This guide explains how to process a purchase credit invoice for payment in Netvisor. This function allows you to process a credit invoice for payment together with debit invoices. In this case, the amount of the credit invoice is deducted from the amount of the debit invoices, and this information is transmitted to the supplier via the bank statement. If the supplier's financial management system can interpret credit bundle transactions from the bank statement, the payment information is transmitted to their accounts receivable.

You can open the view or perform the function by selecting Purchases > Accounts payable > Open purchase invoices.

CONTENTS

Formation of a credit bundle invoice

In the Open purchase invoices view, you can see all open purchase invoices that you can process for payment. In the view, the system automatically bundles invoices from the same supplier when you process them for payment. The bundle is distinguished from individual payments by the “Credit bundle” label.

The view shows that the payments for the supplier Testi Oy are bundled together, and the invoice for the supplier Porin testiyritys is its own payment material. In the view, you can change the amounts to be paid also for the bundle. The due date for the bundle's payments will be the due date of the invoice that is oldest in time.

Proceed as follows when you want to form a credit bundle:

  1. In the Open purchase invoices view, select all invoices that you want to process for payment. Make sure that the invoices are approved before processing them for payment.
  2. Press the Process for payment button.
  3. If you wish, select invoices from several suppliers for payment. The system automatically bundles invoices from the same supplier.
  4. Check the formed bundles in the payment view and look for bundles marked with “Credit bundle”.
  5. Edit the amounts to be paid if necessary, both for individual invoices and for the bundle.

To form a credit bundle, the following conditions must be met:

  • At least one debit invoice and one credit invoice must be processed for payment simultaneously. There can also be more than one debit and credit invoice in a single bundle.
  • The invoices must be from the same supplier.
  • The supplier's bank account, to which the payment is made, is within the SEPA area.
  • All invoices are in euros.
  • If multiple-person payment confirmation is used, the debit invoices must be confirmed except for the last one. If more confirmations are missing, these invoices will not bundle. Exceptions are situations where the user has override rights for payment confirmations. In these cases, the invoices processed for payment by the user will bundle, even if confirmations are missing.

Note the following when forming a credit bundle:

  • Do not completely empty the description field of the credit bundle; leave some information in the field. Otherwise, the payment message will result in an error.
  • If the credit bundle includes payments going abroad or in another currency, make sure that the payment batch does not contain more than 9 invoices. Otherwise, the message may result in an error at the bank.

If you want to remove an individual invoice from the bundle, proceed as follows:

  1. In the payment view, find the desired credit bundle.
  2. Press the action button on the line of the invoice you want to remove.
  3. Note that the removed invoice cannot be returned to the same bundle in this view. If necessary, restart the payment process if you want to form the bundle again.

How to process a credit bundle for payment?

In the payment view, the formed credit bundle is shown when you have selected both debit invoices and credit invoices for payment in accordance with the conditions described above. The payment date for the bundle is set to the due date of the invoice that is closest.

Proceed as follows when you process a credit bundle for payment:

  1. In the payment view, check that the credit bundle has been formed and that the bundle includes the desired debit and credit invoices.
  2. Edit the amounts to be paid for individual invoices if necessary so that the conditions of the bundle are met.
  3. Select the bank account from which you want to send the payment. Make sure that the account supports ERI payment itemization if you use a credit bundle.
  4. Send the credit bundle for payment to the bank using the functions in the payment view.

Once the bundle is formed, the following conditions must be met for the bundle to be accepted by the bank:

  • The sum of credits must not be greater than the sum of debits. In other words, the total sum of the bundle must not be negative. You can edit the amounts to be paid in the payment view before sending.
  • The total sum of the bundle must also not be exactly 0.00. If you are matching a debit invoice with a credit invoice of the same amount, we recommend using the system's internal Match credit function. Banks do not accept payments with a sum of 0.00.
  • The credit bundle can be processed for payment from the banks accounts that support ERI payment itemization (formerly AOS2). However, credit bundles cannot be processed for payment from a currency account.
  • A transaction fee according to the Netvisor service price list is charged for each invoice in the credit bundle, as with other payments. Banks charge their own service fees according to their price lists and practices.

Handling credit bundles with payment confirmations

In the payment confirmation function, one person cannot directly pay purchase invoices, but the payment requires confirmation from multiple people before it is sent to the bank. In this case, the handling of credit bundles works as follows.

Proceed as follows when payment confirmation is in use:

  1. Bring debit invoices and any credit invoices to the payment view.
  2. Let the first confirmer confirm only the debit invoices. The first person cannot confirm the credit invoice but confirms only the debit invoices.
  3. Then select the payer who has the right to send payments to the bank.
  4. In the payment view, select the confirmed debit invoices and the related credit invoices.
  5. Process the selected invoices for payment. The system matches the debit and credit invoices with each other and forms a payment bundle whose sum is the sum of the debit invoices minus the sum of the credit invoices.

How do credit invoices and purchase invoices relate to each other?

Please note that when you process credit invoices and purchase invoices as a bundle to the bank, traditional internal credit matching in Netvisor is not formed between them.

In a credit bundle, a payment transaction is created for each invoice, as if the invoice was fully paid from the bank account or credited to the bank account. A single common receipt is created for all payment transactions in the same bundle.

Dismantling a credit bundle

A bundle sent to the bank cannot be dismantled after sending. Electronic cancellation also does not work for credit bundles. You can try to cancel the credit bundle payment order by calling the bank.

Before you process the credit bundle for payment, you can dismantle the formed credit bundle in the payment view.

Proceed as follows when you want to dismantle a credit bundle before processing it for payment:

  1. In the payment view, find the formed credit bundle.
  2. Press the action button on the right side of the bundle line.
  3. Confirm the dismantling. After this, the debit invoices remain in the payment view, and the credit invoices are removed from the view.

Formation of payments and receipts

When a credit bundle is processed for payment, all invoices in the bundle move to the In Payment service status as usual. A payment transaction is also created for the payments in the In Payment service status.

When the credit bundle transaction appears on the bank statement, the payments of the invoices change to the "Paid" status normally. Netvisor does not currently support the automatic handling of credit bundle transactions from the bank statement to sales invoices.

Unlike normal payments, a single common OS (Purchase transaction) receipt is created for all payments in the same bundle, detailing the invoices included in the bundle. On the receipt, the entries for each invoice are detailed on their own lines, and the source of the receipt is the bank statement, instead of individual invoices.

When the payment transaction is automatically processed from the bank statement, the receipt link is formed for all payments included in the credit bundle. In the bank statement editing view, you can only make edits to the main transaction line.

If you dismantle the formed OS receipt link from the main transaction bank statement line, the link is automatically dismantled from all bank statement lines of the respective transaction.

Below is an example receipt of this:

Frequently asked questions

Question: What is the benefit of processing a credit invoice for payment together with debit invoices as a credit bundle?
Answer: The amount of the credit invoice is deducted from the amount of the debit invoices, and the information is transmitted to the supplier via the bank statement. If the supplier's financial management system can interpret credit bundle transactions, the payment information is transmitted directly to their accounts receivable.

Question: What are the conditions for forming a credit bundle?
Answer: The bundle must contain at least one debit invoice and one credit invoice from the same supplier, all invoices must be in euros, the supplier's bank account must be within the SEPA area, and any payment confirmations must be at the required level. In addition, the description field must not be completely emptied.

Question: Why must the sum of the credit bundle not be negative or 0.00?
Answer: Banks do not accept payments with a sum of 0.00, and the sum of credits must not exceed the sum of debits. If the debit and credit invoice are of the same amount, it is recommended to use Netvisor's internal Match credit function.

Question: Can I dismantle a credit bundle that has been sent to the bank?
Answer: A bundle sent to the bank cannot be dismantled in Netvisor, and electronic cancellation does not work for credit bundles. You can try to cancel the payment order by contacting the bank. Before processing for payment, you can dismantle the bundle in the payment view using the action button.

Question: How do credit invoices and purchase invoices relate to each other in a credit bundle?
Answer: When paid as a credit bundle, internal credit matching in Netvisor is not formed. A separate payment transaction is created for each invoice, and a single common OS receipt is created for all payments in the same bundle.

Question: How does payment confirmation affect the handling of credit bundles?
Answer: The first confirmer can only confirm the debit invoices. The actual payer then selects the confirmed debit invoices and the related credit invoices in the payment view, whereupon the system forms a credit bundle and matches the debit and credit invoices with each other.

Keywords: credit invoice, debit invoice, credit bundle, payment

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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