Example of the payment flow with Continia Payment Management

  • 22/11/2024
  • 9 minutes to read

On this page you will find a guide on how to complete an entire payment flow with Continia Payment Management. The wizard assumes that you have made all the necessary setups required to complete a payment.

How to make a payment with Continia Payment Management

Follow the guide below to make a payment using Payment Management.

1. Enter payment information

  1. On the invoice you have received, you will find the vendor number of the supplier for whom a payment is to be made.

  2. You can set up vendor payment information by using the assisted setup guide Assisted setup of vendor payment information. Once payment information is set up, you can create the purchase invoice.

  3. If you want to set up vendor payment information manually, you can follow the guide Set up vendor payment information.

    On the vendor card, you must indicate under the section Payment Information how the vendor is to be paid and what information is to be included in the payment.

    • Under payment method, select the payment method that you want to use for payment, e.g. FIK payment, bank transfer (BTD), SEPA, or another payment method.
    • Under the menu Home go to Bal. Accounts. Specify a balance account, ie. the bank account to be paid from. If you enter a balance account with the vendor, this account will then be the primary bank account that is paid from when you make payments to this vendor .
    • By bank transfer, then check that a bank account has been created on the vendor . Set up vendor bank account.
    • Fill in any other payment information that may be relevant to the payment and vendor in question.

  4. Select OK to close the window.

2. Create purchase invoice

  1. In the tab at the top of the vendor, under Home, select the function Purchase Invoice, to create the purchase invoice in your accounts. If you are not on the vendor card, you can also use the search function and search for Purchase Invoice, from which you can create a new purchase invoice.
  2. Validate that Vendor Name, Posting Date and Due Date are correct.
  3. Enter Invoice no. which is stated on the invoice.
  4. Enter information about the purchase on Lines, such as Type, Number, Quantity, Purchase Price, etc.
  5. Validate that the amount matches the amount stated on the invoice.
  6. Payment information created on the vendor will automatically be transferred to the purchase invoice. These can be accessed from the function Payment Information at the top of the window. See the guide Use payment information on the purchase document.
  7. Post the purchase invoice..

Once you have created and posted purchase entries in your accounts, you are ready to pay them. You pay for your purchases by creating a payment proposal in a payment journal, from which a file is created which can either be exported and uploaded to the bank, or sent directly to the bank.

3. Open a payment journal

  1. Open the desired payment journal. If you want to create a new payment journal, you can see the guide Create a payment journal.

4. Setting up payment proposal in the payment journal

  1. If this is the first time you have used the payment journal, you must set up the parameters for when payment proposal is created. If you have already set up parameters for the payment journal, then skip to the section Create a payment proposal.
  2. Under Navigate, select Setup.
  3. Settings in this window form the basis for the function Create Payment Suggestions.... The setup is used for all future payment proposals that are created for this payment journal, but can of course be changed. If necessary, see the Setting up a payment suggestion to read more about setting up a payment journal.
  4. Once you have set up your payment journal, you are ready to create a vendor payment proposal.

5. Create a payment proposal

  1. Open the payment journal you want to use to create a vendor payment proposal.
  2. Select Create Payment Suggestions...
  3. Here you will see the settings for the payment proposal that have been created on the basis of your setup on the journal. Follow the guide How to create a payment suggestion in the payment journal, to create a payment proposal.

6. Validate payments in the payment journal

  1. Payments have now been made in the payment journal based on the criteria you have set for the payment journal.
  2. Your Payment Management payment journal will be able to be set up in several ways, providing more options for which payments can be generated in the same journal . Eg. the journal could contain:
    • Payment to different bank accounts.
    • Payment from different bank accounts.
    • Payment to different vendors.
    • Payments in different currencies.
  3. Any errors in the payment will most often be caught when the payment is created in the journal, but to obtain full validation of the payments, you must open the Payment Overview and select Validate.
  4. In the column Payment Status on the payment journal, or Status in the payment overview, you will be notified whether the payment entry is valid. If there are errors in the payment line, you will only read more about the error under Info & Error Log. Please correct any errors and run a new validation of payments to update the Payment Status field.
  5. Please check that the payment identification is correct.
  6. You can only send or export a payment when it has the status Valid.

7. Send or export the payments

  1. When your payments have the status Valid, you can send or export them so that they are created in the bank.
  2. You complete the payment from the Payment Overview.
  3. Read more about how to complete a payment in the guide How to use the payment overview and send payments to the bank.

8. Import the payment file in the bank

  1. If you have exported a payment file, ie. for manual communication, this file must subsequently be imported into the bank. It is individual which programs are used for file importing in the bank, so this part of the payment process will not be described further. We recommend that you contact the bank's support if there are any problems importing the bank file.

9. Post and sent payments

  1. You can post the payment lines when they have the status Sent, Received or Paid. Minimum status requirements are specified in the settings under Setup.
  2. In the payment journal, select Post. You must then choose whether you want to post the line in question or all lines in the payment journal. Only the lines that meet the minimum requirement for Status will be posted.
  3. It is not recommended to post the payments until they have been approved by the bank.

10. Reconcile your bank account

  1. Once the payments are complete, you can use Statement Intelligence to reconcile your bank account.
  2. See the guide How to reconcile your bank account for how to conduct account reconciliation with Statement Intelligence.