How to use the payment overview and send payments to the bank
When payments are created in the payment journal, payment entries are created in the Payment Overview at the same time. Conversely, if payment is deleted, it will of course also be removed in the Payment Overview.
Once you have completed the functions that you want to use in the payment journal, including prioritization, aggregate payment, etc., it is time to complete the processing of the payments and send the payments to the bank.
What is the purpose of the Payment Overview?
In Continia Payment Management, opposite standard Dynamics NAV or Business Central on-premises, actual payment entries are created. This means that the history and status of the individual payment are fully documented. The payment entry is created in the Payment Overview at the same time as a payment line is created in the payment journal, with updates both ways.
In the Payment Overview, you must finalize the payments, including e.g. approve them and send them to the bank. Status is found on all payments and shows how far the payment is in the payment flow. In addition to history, there is also an extensive Info and error log, which tells you what an error consists of and how to correct the error. When the payment entry has the status Valid, the entry must be approved and sent. There may be procurement rules on the payment, which require that the payment must be approved before it can be sent.
Below you will find descriptions of the individual fields and functions in the window, and what consequences this has for the use of Payment Management.
| Field | Description |
|---|---|
| Status | Indicates the status of the line. There are the following options: Missing Payment Information: There is a lack of payment information necessary to complete the payment. Error: There is an error in the payment line. See Info & Error Log for more information on the error. Warning: Information/warning has been observed on the payment line, see Info & error log for more information Valid: The payment line is ok and ready to send. Partially approved: The payment line lacks further approval according to the procurement setup for the payment. Approved: The payment line is approved according to the procurement setup for the payment. Resend: The payment line is ready to be resent to the bank. Sent: The payment line has been read/sent to the bank. Received: The payment line has been received by the bank. Paid: The payment line has been completed at the bank and paid. Amount adjusted: The amount on the payment line has been adjusted by the bank. Stopped: The payment line has been manually stopped in the payment overview window. Rejected: The payment line has been rejected by the bank. Review the information on the payment line and correct any errors. Created: This status should not occur and indicates a system error. Contact your Microsoft Partner for more information. |
| Info in Log | Indicates whether there are info or error texts in the log. To see information regarding any errors on lines, select the action Info & Error Log. |
| Posted | Indicates whether the payment has been posted. |
| Notification Method | Indicates the notification method used for the payment in question. There are the following ways to advise: - Bank, where notification goes through the bank. - Manuel, where an e-mail is sent to the recipient. - Letter, where you print the notification and send it to the recipient. |
| Date of Payment | Indicates the date on which the payment is paid to the vendor. The payment date may be changed by several functions, e.g. if you have chosen to take advantage of a cash discount, or if you have aggregated payments to the same vendor. |
| Sender Reference | Checking this box means that you have ordered sender notification. Sender notification is a receipt you can order from the bank as proof that a payment has been completed. Please note that most banks charge a fee for this service. |
| Vendor No. | Indicates the vendor number of the vendor to whom the payment relates. |
| Name | Indicates the name of the vendor to whom the payment relates. If a special Payment Name has been used, this is displayed instead. |
| Currency Code | Indicates in which currency the payment is made. Blank is always the same currency as the accounting currency (LCY). |
| Amount | Indicates the amount paid in the specified currency. |
| Amount (LCY) | Indicates the amount paid, converted to accounting currency. |
| Payment Method | Indicates the payment method used to pay the creditor. |
| Description | Indicates the payment method description. |
| Description 2 | Indicates the bank's payment method description. |
| Recipient Reference | Specifies the reference text that the vendor will receive via his bank statement. If the vendor has specified a reference that is desired to be provided when paying, it must be stated here. The field can also be set up to be filled in automatically via a bank notification definition, see more here. |
| Manual Notification Reference | Indicates the notification text that the vendor will receive via e-mail or letter. |
| Bank Account No. (LCY) | Indicates the bank account to which the payment is withdrawn. |
| Fee (LCY) | Indicates what is to be paid in fee to complete the payment. |
| Created By | Specifies the User ID of the user who created the payment. |
| Vendor Payment Group | Indicates any vendor payment group used to create the payment. |
| Indicates the e-mail address used to send the notification to the vendor. | |
| Notification | Indicates whether notification to the vendor has been formed. |
| Notified | Indicates whether manual notification has been sent to the vendor. Marked when you have used the action Create manual notifications. |
How to complete the payment
- It is assumed that you have created a payment suggestion in the payment journal and that the payment lines you want to pay have the status Valid.
- Select the action Payment Overview in the payment journal.
- The payment overview shows the payments you have created in the payment journal, which has the status Valid. It is these payment lines that must now be approved and sent to the bank.
- Select the action Validate, if there are lines with status Error and these have been corrected.
- If there are still lines with status Error, select the action Info & Error Log, which explains what the error or errors consist of. Correct the error or errors and select the action Validate again, until the line reaches the status Valid. Read more about what happens during the validation [below](# How the validation works ).
- When all lines to be paid have the status Valid, it is possible to approve and send the payments. Select the action Approve and send....
- The function opens a dialog box that asks you to confirm whether you want to approve and send all payment lines in the Payment Overview, or only for the current line you were on. Choose what you want and then select OK.
- A new window will appear that continuously tells you the status of the communication to the bank. This may take some time. If your bank account is set up for manual communication, a payment file will be exported, which you must upload to your bank, after which the bank will make the payments. The payment file(s) is placed in the directory you have specified under File name (Payment File) on your bank card.
If, on the other hand, your bank account is set up for direct communication, the payment file will automatically be sent to the bank from Dynamics NAV or Business Central on-premises. - When the export is complete, the payment lines change status to either Sent or Received, depending on whether you use manual or direct communication.
- Your payments are now sent to the bank and processed there. Select OK in the Payment Overview window to close the window.
- You will now return to the payment journal, where, if you use direct communication, you can continuously update the Payment Status field by selecting the action Import Status from Bank.
- When all lines have the desired Payment Status, which is determined by the field Required Posting Status in Setting up a payment suggestion, the journal can be posted by selecting the action Post.
How the validation works
The Validate function checks whether the correct information has been filled in and is ready to be sent to the bank. If the line is validated positively, the line will have the status Valid. There are various functions that are initiated in connection with the validation of the individual payment line.
- The validation of the payment line is done in part according to built-in validation rules in Payment Management, so that the posting date must not be before today's date, and that the payment line must have the status Valid before it can be exported/sent.
- In addition, the validation is based on the validation settings defined for the bank in question and the associated banking format, as well as on the validation set up for the payment method in question.
- The validation set up for the bank, bank formats, and payment methods is automatically imported in Dynamics NAV or Business Central on-premises by Payment Management.
Should you have any validation issues, please contact your Microsoft Partner] who can help you review the validation setup.
Actions on the window
At the top of the window, you will find the following features that are specific to Payment Management:
| Action | Description |
|---|---|
| Approve... | Opens a dialog box asking you to confirm whether you want to approve all payment lines in the Payment Overview, or only the current line you were on. |
| Send... | Opens a dialog box asking you to confirm whether you want to send all payment lines in the Payment Overview, or only the current line you were on. Then a window will appear that continuously tells you the status of the communication to the bank. If your bank account is set up for manual communication, a payment file will be exported, which you must upload to your bank, after which the bank will make the payments. The payment file(s) is placed in the directory you have specified under File name (Payment File) on your bank card. If, on the other hand, your bank account is set up for direct communication, the payment file will automatically be sent to the bank from Dynamics NAV or Business Central on-premises. |
| Approve and send... | Performs both functions described above, but in the same process. |
| Card | Opens the Payment Information window, where you can see the payment details on the payment. The window corresponds to Vendor Payment Information. If you want to correct a payment, it can be done here with an advantage. You can at any time, see the status of the payment, and in the Fact Box Payment Error Log at the far right of the window, you can continuously see which errors you need to correct. |
| Validate | When you select the function Validate, it is checked that each individual payment line meets all the requirements for validation and formatting that apply to the individual bank or central bank. The validation then sets the Status field to the new value. See the description of the Status field above. Validation of payments takes place on an ongoing basis when the payment is changed before the payment is approved. Therefore, it is not necessary to perform this function manually unless the prerequisites for validation are changed. It could be master information on the balance account or validation rules that change. |
| Create manual notifications | If you have chosen to apply manual notifications to your vendors, select this action to send email or print reports (letters). The function opens a dialog box asking you to confirm whether you want to send emails or report to all vendors in the Payment Overview, or only the vendor who is on the current line you were on. |
| Set status... | Opens the Set Status window, where you can change the status of one payment or all payments. The new status and which payments it should apply to are specified. The payment or payments will subsequently have the new status. |
| Notification | Opens the Payment Notification window, where you will find the long notice that has been created for the payment line. It is of course possible to change the notification, and enter exactly what you want, within the limits of the payment method. In the notification window, you can always rebuild the notification if you have changed or deleted the notification that was already there. Select the action Build Notification Lines. |
| Comment | Opens the Payment Comment window, where you will find internal comments on the payment. Here you can add comments to the payment yourself. |
| Info- & Error Log | Opens the window Payment Error Log, where you can see why a payment fails in the validation. It is also possible to print a checklist from the payment journal. The list contains all errors from all the entries in the journal. When you correct the various errors on the payment, the error is automatically removed from the error log. To correct an error, it is best to use the action Card, where you will see all the payment information for the payment. If you find an error that occurs due to incorrect information on the Vendor Payment Information, it is of course important that you correct the error on the Vendor Payment Information card so that the error does not occur next time, you transfer payments. |
| History | Opens the Payment History window, where you can see what has happened to the payment since it was created in the payout journal. |
| Statistics | Opens the Payment History window, where you can see statistics for the payment methods used. The statistics show the following summaries per. payment method: Number of payment Number of aggregated payments Amount (LCY) Fee (LCY) As a starting point, all payments, regardless of status, are represented on the individual payment method. I.e. also any payments you have in the payment journal which have not yet been processed. |
| Poster | When you select the Entries function, select the type of entries you want to see: Vendor Ledger Entries Applied Vendor Ledger Entries Bank Ledger Entries Procuration Entries General Ledger Entries Under each of these entry types, you can find related entries to the payment you are currently on. |
| Procuration | When you select the function Procuration, you must choose between these menu items: Entries *Show Possible Procurator Entries When a bank account has a procurement set up, procurement entries are created on a payment entry when an approval takes place. You can therefore, by selecting this function, on the individual payment entry, view these procurement entries. The Procurement Entries window shows you information such as; Who has approved the payment and, By what percentage. If a payment entry has the status Partially approved, then there are procurement rules in the bank account. You can see on the payment which user must approve the payment next time. These users are found dynamically based on procurement setup and procurement entries. Show Possible Procurator When you select the function Show possible procurator, you can in the window Possible Procurator-Procurator see which procurators have been set up to approve payments in this bank account. Read more about setting up procurement in the section Create approval flow on a bank account |