In the Receipt search, you can select the option Payment of multiple invoices in the drop-down list of the Payment button. It allows you to pay multiple invoices on the search result list.
The Payment of multiple invoices button opens a view with all invoices in the search results for defining the payment information. If the approval circulation is in use, the default is that invoices with the status Approved are selected for payment.
The invoices available for payment are shown on rows with a tick box in the first column. Note! Invoices that are already in the payment process, invoices with the status Payment denied, credit invoices, foreign payments (other than the SEPA bank transfer) or invoices with incomplete information cannot be paid and are shown with a red background on the row.
If several bank accounts have been specified for the company, you can select the appropriate bank account from the options in the drop-down list of the From account field. The account number, and the balance and date of the latest bank statement are shown for each bank account in the drop-down list.
You can remove an invoice from the payment process by removing the tick from the box on that row. This also updates the sum in the Total payment field.
The buttons in the upper section
Click the Pay button when you have selected the invoices you want to pay and when you have defined the payment dates. Then, a confirmation is required before proceeding with payment. The Pay function changes the invoice status to Payment queued. The supplier’s bank account number can be an old-format domestic bank account number or an IBAN-format bank account number starting with the prefix FI.
The payday is the date, when the payment transactions are transferred to the bank. If the invoice’s payment date is in the future, the invoice remains in status Payment queued until early on the payment date, when the payment transaction is transferred to the bank. If the invoice’s payment date is the current date, the payment transaction is transferred to the bank either at 1.00 pm or at 4.00 pm, depending on the time of entering the payment information of that invoice. If the payment information of the invoice is entered after the transfer batch run at 4.00 pm, the payment transaction is transferred to the bank in the early morning on the next day. If the payment date is far in the future, the system makes a notification of it but you can still proceed with the payment. If the payment date is in the past, the payment transaction is transferred to the bank in the next transfer batch run.
The user must have all rights to Payment transactions to be able to pay an invoice. Payment before the approval of the invoice can be prevented in the Company info Usage settings.
You can use the Mark as paid elsewhere button to mark an invoice as paid, for example if it has been paid in cash or if it has not been automatically marked as paid by the electronic bank statement. Before doing this, you must remember to enter the actual payment date in the invoice’s Payment date field. The payment date must not be within a closed accounting period or reporting period.
Invoices with total sums of zero can be easily eliminated from the open invoices view by marking them Paid elsewhere in the open invoices view. The Mark as paid elsewhere function does not create any accounting entries. It only changes the invoice status to Paid elsewhere, making it disappear from the open invoices view. You must create the required accounting entries separately using a journal receipt.
The user must have all rights to the Paid elsewhere function and at least viewing rights to Payment to be able to mark an invoice as Paid elsewhere.
The drop-down list of the Select button contains three different options. The Select all option selects all invoices valid for payment. The Select accepted option selects for payment all invoices in status Approved. The Clear button removes the payment selection mark from all invoices.
In the Payment method field you can select either the Bank transfer (LMP) or the SEPA bank transfer (C2B). The Payments button after the bank account number opens a display window, which shows a list of all bank account transactions that are not yet included in the bank statement. The list shows the number and total sum of payments sorted by date.
You can edit the payment date of an individual invoice by clicking the desired Payment date field on the desired invoice row. You can define the same payment date for all invoices waiting for payment by ticking the Use payday box and entering the desired date in the Payday field (the date is nor updated on the rows). The default value in the Payday field is the current date.
In the Message column you can enter an 80-character message to the recipient if you pay the invoice without using the bank reference code. It the purchase invoice contains an entry in the Order reference field, it is displayed in the Message column. The information in the Message column is saved in the payment transaction line.
The buttons at the bottom
The buttons at the bottom allow you to process the invoice on the selected row.
The Invoice info button displays the event information and the assigned verifiers and approvers of the selected invoice at the bottom of the view.
Through the Invoice button and clicking the arrow you can display different options. The Invoice option opens the invoice view. The Accounting option opens the invoice’s accounting view, and the Dimensions option opens the invoice’s dimension view. The Preview option shows the invoice information in HTML or PDF format in a new browser window. The Attachments option allows you to view the invoice’s attachments. Attachments cannot be added or removed.