Define payment definitions
Payment definitions in Continia Payment Management can be grouped into 2 categories:
Receiver references, which is the definition of how the FIK/GIK Payment ID is structured on the OCR line.
Sender references, which is the definition of how Payment Management composes the posting text sent to the bank when you make a payment, and which later appears in your bank account statement from the bank. The sender reference is used to match a vendor payment record, with a line in the electronic account statement when reconciling your bank account.
The page Payment Definitions is thus used to build templates for both types of references. In the colum you specify the type Sender Reference, implicitly that if you do not select anything, it is a Recipient Reference.
How to access the setup of payment definitions
To start the guide, follow the instructions below:
- Select the
icon or press Ctrl-F3, enter Payment Definitions, and then select the related link. - This opens the Payment Definitions window, which contains a list of the various payment definitions.
- 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.
- Select the OK button to complete the setup.
Recipient reference
When you receive a purchase invoice with a payment slip printed on it, these payment slips have a Payment ID (OCR line), which must normally be entered on the purchase invoice. This Payment ID is often composed of information on the invoice, e.g. invoice number and our account number.
By specifying a "template" for how the Payment ID is composed, you can have Payment Management fill in the Payment ID field automatically. You do not have to enter the OCR line on each and every purchase invoice, and when the invoice is paid, the Payment ID is automatically transferred to the bank and vendor.
Continia provides a large number of templates with masks for the individual Payment IDs, so that they are automatically created by e.g. FIK payment.
Although Payment Management has created templates for the most commonly used Payment IDs, you may encounter Payment IDs where no predefined template has been created. In such a case, you have the option of creating new Payment IDs yourself with your own defined templates, or you can customize the templates for the existing Payment IDs, if these do not meet your needs.
Sender reference
When you send a payment to the bank and you subsequently import an electronic account statement, your payment will appear on the account statement with a notification text. It is called in bank terminology a "Sender reference" and can e.g. be "Payment of invoice 1234". The text is used to recognize the posting, just as if you were to find a payment on an account statement yourself.
If you have many payments from a bank account, it can be difficult to find an entry that matches the bank statement. If you e.g. have used the text "Payment of invoice 1234", you may risk that several vendors have used the same invoice number, and you will therefore find it difficult to ensure that your posting matches the correct entry on the account statement correctly.
When you use Payment Management to send payments to the bank, you have the option to have the program assign a unique number to each payment, also called "Uniq Payment Reference". All entries on your account statement will therefore contain a unique number in the Sender Reference field. It has the advantage that Payment Management can match the entries with 100 percent certainty, and the account statement can therefore be reconciled without you having to do anything.
In order for you to choose from several definitions of how this Sender Reference should be structured, you can create several Sender Reference definition codes, each of which may look different. Depending on which one you choose, Payment Management can e.g. fill in the Sender Reference field with Credit name + UPR number. In this way, the text on the account statement will be legible for both you (Vendor Name) and for the program (UPR number).
Important
If you do not fill in the field, Payment Management will still form a Sender Reference on your payments, unless you have specified a Sender Reference on the individual vendor.
Sender reference is filled in with Vendor name + UPR number if the field is blank in your bank account.
How to create a payment definition
Follow the instructions below to create a new template to interpret an OCR (Payment ID) line:
Fill in the fields Code and Description, with a telling content.
Then select the field Template, whereby a drop-down arrow appears to the right of the field.
Select the arrow to open the page Notification fields.
Select a field name to use in the Payment ID. It is important that the fields are selected in the order they should appear in the Payment ID. Then press OK.
Repeat steps 2-4 for each field that should be in the payment ID.
Note
Danish payment methods always end with a check digit. The check digit will always be the last information in a Payment ID. Therefore, make sure that it is the last line created in the template. It is not necessary to add number of positions to this as this will always be one character.
Then select AssistEdit (field with tree dots) in the line with the new Payment ID. This opens the window Template Field Property, where different settings for the Payment ID are available. Below is a description of the fields that can be filled in as needed:
Field Description Text The name of the part of the Payment ID to which the setup in each line belongs. No. of Positions Specify the maximum number of fields this information may include in the Payment ID Place Before Specify the number to be filled in before the information, if this does not fill in the number of characters specified in Number of positions (Cannot be combined with Placed after) Place After Specify the number to be filled in before the information, if this does not fill in the number of characters specified in Number of positions (Cannot be combined with Placed before) Opposite Sign Activate this function if the information specified in Text to be created with the opposite sign in the Payment ID Truncate from Left Activate this if you want the information entered in Text to be shortened from the left so that it achieves a field length corresponding to the number of positions you have entered in Number of positions Select the OK, which completes the setup and makes the Payment ID ready for use.
In the Sender Reference column, specify whether you defined a Sender Reference by selecting the field, or whether you defined a Recipient Reference by not selecting the field.