Before setting up vendor payments, users need to make sure that the bank accounts and file formats for methods of payment are set up as follows:
To set up one or more bank accounts, use the navigation panel to go to General Ledger/Bank reconciliation, and click on ‘Add bank account’ as shown in the screenshot below.
The IBAN and SWIFT numbers should be filled out, if foreign payments are to be made.
File formats for methods of payment
Next, set up a ‘File format for methods of payment’ for each bank account. This can be done under Vendor/Maintenance/File formats for methods of payment and click on ‘Add payment format’.
Enter an ID for the method of payment, for example ‘DB’ for Danske Bank.
Description of the method of payment, for example, ‘Danske Bank professional account’.
Check this box if this will be the primary method of payment.
Select from the payment formats available in Uniconta from the dropdown box. The following formats are currently available.
In Denmark, for example, Danske Bank (DanskeBank_CSV) and Nordea (Nordea_CSV) have their own format.
Other Danish banks use BankData, BEC_CSV or SDC.
This article does not describe ISO20022 formats.
Grouping is used for merging payments to the same vendor using various principles (under Vendor/Reports/Payment proposal) as described here. (English translation coming soon.)
‘Invoice’, for example, creates payments by invoice.
Enter the bank’s ledger account.
Enter the posting journal to be used for posting these payments. The field can also be left blank.
User defined message for the payment recipient. Read more here.
Making payments via the Vendor module
Payment information should be completed for each vendor.
The following section describes the different methods of payment currently available in the Uniconta system.
Methods of payment: Vendor bank account
The method of payment to a vendor is set up as follows:
Use the navigation panel to go to Vendor/Vendor. Click on ‘Add’. The ‘method of payment’ is entered in this form under ‘Group’, as shown in the screenshot below.
In Denmark, for example, the vendors bank account is often called the BBAN (Basic Bank Account Number).
A Danish bank account number should be entered as the payment identification as per the following example:
The first 4 characters are the Danish bank registry number and the remaining characters relate to the account number.
The payment identification field is in fact an alpha numeric free text field, so the account number could be entered in several ways, as shown below.
All alpha numeric values will be removed when it is exported to the payment file,
The only requirements are:
- The bank registry number is given before the account number;
- The bank registry number should always be four numbers;
- The account number will be read as all numbers appearing after the registry number. Uniconta automatically inters the zero’s required before the account number.
For example, the following could be entered as the payment identification number:
- 6610 7051101114
- Regnr: 6610 Account number: 7051101114
- 6610 567689
- Regnumber: 6610 Account: 567
Foreign bank account numbers that are not IBAN’s can also be entered. In this case, the SWIFT code must be entered. Foreign bank accounts do not require a registry number and the length of the account number.
Payment method Betal: IBAN
When sending money abroad, both an IBAN and a SWIFT code should be entered as follows:
- Enter the SWIFT code in the ‘SWIFT’ field.
- Enter the IBAN number in the payment identification field.