This guide covers the cancellation of payments and salaries electronically from Netvisor or manually through the bank. It also addresses the cancellation and management of salary information notifications.
CONTENTS
- Contact the bank
- Electronic cancellation of payment from Netvisor
- Manual cancellation of payment data
- Cancellation of salary data
- Salary information notifications and cancellation
Contact the bank
If a payment sent to the bank needs to be canceled, first contact your bank (unless it is Nordea or Osuuspankki, to which an electronic cancellation request can be sent from Netvisor) and request the cancellation of the payment. Not all banks can send feedback on the cancellation of a payment. If the bank informs you that the cancellation of the data was successful, you can resubmit the data for payment through the Open purchase invoices view (Purchases > Invoicing > Open purchase invoices).
If the payment's due date is the same as the payment date, the data may not be canceled in time. Payments with a future due date can usually be canceled, but practices vary by bank. Note! The type of payment data affects whether the electronic cancellation request can be processed by the bank and the payment successfully canceled (e.g., an electronic cancellation request for salary data must be sent to the bank at least two business days before the salary payment date). Netvisor support will guide you through the cancellation process. In some cases, user actions are required. Deleting an invoice or bank transfer from Netvisor does not remove the payment from the bank! You can confirm the payment processing schedule with the bank: Bank contact information and payment runs
Electronic cancellation of payment from Netvisor (Nordea and Osuuspankki)
If the company uses Nordea or Osuuspankki banking services and connection, through which the sending of electronic cancellation requests for payments is possible, payments for purchase invoices and bank transfers can be canceled directly in the Netvisor banking view (Purchases > Payments > Banking view). This requires that the company has agreed on the cancellation of payments with the bank through a payment traffic agreement. To cancel payments, the user must have rights in the sales and purchase ledgers view as "Payer of purchase invoices and salaries" and "Payer of bank transfers".
Note! For Osuuspankki, a machine-readable cancellation request cannot be sent for payment data where the payment date and due date are the same day. In this case, the payment must be canceled by calling Osuuspankki. A machine-readable cancellation request cannot be sent for foreign currency payments made through Osuuspankki either. This specifically concerns payments routed outside SEPA and in these cases, the cancellation request must be made by phone directly through the bank.
If multiple payment data (purchase invoice or bank transfer) were originally paid at once with the same payment batch, the cancellation can be done for an individual data. But if it is salary data, an individual data cannot be canceled, but it cancels the entire sent salary batch.
1. Cancel payment data from the bank
Under the Sepa payments heading, click the bank account link, which directs you to browse the transactions of the account in question. The cancellation message is sent to the bank by clicking the "Cancel payment order from the bank" link at the end of the payment row to be canceled. The cancellation of the payment is possible if the payment's due date is in the future. If the payment's due date is the current day, the success of the cancellation depends on whether the bank has already processed the payment data. For example, payments are continuously sent from Netvisor to Nordea and are processed by the bank all the time, so the cancellation of the payment may not be done in time if the payment to be canceled has already been processed by the bank.
When the payment cancellation request has been sent, the status of the payment changes in the banking view to "Payment order cancellation sent to the bank, awaiting confirmation" (see image below, point 1). This status is visible until the bank has processed the cancellation message. This can take up to an hour.
2. Remove incorrect payment
When the payment data cancellation request has been successfully processed by the bank and the information has been received in Netvisor, the status of the payment changes to "Payment order canceled by the user". After this, the canceled payment can be removed from the system by clicking the link "Remove incorrect payment" (2). This will remove the invoice from the payment service status. Other payments on the invoice affect the status to which the invoice returns. Normal bank transfers return to the unsent status after removing the incorrect payment. Tax transfers are removed and must be created again.
Payment order cancellation failed
If the payment cancellation fails, it is indicated by the text "Payment order cancellation failed", and in this case, the payment is debited from the bank account. The reason for the cancellation failure is usually one of the following:
A) The payment cancellation message was sent on the payment's due date, and the cancellation message arrives at the bank so late that the payment has already been debited from the account.
B) Another option is that the bank's payment traffic agreement lacks an agreement on cancellation data.
Manual cancellation of payment data
If the payment was made through a bank other than Osuuspankki or Nordea, where the cancellation is done electronically, for other banks, the cancellation must be done by calling the bank and canceling the payment from there. In this case, there will be no information in Netvisor that the payment has been canceled, and the invoice will not be removed from the payment service status. Note! If the bank transfer payment is canceled by calling the bank, the bank transfers remain in the payment service status and cannot be removed.
The payment data can be canceled by opening the purchase invoice and the purchase invoice functions and showing payments. From here, select cancel payment from the bank at the end of the row. It is important to remember to cancel the payment from the bank before this, or if you pay it again and it has not been canceled from the bank, it will result in a double payment.
In this case, the view below opens. You must select "I have already called the bank and received confirmation of the payment cancellation"
Press confirm payment as canceled, and this is done. In this case, the payment history of the invoice also shows that the payment has been manually canceled.
Bank transfers cannot be manually canceled, they remain in the payment service status.
Cancellation of salary data
Electronic cancellation of salary data through Netvisor is possible if the salaries have been paid from a Nordea or Osuuspankki account. For other banks, the salary data is canceled by calling the bank directly. When canceling salary data, the payment order must be canceled before returning the salary batch to payroll. NOTE! Salary data is often processed and debited from the account by the bank already one business day before the salary payment date, which is why the electronic cancellation request for salary data must be sent to the bank at least two (2) business days before the salary payment date. If there are less than two business days until the salary payment date and the salary data needs to be canceled, contact the bank directly to cancel the salary data.
Proceed as follows:
- Go to Purchases > Payments > Banking view
- Click the bank account number under the "Salaries (Recurring payments)" heading from which the salaries were paid.
- Send the cancellation message to the bank with the link "Cancel payment order from the bank" (see image below, point 1).
- Wait for the payment order to be successfully confirmed as canceled. The confirmation comes from the bank and it may take a moment to update in Netvisor. Receiving a successful cancellation confirmation is important to ensure that payments are not debited from the account, meaning that the bank has been able to process the cancellation request successfully.
- Remove the salary data from payment by clicking the link "Return salary batch to payroll" (2).
If multiple salary payment orders have been sent on the same day and the desired, i.e., the transaction row to be canceled, does not have the "Cancel payment order from the bank" function visible, the sales and purchase ledger rights are insufficient. When there are sufficient rights, it is also possible to electronically cancel payment orders other than the most recently transferred one within the salary payment day. User guide: Sales and purchase ledger payment rights
The canceled salary batch goes to unpaid salary slips in the payroll process. 
You can edit the salary slips by returning them step by step backward and then, if necessary, resubmit them for payment or mark them as paid. If a voucher has already been created from the payroll, it is not automatically voided in the cancellation process.
Salary information notifications and cancellation
Whenever salary slips are returned to the payroll process after the transfer to payment, the generated salary information notifications must be considered. The handling depends on the stage at which the cancellation/return is done. See the action guide intended for the situation below.
1. Salary information notifications "Sent"
The cancellation of salaries and return to the payroll process occurs already at the stage when the salary information notifications are still "sent" status. In this case, the "return salary batch to payroll" functionality gives the following notification:
This means that if changes are made to the salary slips in the payroll process and they are resubmitted for payment, the previous salary information notifications remain valid with the old information and continue their journey to the income register (even though the payment button says "Pay and send salary information notifications"). Follow those notifications and when their status changes to either "In the income register" or "Rejected", process them correctly in Salaries > Payroll > Salary information notifications > Show notification > create a corrective/replacement notification > make manual adjustments to match the newly created slips > Send.
2. Salary information notifications "In the income register"
The cancellation of salaries and return to the payroll process occurs only at the stage when the salary information notifications are already "in the income register" status. In this case, the "return salary batch to payroll" functionality gives the following notification:
This means that the salary information notifications of the canceled salaries are voided from the income register. When you resubmit the salaries for payment or mark them as paid, you must send the salary information notifications to the income register from Salaries > Payroll > Salary information notifications > Show notification > Do for the notification > Create a replacement notification > Send.
3. Salary information notifications "Rejected"
The cancellation of salaries and return to the payroll process occurs only at the stage when the salary information notifications are already "rejected" status. In this case, the "return salary batch to payroll" functionality gives the following notification:
This means that the salary information notifications of the canceled salaries contained errors and were rejected. When you resubmit the salaries for payment, no new salary information notifications are sent (even though the payment button says "Pay and send salary information notifications"). Edit the content of the rejected salary information notifications to match the newly submitted slips in Salaries > Payroll > Salary information notifications > Show notification > Do for the notification > Correct the notification > edit the information manually > Send.
If the notifications are "Unsent" status, they must first be sent to the income register and then the necessary changes made to them and sent again. If the notifications are "Marked as delivered" status, the status of the notifications must first be changed to "Mark as unsent" and sent to the income register and then the necessary changes made to them and sent again.
If the payment is canceled or rejected by the bank, for example, due to a bank error, a separate error notification is sent to the user. The user must go to the banking view to return the salary batch to payroll. We recommend that the user waits until the salary batch is returned to the payroll process only when the status of the salary information notifications formed from them has been confirmed in Netvisor as "In the income register". In this case, the return sends cancellation requests to the income register during the return process.
Always check the correctness of the content of the salary information notifications in Netvisor and, if necessary, in the electronic service of the income register.
Keywords: cancellation of payments, cancellation
This article has been translated using an AI-based translation tool.
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