Outgoing payments

In this procedure you can register outgoing payments in the accounts payable ledger and confirm payments. By registering outgoing payments, the concerned invoices get status paid or partially paid in the accounts payable ledger. Postings are also updated in the accounting. In the Bank settings procedure, you configure several settings regarding outgoing payments that are registered in this procedure, for example settings for different payment methods and write-off codes.

Payment suggestion

You can register outgoing payments in different ways in this procedure. One way is to order for payment directly via the Payment suggestion list, where the selected supplier invoices are directly transferred to a payment file that will be sent to the bank. Or you can transfer the selected invoices in the list to the transaction list to be approved/printed in the Print transaction list procedure. If you approve the invoices in the transaction list, they will be transferred to the payment file. Another way to register outgoing payments is to first transfer the selected invoices from the Payment suggestion list to the Pay via file (order) tab or to add them one at a time to that tab, and from there transfer them to a payment file. These methods mentioned apply for outgoing payments where electronic payment method is used. You can also register outgoing payments for supplier invoices where manual payment method is used in the Payment suggestion list. Then you start by selecting the invoices and transferring them to the Pay manually tab or you can add them one at a time to that tab.

Confirmation

In this procedure you can also confirm paid supplier invoices (that have already been sent in a payment file to the bank and that the bank has confirmed as paid). The confirmation must be performed in order to update the status of the invoices as paid in the system. The confirmation is made in a list for the invoices that have been paid. In order to confirm outgoing payments, select the Confirmation list type.

You can perform confirmation via file. The purpose of this function is to use a file to confirm the payments that have been carried out by the bank. To load payments via file is a much faster and easier way to confirm payments than to manually confirm payments that you have registered with the bank.

Cancel outgoing payments

You can also cancel or undo payments that have been made. You may need to cancel payments, if you for example, by mistake ordered invoices to be paid. Such adjustments should only be made before the payment file is sent to the bank. You can cancel individual payments as well as entire outgoing payment journals, transaction lists etc. In order to cancel outgoing payments, select the Cancel outgoing payments list.

Outgoing payments as on account

You can also register outgoing payments as on account payments in the procedure. They can be outgoing payments of e.g. advance payments or excess payments (overpayment) for which there are no invoices in the accounts payable ledger. An outgoing payment like that creates a new accounts payable entry of type "On account" and will then exist as a balance in your favor in the accounts payable ledger. You add on account payments under the Pay manually tab by leaving the field Consecutive number empty.

There are also two system settings that affect outgoing payments: Default exchange rate for outgoing payments and Method for calculating payment date.

Payment suggestion

This list type is used to order for payment from a list of payment suggestions for invoices, and transfer them to a transaction list and a payment file or pay them manually.

The purpose of the list is to load payment suggestions for invoices selected by payment method. That is, that you load a list containing invoices that have the same payment method. In the list you will see all invoices that should be included when going ahead from payment suggestion to payment. If the payment method of the suggestions is manual payment, you transfer the invoices to the Pay manually tab where you can save and record the payments. If the payment method of the suggestions is electronic payment, you either transfer the invoices to the Pay via file (order) tab or skip that step and save instead. When you save, you can choose between transferring the invoices directly to a payment file or opening the transaction list and approving the invoices there instead and then transferring them to the payment file. Then you can also print the transaction list, if needed.

Confirmation

This list type is used to confirm paid supplier invoices (which has previously been sent to the bank in a payment file), for which you have received payment confirmation for the bank.

The purpose of the list is to load invoices for confirmation selected by payment method up to and including a certain payment date. All the invoices that are to be confirmed as paid will be displayed in the list. You can adjust the payment date if the payment was withdrawn on another day. You do not have to execute the confirmation in order to adjust the payment date, you only need to save it. This can be necessary if you for example have sent an adjustment task to the bank regarding changed payment date.

Cancel outgoing payments

This list type is used if you wish to cancel or undo outgoing payments.

The purpose of the list is to load already made outgoing payments of invoices for cancellation, e.g. if you by mistake ordered invoices for payment. Already paid and booked outgoing payments can also be canceled. When canceling, reversal vouchers will be created for the outgoing payments in question.

The presentations determine how the selected list should be displayed/presented. For example if it should be presented as grouped or as total. There are some standard presentations included in the program.

In most procedures where you can load lists, it is possible to create your own presentations. This is done under Presentations in the backstage of the procedure in question. If you create your own presentation you can for example choose if it should have a drilldown function and a drilldown filterering.

You can select which columns the list should consist of, and for each of the columns you can configure grouping, sorting, aggregation, and if the column should be shown in chart form and if it should be printed. Additionally you can also make printout settings, chart settings, and settings regarding extra aggregation.

Read more about this in Presentations.

In a list procedure there is always a tab called Selection where you can select data records in different intervals from the database. The data records are then loaded by using the Load button in the toolbar of the procedure.

Under Selection rows in the backstage of the procedure, you can choose which selection rows that each list type should have, under the Selection tab in the procedure. In the List type field you select for which list type you want to customize the selection rows.

One table shows selection rows possible to select and one one table shows the selected selection rows. You can add, delete, or move selection rows by dragging and dropping the selection rows with your mouse pointer.

Using the Save button you save the selected selection rows.

Read more about this in the Selection topic.