Automatic reference data retrieval
Successfully matched payments
Failed reference payment matching
Missing payments
This article explains how to enable automatic reference data retrieval in the New Sales Invoices program, which allows sales invoices to be matched automatically. The article also provides reasons why reference data may not have been successfully matched and how to handle missing reference data in the program.
Automatic reference data retrieval
Automatic reference data retrieval is enabled in the New Sales Invoices program and requires the following:
- Web Services channels are open for the necessary banks. Note that Web Services channels are menu-specific.
- The customer's payment agreement with the bank is linked to the aforementioned channel and includes machine-readable retrieval of reference data (KTL).
- The bank account must be set up in the Menu and New Sales Invoices for automatic retrieval of references to work.
Checking the bank account information in the Menu:
- Go to the Menu in your browser
- Click on the [Edit] text next to the customer
- Check the Bank accounts field to see the bank accounts used by the customer. If necessary, add them manually to the field.
When the bank agreements are in order and the account number is set, the reference data is automatically retrieved from the bank using the Web Services channel and directed to the correct customer database based on the bank account number displayed in the Menu.
Reference data names by bank
Danske Bank: VIPN
Osuuspankki: KTL
Aktia: SVM
Nordea: KTL
Säästöpankki: SVM
Handelsbanken: SVM
Automatically retrieved references mark the invoices as paid. However, unmatched imports, such as incorrect reference numbers or over payments, need to be manually processed in the Accounts receivables - Payments view.
Successfully matched payments
Matched transactions are visible in the Accounts receivables - Payments view in the Saved status and payments can be transferred to accounting from the Payments to accounting view.
The payments are assigned a transaction number according to the payment number counter. The payment details can still be edited before transferring to accounting.
Failed reference payment matching
If payments are not automatically matched to sales invoices during reference data import, they remain as drafts in the Payments view. Please note that when using late payment interest or reminder fees, automatic matching does not currently work, and the additional amount must be allocated to a separate payment.
Draft payments include:
- Unidentified reference number
- Bank adjustment entries
- Over payments or underpayments
Unmatched payments are visible in the Accounts receivables - Payments view and must be manually processed and matched. For more information on manual payments, click here.
Missing payments
If there are missing reference transactions or an entire reference data in the Sales Invoices, please contact Heeros Application Support using the Help Center service request form.