Import customer payments
When your customers pay an invoice with a FIK, GIK, KID, or OCR reference, the bank can provide a deposit file with detailed information about these payments. The file can be imported to the cash receipt journal using Payment Management. For you, this means that you do not have to manually enter and settle every single deposit in the cash receipt journal.
Note
To use the import functionality for FIK, GIK, KID, or OCR payments into Payment Management, it is necessary that you enclose either a payment card or an OCR reference when you send invoices, reminders, interest notes, or account statements to your customers. Read more about how to set up FIK/GIK/KID and OCR with Payment Management in the article Setting up reports for printing FIK/GIK payment slips.
To import cash receipts
The following guide applies to importing both FIK/GIK and CREMUL.
- Select the
icon or press Ctrl-F3, enter Cash Receipt Journals, and then select the related link. - This opens the list of cash receipts journals.
- If you have not already created a cash receipt journal, you should do so now. The bank account for which your cash receipts are deposited must be stated as a Balance Account on the cash receipt journal in order for it to be used for importing cash receipts, and the balance account type must be Bank.
- Select the journal you want to use in the field Journal Name.
- In the action bar, select Import Inpayments.
- If you have previously imported payments, you can in the box Use default values from select Last used options and filters. Below you will find descriptions of the individual fields and functions in the window Import Payments, and what consequences this has for the import of payments.
- Select OK to start importing payments.
- Once the payments have been loaded and any adjustments have been made, the journal is ready for posting. Select the action Post or Post and print if you want to print the journal.
- Select OK to close the page.
Fields on dialog box when importing payments
When importing payments from a file, you must fill in some information about the import. The fields are described in the table below:
| Field | Description |
|---|---|
| Import from file | Specify if the import of payments should be done using a file. |
| File Name | Enter the path and file name of the file received from the bank. |
| Journal Date | Select the date that the entry should use in the journal; it can be either the deposit's deposit date or posting date. |
| Description | If necessary, insert a general description for the journal text. If no description is specified, the system will insert the customer's name. |
| Start Document No. | Specify which document number the first line should start with. The remaining lines automatically count up one document number per. line. |
| New document no. per. | Choose whether you want to change to a new document number each time a new cash receipt journal is settled (i.e. keep the same document number for all lines), or whether you want to change the document number for every Line in the journal. |
| Collection of Bal. Acc. per: | Choose if a total counter-entry is required on the bank account per. day, otherwise a bank entry will be formed per. line. |
| File type | If importing payment from a file, the file type must be specified in this field. |
Supported importing formats
Payment Management supports the following file formats for importing payments:
- The common payment format PBS FIK (DK)
- Payment service OCR (SE)
- TotalIn (SE)
- OCR-Giro (NO)
- BG Max (SE)
- CAMT-054C - Note that the file must contain details of each payment (called specified or detailed when ordering the file at the bank). Sum-files are not supported as a single sum does not indicate who conducted the payment.
How Payment Management applies payments
Depending on whether you have chosen collection balance account per. day, the bank entry will either be created per. line or per. day.
The document number is automatically filled in with the next available number in the number series for the journal names that belong to the payment journal. The document number is the number that appears on the first cash receipt journal line. The following journal lines are numbered consecutively. However, you can also fill in the field manually.
All payments with a customer number or invoice number will get an Applies-To ID when they are imported into the cash receipt journal. The only cases where the Applies-To ID is not inserted are:
- If the customer has the settlement method = balance, and it has been chosen for the import that the entry should not be settled.
- If the customer has a settlement method = balance, and the amount paid does not match the balance of the invoice.
- If the invoice has already been settled.
In the latter case, it may be necessary to apply the Applies-To ID manually.