Under this tab, the system automatically retrieves all records that are recorded as Open records in vendor accounts. These are typically incoming invoices that have not been linked to corresponding counter post (s) - in the form of payments, credit notes or correction postings.
All payment proposals that have a blue symbol to the left contain all the necessary information needed for the payment to be sent (account number, positive amount, and a payment reference).
If you click on the plus you will receive the voucher information which is behind the payment; voucher number, invoice number, amount, currency, reference type, reference input, and due date.
Payment proposals that have an organize symbol contain all the necessary information and can be approved, but the organize symbol indicates that the supplier has open records in the balance sheet. This information can be used to review and link any open records (such as credit notes or past payments) before the current payment is approved, to avoid paying the wrong amount.
If a payment has a red symbol to the left, this means that the payment proposal lacks the necessary information. This can be corrected by clicking on the red symbol and filling in the information marked in red. You then save the changes using either Accept to move the payment to "Payment List", where other users have the option to sign the payment, or by Signing directly to move the payment to "Due List".
Explanation of available actions (buttons) in Payment Proposal:
Acknowledge : This button can be used as an additional link in an approval process, e.g. if you are an accountant and want to be able to quality assure the payments in the way described in the section above, before a customer user enters and signs the payment under "Payment list".
Sign : This button is used if you want to move the payment directly from "Payment proposal" to the "Due list" tab. All payments that contain a properly formatted recipient account and payment reference as well as reference type can be signed without first being approved.
Delete : Deletes the selected payment from Payment Proposal and the bank module as a whole. If the payment is deleted in error, it can be returned to the Payment Proposal by looking up and right-clicking on the relevant document in the Supplier account, and selecting "Add to Bank".
Here are all payments that have been clicked "Approve" on the previous tab; "Payment Proposal". The choices one has further are;
Sign : Signs for the payment using an SMS code and moves it to the "Due List" tab pending maturity.
Delete : Deletes the selected payment from the Payment List and the bank module as a whole. If the payment is deleted in error, it can be returned to the Payment Proposal by looking up and right-clicking on the relevant document in the Supplier account, and selecting "Add to Bank".
All payments that have been signed are collected under "Due List" pending transfer to the company's bank connection or Nets.
You can choose when to transfer payments in the bank module settings. The choices one has are Immediate (upon signing), 1 day before due, 2 days before, 3 days before, and On due date.
If you choose to send payments immediately, payments will only be available in the Due List for about a minute, before moving on to the next tab, "Processing".
If one has chosen to send payments on the due date, payments will remain in the Due List until maturity, and so on.
Common to all choices is that the payments move from the Due List to the "Processing" tab as soon as they are transferred to a bank connection or Nets.
Displays payment orders that have been transferred to the corporate bank or Nets and are awaiting feedback in the form of a "return file" that will update the status of the payment - which will result in the payment moving to either "Error" or "Paid".
Payments that fail due to e.g. incorrect type of reference (example: invoice paid with message when recipient requires KID) or error in account number or similar, is added to the "Error" list. From this list you can correct and then re-sign the payments.
NOTE: If a payment falls into error list due to non-return from bank, it must be checked in online banking whether the money has expired or not to avoid double payments.
Paid (ready for accounting)
Shortly after a payment has been received and approved by the bank or Nets, 24SevenOffice receives a return file that updates the status so that the payment is placed under "Paid". In practice, this means that the payment has now been made and can be posted.
Note that the Post button records the payment directly, and updates the accounts and accounts receivable.
By default, payments will be assigned unique voucher numbers per payment.
If multiple payments are made in a single bundle and the payments have the same 'bundle number' in the 'Bundle' column, these payments can be posted as a single voucher.
Here you can search for specific payment properties to easily get an overview of all payments that match your search. To search, first select a search box. Available search boxes are Bank Account to, Company, Amount, Due Date, Status, and Currency. After selecting a search box, enter a search text or select a value from the drop-down menu below. Then click "Add" to search. It is possible to build a more advanced search by adding more search fields.