Payment Systems

Location: Purchase Invoices > Transfer to Payment System

You can view the payment system settings by clicking on the Payment Systems button in the Transfer to Payment System screen. The screen in question defines, for example, the default voucher type, the connection type, the name of the file created upon transferring, and the processing method of the transferred transactions. Payment systems can be created at a general level, for company groups or for a single company.

Basic Data Tab

On the Basic Data tab, the Replace Payment System check box can be used, if a shared supplier list is in use. However, payment systems are company-specific. If the supplier list is common to all, only the general payment system can be stored as the default payment system. The shared payment system is replaced by the company specific payment system of the company that was selected for the invoice during saving if it has been defined in the Payment Systems screen that a company specific payment system should replace the shared payment system.

The Approve section is used to specify whether you can transfer transactions that are incomplete in workflow i.e., open and incomplete in posting i.e., unposted. If these options are not selected, the open or unposted transactions will not be included in the transfer, even if the selection in the Invoice State field is other than Processed or the selection in the Posting State field is other than Posting Complete or Posting Locked. When the payment system also approves unposted transactions and when transactions that have been partly posted are transferred to the Banking software, no data is transferred from the invoice posting to the payment system.

In the section titled Lock, you can define whether a transaction and/or its posting is locked when it is transferred for payment.

If the Transaction section is selected, the transaction will be locked after the transfer and it can only be edited by a user whose user profile specifies a right to change locked transactions.

If the Posting section is selected, the transaction's posting is locked after the transfer, and only those users having the right to edit locked transaction postings in their user profile are allowed to edit the posting. The locking of transactions and/or postings can also be defined in connection with a specific processing step. For more information, see Workflow Steps of Transactions. If a transaction which has locked posting is retransferred, the posting status criteria must be set to Posting Locked.

In Payment System Maintenance you can specify whether the SEPA payments are used in the payment system in question. SEPA payments can be defined for use separately for domestic and international events. If SEPA payments are used, you must select "SEPA payment" in the Payment Method field of the Payment and Rate Data tab if the purchase invoice currency is EUR. In this case, the Expenses option must be set at "Following Service Level (SLEV)". If SEPA payments are not in use, there is no "SEPA payment" option in the Payment Method field.

On the Basic data tab you can also specify the default voucher types for domestic and foreign invoices in the payment system. If a certain payment system is selected for a purchase invoice, the voucher type is retrieved from the payment system data, too.

Files Tab

The Files tab is used to specify the naming of created transfer files and to identify the description and conversion files that are used in the file creation.

When naming the transfer file, you can use the date and consecutive numbering, which means that each transfer file will have a unique name. This is performed in the following way: In the file name field between the < > tags, the desired parameters are written:

Explanation of the parameters:

dd = day
mm = month
yy = year, 2 digits
yyyy = year, 4 digits
nnn = consecutive number series (the amount of "n" characters determines the amount of numbers)

Date parameters can be in any order (for example ddmm, mmddyy, yyyyddmm).

Consequently, the name of the file may be, for example:C:\transfer\purchaseinvoices <yymmdd><nnn>.dat, in which case the transfer date and a 3-digit number are included in the transfer file name.

The settings in Prebooking transactions can be used to define the files created during prebooking transfers.

The option Create a purchase invoice file also during prebooking creates a purchase invoice file during the prebooking transfer, as well as during normal transfers to payment. If this option has not been selected, a purchase invoice file will only be created on the transfer to payment.
The option Create a posting file only during prebooking creates a posting file only during prebooking transfers. If this option has not been selected, a posting file will be created during prebooking transfers as well as during normal transfers to payment.

Orders Tab

On the Orders tab you specify how order based purchase invoices are transferred back into the ordering system. This tab is available if the license contains the paid additional feature for purchase order matching.

The Order transfer method option specifies the method for transferring the matching details for order based purchase invoices. When the matching details are transferred using a separate file, only matched invoices are included in the file. The transfer method options are:

Purchase invoice interface = The matching details are transferred by using an interface created for transferring purchase invoices, which means that the matching data are transferred into the ordering system according to the settings on the Files tab.
BaswareXML = The matching details are transferred into the ordering system by using a separate XML file in the BaswareXML format.
ASCII = The matching details are transferred into the ordering system by using a separate ASCII file.
XSLT = The matching details are transferred by using a separate file, which is created with XSLT conversion.
Basware anyERP = The matching details are transferred by using the Basware AnyERP system.

In the File field, specify the naming for the separate matching file to be created. The field is available when BaswareXML, ASCII or XSLT is selected as the order transfer method.

The Description File option specifies the description file that is used for creating the separate ASCII file. The list contains the same purchase invoice description files as the Description File list on the File tab. The list is available when ASCII is selected as the order transfer method.

The Conversion File option specifies the conversion file that is used in the XSLT conversion. The list is available when ASCII or XSLT is selected as the order transfer method.

The Character Set option specifies the character set for creating the separate matching material. The list is available when ASCII or XSLT is selected as the order transfer method.

The anyERP Entry Point field is used for configuring that the order based purchase invoices and their matching details are transferred into the ordering system via the Basware anyERP system. Enter here the entry point defined in Basware anyERP with the same name. This field is available when Basware anyERP is selected as the order transfer method.

It is possible that while transferring purchase invoices to the Basware anyERP system, the transfer of some of the purchase will succeed and some will fail. You can view the successful and failed purchase invoices in the transfer log. The failed purchase invoices will show any error messages received from the transfer to location.

Note: A voucher number, which will be saved on the purchase invoice, is saved on failed purchase invoices during the attempted transfer. Transferring a failed purchase invoice does not change the voucher number unless the setting "New Voucher Numbers" has been selected in the purchase invoice transfer window.

The Retransferring, Ordering System setting determines whether retransferring to the ordering system is enabled. The setting is available when anything other than "Purchase invoice interface" is selected as the order transfer method.

Note: Retransferring can be enabled if the functionality of the ordering system allows the retransferring of invoices that have already been transferred.

The Posting rows setting defines whether posting rows only created by matching are transferred. The setting is available when ASCII is defined as the order transfer method.

Additional Data tab

On the Additional Data tab, you can define whether attachments for a transaction are also transferred with the transfer for payment. Attachment files can be transferred either into a separate directory of their own or into the same directory as the transfer file. If you have selected Do not Transfer in the Attachment Transfer field, attachments will not be transferred. If you have selected All attachments to be transferred in the Attachment Transfer field, the invoice picture and other transaction attachments will be transferred to payment.

If in the Target Directory for Attachments field no folder is selected, the attachments are saved in the same folder as the transfer file itself.
Attachment Naming section determines the way in which attachment names are generated. As the file extension, the original extension of the attachment is used. For attachment naming, you can enter specific control characters between the < > tags. These control characters include: COMPANY_ID, VOUCHER_TYPE, VOUCHER_NUMBER, ACCPERIOD, INVOICE_NUMBER, NAME, NNN.
- NAME refers to the name of the attachment in the application
- NNN refers to a consecutive numbering. The amount of characters "N" determines the amount of digits. The consecutive number series may include 1 to 8 digits.

Additionally, you can specify whether the periodizing data of invoice postings is transferred to the payment system. For more information on periodizing, see Periodizing Postings.

In the Separate XML File field you can specify that during the transfer a Basware XML format file of the transfer is saved in the directory, which is specified in the XML File Directory field. The file name is not defined in the XML File Directory field, but it is generated on the basis of the English name of the transaction type and saving time. This function can be used for all interface types.

The AnyERP Entrypoint, prebooking field can be used to set the prebooking of the purchase invoice to transfer to the Basware AnyERP system. If you want to use this feature, you must define as the calling point the entry point that was defined in Basware AnyERP with the same name.

The After payment feedback option of the Archive Transactions setting configures that transactions are archived only after the relevant payment feedback is read from an external system. For more information, see Import Payment Feedback and Archiving Delays.