Automatic reference material retrieval
Successful transactions
Failed transactions
Missing transactions
Automatic reference material retrieval
Automatic retrieval of reference material is enabled in sales ledger and requires the following:
- The accounting firm has opened a Web Services channel to the necessary banks for Heeros Link. If a Web Services channel has been opened for SEPA payments of purchase invoices, it can be used, and no new channel needs to be opened.
- The customer's payment traffic agreement with the bank is linked to the aforementioned channel and includes machine-readable retrieval of reference material (KTL).
- The bank account must be set up in the Menu and Sales Invoices for automatic retrieval of references to work.
Check the bank account information in the Menu as follows:
- Go to the Menu in your browser
- Click on the customer's [Edit] text
- Check the Customer tab to see the bank accounts used by the customer. If necessary, add them manually to the respective field.
When the bank agreements are in order and the account number is set, the reference material is automatically retrieved from the bank using the Heeros Link Web Services channel, directly into Sales Invoices. Retrieving multiple reference materials from the same bank on the same day is possible. The reference material is directed to the correct Sales Invoices based on the bank account number displayed in the Menu.
Names of reference materials by bank
Danske Bank: VIPN
Osuuspankki: TL
Aktia: SVM
Nordea: KTL
Säästöpankki: SVM
Handelsbanken: SVM
Generated reference material includes
- transfer report for each customer's Sales Invoices (Reports - Transfer reports)
Automatically retrieved references mark the invoices as paid. However, erroneous imports, such as incorrect reference numbers or missing reference numbers, need to be handled manually in the In Progress view.
Successful transactions
- Visible in the Accounts receivable - Payments - Complete view
- Awaiting transfer to accounting in the Accounting view.
Note! A successful transaction can still be changed, for example, the accounting account or explanation, before transferring to accounting.
Failed transactions
If there are errors in the import of the reference material, this information will be included in the error report. A red traffic sign on a line in the transfer report indicates failed transactions.
Failed transactions include:
- unidentified reference number
- adjustment entries made by the bank
- overpayments
Erroneous transactions are visible in the Accounts receivable - Payments - In Progress view, where they need to be handled manually. For more information on handling failed transactions, please read here.
Missing transactions
If there are completely missing reference payments or an entire reference material from Sales Invoices, please contact Heeros application support using the Help Center service request form (from the top of the page, click on the Submit Request link next to your name).