Payment of purchase invoices
You can pay purchase invoices either through the Open purchase invoices view or directly from the invoice. In order to pay purchase invoices from Netvisor, you must have the Payer of purchase invoices and salaries-right in the Accounts payable and receivable access rights, and an editing authorization in the Function specific rights under the Accounts Payable.
Table of contents:
Vendor card information required for successful payments
In order for payments to be successful, the vendor card must contain at least the following information:
For domestic payments:
- Bank account details include at least domestic account number
- It is also advisable to fill in the supplier's address information
For payments abroad:
- Vendor address information (street, postal code, postal district and country)
- The foreign bank account details include the bank's name, account number, and bank's SWIFT / BIC code. If the foreign account is not in IBAN format, uncheck "Check IBAN account when saving" to allow bank account to be saved
- Set the country and currency of the bank account same as invoice country and currency. The country must match the first two letters of the IBAN, the country code.
- It is advisable to fill in the bank address information whenever available
- Bank address information is required when making a payment to the US, Canada or China
- More about international payments later in this guide.
Pay purchase invoices through the Open purchase Invoices - view
To access the Open purchase Invoices view, go to Purchases > Purchase invoices > Open purchase Invoices. In order for a purchase invoice to be paid, the invoice must be in Approved-status. The invoices to be paid are selected by checking the box in front of the invoice number, and then clicking the "Export to payment" button.
Next, the payment selection screen opens, listing the invoices selected for payment. If you still want to change the due date for your invoices, you can do so at this stage. The new due date can be selected from either the calendar icon at the top right, changing the due date for all invoices selected for payment. After that, click the "Update payment date for selected" button. The new due date can also be selected per invoice in the Payment Date column.
Then, select the account from which you want to make payments and finally click the "Continue to summary" button. If you wish to cancel the creation of payment materials, you can do so by clicking on the "Cancel material creation" button:
After clicking the "Continue to Summary" button, the payment details summary screen will open. By clicking the "Send payment material" button, the material will be sent to the bank for processing. Banks will process incoming payment materials according to their own payment times, and the payment will be debited from the company account on the due date set for the payment material. If you still wish to cancel the submission of your payment material at this stage, click the "Return to instalment selection" button. The system will then automatically redirect you to the Payable Selection screen
Finally, you'll see a confirmation view of the payment sent to your bank:
Pay purchase invoices directly from the invoice
The purchase invoice can also be paid directly from the invoice. The invoice must be in Approved status and the user must have Payer of purchase invoices -right in order to the "Export to Payment" button activate for the invoice. After clicking on the "Export to payment" button on the invoice, the Payment Selection screen will open and the payment process will follow the instructions above.
Once the invoice payment material has been sent to the bank, the status of the invoice changes to “In payment service”. The payment will be automatically credited to the invoice when the account statement of the due date arrives to Netvisor and the invoice status will change to “Paid”.
Posting a payment “In payment service” state
If a purchase invoice that is in status “In payment service” is re-paid, the "Re-issue to Payment" button will be activated
In the payment selection view that opens, the payable amount is 0.00 € on a red background if the invoice has previously been paid for with the full amount of the invoice. Below the payment you will see when the last payment was sent from Netvisor to the bank and for what amount.
If the amount to be paid is entered manually in the "To be paid" field and the payment is completed, the same invoice will be re-paid.
Payment of the purchase invoice in installments
In order to pay the purchase invoice in installments, you must manually change the amount to be paid in the "To be paid" field in the Payment selection view:
After that, payment will normally be completed to the end.
After the payment has been sent to the bank, the status of the invoice will change to “In payment Service”. When the Installment is credited to the invoice, upon receipt of the due date account statement, the invoice status changes back to “Open” / “Due for payment” according to the original invoice due date. The installment will appear on your purchase invoice as follows:
When a purchase invoice which is partly paid is re-paid, the system proposes to pay the entire outstanding amount:
If you do not want to pay the entire outstanding amount for the invoice, the desired amount will be manually changed again into the “To be paid” field.
Payment information for payments outside the SEPA area
When paying purchase invoices to non-SEPA countries, such as the United States or Canada, we recommend adding the option under "Export bank address information to payment message in addition to BIC code“ behind your supplier's bank account (Vendor Card > To the management of vendor bank accounts > Choose bank account)
In addition, it is a good idea to add Beneficiary / For Final Credit To - information to the "Specification" field in the Payment selection view, if any is mentioned on the invoice. The "Specification" field should also include the three-letter POP code required for UAE payments.
Payments outside the SEPA area
Currency payments in Netvisor are automatically interpreted as payments outside the SEPA area, even if the payment goes to the SEPA area. In Netvisor, only SEPA payments in EUR currency are categorised into SEPA payments. Netvisor's division of SEPA payments does not go to the bank with payment documentation.
Payments outside the SEPA area do not include the reference number / message fields on the invoice, but Netvisor fills in the "Invoice: #XXX, #YYY" text in the Specification field of the payment view, which you can customize.
Exchange rate processing
The exchange rates used by Netvisor are the reference rates published by the ECB on the previous banking day (https://www.ecb.europa.eu/stats/eurofxref/eurofxref-daily.xml). Payment is made using the exchange rate of the day of payment. If the payment is made in a currency not quoted by the ECB, then the exchange rate will not be updated to Netvisor.
Netvisor always uses the euro as its accounting currency.
Updating courses on Netvisor:
AUD Australian dollar
BRL Bulgarian lev
BGN Brazilian real
GBP UK pound sterling
ZAR South African Rand
KRW Korean won (Republic)
PHP Philippine peso
HKD Hong Kong dollar
IDR Indonesian rupiah
INR Indian rupee
ISK Icelandic krona
ILS Israeli shekel
JPY Japanese yen
CAD Canadian dollar
CNY Chinese yuan renminbi
HRK Croatian kuna
MYR Malaysian ringgit
MXN Mexican peso
NOK Norwegian krone
PLN Polish zloty
RON Romanian leu
SEK Swedish krona
SGD Singapore dollar
CHF Swiss franc
CZK Czech koruna
DKK Danish krone
THB Thai baht
TRY Turkish lira
HUF Hungarian forint
NZD New Zealand dollar
RUB Russian rouble
USD US dollar
Bank charges for payments
At the same time, all outgoing payments will be bundled on Netvisor depending on whether it is a SEPA payment or a non-SEPA payment. For SEPA payments, you can reduce your bank charges by making one-off payments on the same due date.
Payments outside the SEPA area will be bundled if the payments are made on the same day and the supplier is the same. In this case, all payments by the same supplier will be made in one installment at the earliest due date.
Changing the due after your payment is sent to your bank
Here's how to change the payment due date after a payment has already been sent from Netvisor to your bank:
- Cancel the payment sent to the bank.
- Reissue your payment on the correct due date.
Has the purchase invoice been paid?
You can check the payment of an invoice by opening the invoice and selecting “View payments" from the Purchase invoice functions. Under the heading “Payment data sent to the bank” you can see the payments sent to the bank from Netvisor. The payment material has been successfully processed by the bank when there is no red error message for the payment. You can also check your payments from your account statement for that day, as well as Bank traffic reporting. The status of a successfully processed payment in the Bank traffic reporting view is "OK".
The status of an invoice "Approved" is not the same as that of a "In payment service". Approved means that the invoice has been approved by the purchase invoice approver. In payment service means that the payment for the invoice has been sent to the bank and is awaiting confirmation until the due date account statement arrives on Netvisor. After that, the invoice will be marked as paid.