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 payments that don't belong to the sales ledger, 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.
If a payment is received and has an under/over payment amount that is within the limits defined in the general settings, the payments are now created with a correction entry.
If the automatic under/overrun functionality is not to be used, these limits should be set to zero (0).
In the case of an underpayment, the actual amount of the payment is not changed (unless it is deliberately edited manually), but the invoice is considered paid in full by the automatically created underpayment export for the payment. Below is an example of an automatically created underpayment:
In the case of overpayment, the sales receivables entry amount is reduced and an overpayment entry is created with a negative sign in the default overpayment account. Below is an example of an automatically created overpayment:
It is possible to edit automatically created records for the values of a row that has already been created, but if a row is deleted, it cannot yet be recreated from the interface.
Accounts Receivable - Payments and Reports - Payments views have Adjustment amount column.
This column displays a possible under-/over-payment entry amount in case the payment includes this type of adjustment amount. For underpayment the amount is positive and for overpayment the amount is negative. In case there is none, zero (0) value is displayed.
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, in case the limit is set to zero in the settings.
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.