In Procountor, you can use the following functions: making an invoicing company notification including a direct payment, processing recipient notification including a direct payment, and sending direct payment data. The direct payment function is intended for invoicing consumer customers, who do not use an online bank. The function can be activated by contacting customer service.
General information about direct payment
The direct payment function is intended for invoicing consumer customers, who do not use an online bank. Direct payment is part of the e-invoicing service offered by banks, and using it requires an e-invoicing agreement with your own bank. From a technical standpoint, direct payment is based on the same Finvoice format as the consumer's e-invoice and the Finvoice electronic invoice between companies.
When using direct payment, the invoicing company sends the actual invoice to the customer and an electronic copy of the invoice to the bank (the direct payment data). The bank performs the automatic debiting of the invoice from the customer's account on the due date based on the direct payment data sent to the bank. The customer cannot change the sum, due date or account number of the invoice being paid as direct payment. If changes are required in invoicing, they should be agreed separately with the invoicing company well ahead of time.
In direct payments, the invoice should be sent to the payer (a paper invoice or other notification) and a copy of the electronic invoice, or the direct payment data, to the bank. In Procountor, you can select only Mail or E-mail as the invoice channel, if the payment method is direct payment. Direct payment cannot be selected as the payment method of the invoice, unless the bank has sent a recipient notification to the customer to be invoiced, with Direct payment as the type.
Because the receipt subject to direct payment is sent twice – as an invoice to the customer and an invoice copy to the bank – two charges apply to one receipt: one for sending the electronic invoice (to the bank) and, based on the invoice channel selected, another for sending via E-mail or Mail.
Direct payment step by step
- The invoicing company signs an agreement with its own bank concerning sending Finvoice electronic invoices, electronic invoices and direct payment data.
- The invoicing company sends an invoicing company notification through its own bank, in which it announces that it has the capability of sending consumers' e-invoices and direct payment data. The bank of the invoicing company delivers the notification to other banks as well.
- The payer asks their own bank to issue a direct payment assignment, in other words, states their willingness to use direct payment for the invoices of a certain invoicing company.
- The payer's bank forwards the payer's receiving address to the invoicing company as a recipient notification. The recipient notification contains information on the customer being a direct payment customer.
- The invoicing company processes the received recipient notification, and this updates the information in Procountor's customer register.
- The invoicing company sends the invoice to the customer and a copy of the invoice as an electronic invoice message to the bank.
- The payer's bank pays the invoice automatically on the due date in accordance with the assignment.
Creating an invoicer announcement
The invoicer notification is made in Management > Company info > E-Invoice and Scanning provider addresses.
Click on the electronic invoice address row for which you want to create a new invoicing company and select Invoicer announcement > New.
With the Edit choice, you can edit an invoicer announcement you created earlier.
With Delete, you can delete the invoicer notification you created.
The details of the electronic invoice address, which was selected when pressing the Invoicer announcement button, are transferred to the Operator and Sending address fields.
Select Consumer electronic invoice and Direct payment in the Services selected by invoicing company field.
In the Identification Information field you can select either a Bank reference code, Customer number or a combination of Customer number and Bank reference code.
If both the customer number and bank reference code are used as identification information, both are mandatory. The customer number length must be 1–35 characters and should not include other special characters than hyphens or spaces.
Enter the name of the billing topic in the Billing topic section in accordance with the bank's data requirements in Finnish, Swedish and English. The name can be, for example, Insurance invoices or Phone bills.
Enter instructions for the invoice recipient in the Help recipient section. Compiling the instructions in Finnish is mandatory. You have the option to provide instructions in Swedish and English as well.
In the Select accounts section, select the accounts to be included in the announcement. At least one account must be selected. All available accounts are displayed in the menu on the right. Select an account number and press the arrow button to link an account to the announcement.
Correspondingly, when you activate the account number in the announcement and press the lower arrow button, you delete the account in question from the announcement.
Using the Send button will send the announcement to the bank.
Handling recipient notifications
Once the invoicer announcement has been sent and the payer has asked their bank to issue a direct payment assignment, the bank will forward a recipient notification to the invoicer to Procountor. The notification needs to be allocated to the customer in order to take direct payments into use on the customer's invoices.
To handle new recipient notifications, you can use the Quick link panel on Procountor's front page and choose Consumer electronic invoice/direct payment notifications. Optionally you can use the business partner register or Customer register and click on Receiver info notifications.
The quick link or the Receiver info notifications button will open the Consumer electronic invoice and direct payment recipient notification processing view. In this view, receiver info notifications can be allocated to customers.
You can find more information about allocating notifications (and removing existing allocations) here.
Recipient notifications that concern direct payments have the type "Direct payment".
- If the customer has announced that they wish to take direct payments into use, the notification's status is seen as "Add". Once this notification is allocated to a customer, the customer's payment method will change to direct payment.
- If the customer has announced that they wish to stop using direct payments, the notification's status is seen as "Delete". Once this notification is allocated to a customer, the direct payment is removed from the customer's information and the payment method will be set to bank transfer (the default).
Direct payment in customer information
In the customer information, allocating the recipient notification has changed the value of the customer's Payment method field to Direct payment. After allocating the notification, the options available in the customer's Invoice channel field are Mail or E-mail.