Workflow for Invoice Payments
Required Settings
Conditions for Invoices
Workflow for Invoice Payments
The following list outlines the recommended workflow for processing payments.
- Approval process and postings
- Selecting invoices to be paid
- Creating the payment batch
- Separate approval of the payment batch, if applicable
- Sending the payment batch to the bank
- Automatic matching of invoices based on the statement
- Transferring invoices and payments to accounting
- Archiving invoices
Required Settings
Before creating a payment batch, the following items must be considered in the Purchase Invoice settings:
- A Web Service channel must be opened with the bank, and a payment transaction agreement must be made. You can read more about bank agreements here.
- A payment account must be added to the settings. You can read more about bank account settings here.
- Settings - General - Accounts: A cash discount account is mandatory
- Settings - General - Other Settings: The type of payment document must be added to the settings if automatic payments from the purchase ledger are to be used.
Conditions for Invoices
Must have
- The invoice must have an amount due of at least €0.01.
- The invoice must be in the last stage of the review process.
- For foreign suppliers in the SEPA area, address details must be added to the supplier registry information
- The payment date must be a business day, as the payment date is not automatically changed to a business day during the payment process
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- If payment batches are created on a weekend, the payment date should be set to the next business day
- If a payment batch is created/sent on a weekday, and the payment date is the same as the creation/sending date, the payment data must be sent from Purchase Invoices at least one hour before the bank's latest delivery time. Otherwise, the payment date will be moved to the next business day.
- The credit invoice in the payment batch must be allocated to the charge invoice.
Must not have
- The invoice must not already be in payment. For example, previous installments of a partially paid invoice must be settled before the remaining amount can be paid
- The invoice must not be locked, as an invoice in processing cannot be selected for payment
- Direct debits cannot be included in the payment batch.