Creating a payment batch and sending it to the bank – Heeros Help Center

General Information about Creating Payment Batches

General Information About Creating Payment Batches

Creating payment batches always requires main user rights, either Office-level or company-specific main user rights. The rights of a company-specific main user to create payment batch can be restricted; an Office-level main user can always create a payment batches.

The right to send the payment batches may also be restricted by enabling a separate payment batches approval in the settings and defining the allowed approvers for the payment batches submission.

Multiple different invoices can be selected for a single payment batches, as the invoices in the batches can be paid on their desired due dates, discount dates, or all can be paid on the same payment day. If there are invoices in the batches with different payment days, the invoices will be settled as they are paid in the bank. The batch is considered settled only after the last invoice in the batch has been paid.

Before creating a payment batch

Before creating a payment batch, the following should be considered:

Credit Invoice
The credit invoice must be allocated to the invoice to be credited before creating the payment batches. This way, the allocation automatically reduces the amount payable. The invoice to be credited must have a document number provided before the credit invoice can be allocated to it.

Cash Discount Invoice
If the invoice has a valid payment term selected that includes a cash discount, the Purchase Ledger will offer a reduced amount for the payment batch when the payment date is chosen as Discount Day.

Bank Payment Schedules

In the submission of SEPA payment files, it is always important to consider bank-specific schedules. If the payment date of the payment file is the current day, the processing time in the Heeros systems should also be added to the submission time. To ensure the timely arrival of the files, it is advisable to send the current day's payment file at least one hour (1h) before the latest delivery time given by the bank.

The attached table summarizes the schedules by which the material must be received by the bank. Materials received after the deadline will be processed on the next banking day or on the discount, batch, or payment date specified in the payment batch.

Note! Heeros is not responsible for changes in the banks' schedules. Information about the banks was verified in July 2021.

Same day payments must be in the bank by:

Danske Bank – 6:30 PM

Nordea – at 18:30

Osuuspankki – 6:00 PM

Samlink – at 5:30 PM

S-Bank – 4:30 PM

Ålandsbanken – 4:00 PM

Creating a Payment batches for the Future
A payment batches can be created for the future according to the bank specifications below:

Danske Bank – 365 days before the due date

Nordea – 90 days before the due date

Osuuspankki – 364 days before the due date

Samlink (Savings Banks, Local Cooperative Banks, Handelsbanken, Aktia) – 120 days before the due date

S-Pankki – 361 days before the due date (to be confirmed)

Ålandsbanken – 361 days before the due date (to be confirmed)

Creation of Payment batches

Go to Purchase Ledger – Open view
Select the invoices to be included in the payment batch by clicking the checkbox in front of the invoice line
Click the Create Payment batch button

The payment batch creation window displays a list of the selected invoices for the payment batch, which can be modified if necessary.

Bank Account
If you have multiple payment bank accounts, choose the bank account from which the payment amounts will be paid. The initial and final balance information will update if the bank statements have been retrieved. In the bank account settings (Settings - Bank Accounts), you can set the desired bank account as the default account for the payment amount.

Selection of Payment Day
Select from the field's dropdown menu on which days the invoices will be processed.

Due date – Invoices are paid on the due date of each individual invoice.
Discount date – Invoices are paid according to the payment terms used in the invoices, provided the discount is valid. If a payment term is missing from an invoice or the discount is no longer valid, the invoice is paid on the invoice's due date.
Payment date – All invoices are paid on the payment date defined in the Payment date field.

Changing the selection of the payment date updates the method of when the payment is made for all invoices in that payment batch (due date, discount date, or payment date). All invoices in the payment batch are sent to the bank grouped into a single payment batch.

Payment date
If Selecting Payment Date field has been selected as Payment Date, specify the desired payment date in this field by clicking the calendar option at the end of the field.

Email
The option to send information about the created payment batch via email; the field is not mandatory. If the recipient's email address is defined in the general settings (General – Interfaces – Purchase Ledger), the email addresses of the specified individuals are automatically provided in this field. If no recipients' email addresses are defined in the general settings, you can enter any email address in this field to which the information about the created payment batches will be sent. The information about the payment batch is sent immediately, and not as a summary message (summary = notifications sent every six hours). If the field is left empty, no email notifications about the created payment batch will be sent.

Note! If necessary, the field can also be edited or cleared/removed from some of the provided email addresses.

Invoices
Under the Invoices heading, a list of the selected invoices for the payment batch is displayed.

If the invoice type is a credit note, the details will be shown in red, the amount will be negative, and it will automatically reduce the amount of the invoice being credited. The credit note must always be allocated before selecting the payment batch.
Discounts will automatically appear and reduce the payable amount if the selected payment date is within the period that the discount is valid.
The invoices selected for the payment batch that cannot be included (e.g., the invoice is already being paid) will be displayed in red at the top of the invoice listing.

If necessary, invoice lines can be

Change the invoice amount by entering a new value in the Paid field (overpayments cannot be made)
Change the selected invoice payment date by entering a new value in the Payment Date field
Also exclude the invoice from the payment batch (Uncheck the box). The invoice will remain open and will not be sent to the bank for payment.

Paid

If only part of the invoice amount is paid, the invoice amount can be changed in the Paid field.
Overpayments cannot be made. If a sum greater than the total is given, a notification will appear on the screen.
The invoice can be excluded from the payment batch by removing the check from the checkbox.
If the payment batch includes invoices with a zero amount, the Send to bank option will generate an error message; the amount to be paid cannot be zero. The error message must be acknowledged, after which the invoice amount can be changed or the specific invoice line can be removed (check the box in front of the line).

Note! The information in the Amount to be paid field always displays the amounts to be paid in euros (including the amounts of currency invoices), making it easy to check the total euro amount to be paid in the Total field of the payment batch.

If a payment batch that has not yet been sent to the bank needs to be canceled, close the Payment tab (the tab's cross), which will release the invoices selected for that payment batch for re-selection.

Sending Payment batch to Bank

Click Create Payment batch window Send Purchase Invoices to ensure that you really want to send these invoices to the bank for payment.
- Pay option transfers the payment batch to the bank
- Cancel option cancels the sending of the payment batch to the bank and returns back to the payment batch creation window.

Payment batches transferred to the bank

The payment material is generated from the batch after clicking the Pay button.

Note! Materials that have been transferred for payment can no longer be canceled!

The payment material will be sent automatically via Heeros Link directly to the bank.

Note! Please verify that the status of the payment batch changes to Sent to bank, so that the material has indeed been sent to the bank and has received the bank's feedback. The payment may also be rejected later, for example, due to insufficient coverage, so the creator of the payment material has the obligation to monitor the success of the payments.

You can read more about the stages of the payment batches here.

You can also print the payment batch sent to the bank using the Print button on the payment batch.