirmations are needed for the payment.
Additionally, in the open purchase invoices view, there is a selection "Additionally show only" Invoices that I can pay or confirm. This listing shows invoices that can be paid directly or confirmed.
When a purchase invoice is taken for payment by the first confirmer, they can edit the payable amount and the invoice due date. The view also shows in the confirmations section how many people have confirmed the payment and how many confirmations are needed. The first payer can also choose which bank account the invoice is paid from if the company has multiple bank accounts in use.
When the account is selected and the first payer presses the send payment data button, the data does not yet go to the bank.
When another person is taking the data for payment, they can no longer edit the payable amount of the invoice, but they can change the payment date and the account from which the payment is made if they wish. In the invoice confirmations section, you can see the details with which the payment was first confirmed.
When the second person completes the payment process, the data is sent from Netvisor to the bank, and the bank processes this data on the payment due date.
If the purchase invoice has been put into the confirmation cycle in parts, these must be taken through the confirmation cycle. After that, the remaining part of the invoice can be paid/confirmed using this feature. If the purchase invoice has been paid in several installments, the payment confirmation section first shows the number of confirmations and at the end the total number needed for confirmation for that invoice.
If the payment encounters an error between Netvisor and the bank, the error message is only sent to the person who confirmed it last, i.e., who sent it from the program to the bank. Payment confirmation does not work with the Netvisor mobile app. In this case, you must use the regular Netvisor to use payment confirmation.
Cancellation of confirmation
If for some reason it is noticed during the payment phase that the payable amount is incorrect or corrections need to be made to the invoice and one person has already confirmed the payment, the following steps should be taken:
The payment confirmation of the invoice can be removed by returning the purchase invoice to unprocessed (Purchase invoice actions > Return to unprocessed). After this, the invoice returns to the "new invoice" status, requiring re-inspection/approval + accounting. After this, the payment is made again with the correct information.
Keywords: payment confirmation, confirmation, payment, purchase invoices, payments
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