How to create a payment suggestion in the payment journal
In the Continia Payment Management payment journal, it is possible to import vendor payments with the Suggest Vendor Payments function and insert them into the payment journal for further processing.
Once you have created a payment suggestion in the payment journal, there are functions available that allow you to work with your payments. Read more about the functions and how to use them below.
Note
Note that the execution of the Suggest Vendor Payments function is affected by the specific Payment Suggestion Setup. Here you specify settings for how the function should be executed.
How to create a payment suggestion in the payment journal
- Select the
icon or press Ctrl-F3, enter Payment Journal Payment Management, and select the related link. - Select the payment journal you want to work within the field Batch Name.
- In the payment journal, select the function Suggest Vendor Payments, to create vendor payment entries in the journal.
- This opens the window Suggest Vendor Payments Payment Management. The upper window contains a number of fields that are used to filter which payments are imported. Some fields are pre-filled based on what is specified in Setting up a payment suggestion window.
- Select OK to execute the function.
- When the function is complete, the journal lines are filled in with the payments that meet the criteria you have set up for the function.
- Below you will find descriptions of the individual fields and functions in the window, as well as what consequences they have for the use of Payment Management.
Fields on journal lines
| Field | Description |
|---|---|
| Payment 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. |
| Posting Date | Specifies the posting date of the record. |
| Document Type | Indicates the type of document the entry on the draft line is. |
| Document No.. | Specifies a document number for the journal line. |
| External Document No. | Specifies the document number, that the document has in the customer's or vendor's numbering system. |
| Account Type | Specifies the account type to which the entry in the journal line is to be inserted. |
| Account No.. | Specifies the account number to which the entry in the journal line should be inserted. |
| Description | Specifies a description of the entry. |
| Currency Code | Specifies the currency used on the payment line. |
| Amount | Indicates the gross amount (amount incl. VAT) contained in the journal line. |
| Amount (LCY) | Indicates the gross amount in local currency (amount incl. VAT) contained in the journal line. |
| Bal. Account Type | Specifies the type of account to which a balance account entry is posted. |
| Bal. Account | Indicates the financial account, customer, vendor, or bank account number to which the journal entry is posted, e.g. a bank account for vendor purchases. |
| Applies-to Doc. Type | Indicates the type of posted document that this document or journal line is settled on when you post, e.g. for registration of payment. |
| Applies-to Doc. No. | Indicates the number of the posted document that this document or journal line is settled on when you post, e.g. for registration of payment. |
| Applies-to ID | Specifies the ID of entries that are being closed when you select the Apply Entries action. |
| Bank Payment Type | Specifies the code for the payment type to be used for the entry on the journal line. |
| Document Date | Specifies the date the related document was created. |
| Document Type | Specifies the transaction type. Purchase, Sale or Settlement. |
| Check Printed | Indicates whether a check has been printed on the amount in the payment journal line. |
| Reason Code | Specifies the reason code as a supplemental source trace that helps track the entry. |
Actions on the window
At the top of the window, you will find the following features that are specific to Payment Management.
| Field | Description |
|---|---|
| Import Status from Bank | The function is used to update the field Payment Status on all payment lines in the journal. Based on the status of the payment line, you can decide whether the payment has been completed or whether you need to make further inquiries according to the individual payment line. If you use manual communication, a dialog box will appear where you need to point to the file. Remember to download the file yourself using your online system. PAIN.002 and CAM.054 files can be imported. |
| Post | Complete the document or journal by posting the payments to the related accounts in the accounts. |
| Post and Print | Complete the document or journal, and prepare the printout, by posting the payments to the related accounts in the accounts. You will see a report request window where you can specify what to print. |
| Suggest Vendor Payments | Opens the Suggest Vendor Payment window, where you can specify parameters for which payments are to be imported into the payment journal. The fields from the journal setup are used by default, but you can change them. See also Setting up a payment suggestion. |
| Setup | Opens the Setting up a payment suggestion window, where you can specify settings for how to run the Suggest Vendor Payment function. |
| Payment Overview | Opens the window Payment Overview, where you can finalize the payments, including i.a., approve them, and send them to the bank. Status is found on all payments and shows how far the payment is in the process. |
| Apply Entries | Opens the window Apply Vendor Entries, where you can edit which records the payment settles. |
| 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 payments Number of summarized payments Amount (LCY) Fee (LCY) As a starting point, all payments, regardless of status, are represented on the individual payment method. Ie. also any payments you have in the payment journal which have not yet been processed. |
| Summarized Payment | Summarize payments, is a function in Payment Management that can summarize several payments to the same vendor. The advantage of using summarizing of payments is that you only have to pay a fee for one transfer. Especially on foreign transfers, you can achieve large savings with group payments. |
| Payment Prioritizing | Once you have made your payment suggestion, and have several entries pending, it may in many cases be necessary to prioritize these payments, for one reason or another. |
| Payment Information | Opens the Payment Information window, where you can view and edit the payment information that applies to the payment entry in question. |
| 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. |
| Create Fee | With this function, you can handle the settlement of currency payments in Payment Management's payment journal before the payment is posted. This one is an alternative to posting the payment at the expected rate and subsequently posting rate differences and fees. |