Travel Claim Payment Systems

Location: Travel and Expense Claims > 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 payment system connection type, the name of the file created upon transfer, 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

The Also Approve section of the Basic Data tab is used for specifying whether you can transfer into the payment system transactions that are incomplete in workflow i.e., open and/or 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 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.

Files Tab

The Files tab is used for specifying the naming for a created transfer file and identifying the description and conversion files that are used in the file creation.

When naming the transfer file you can use a 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: dd, mm, yy/yyyy, and nnn.

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\travelclaims <yymmdd><nnn>.dat, in which case the transfer date and a 3-digit number are included in the transfer file name.

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 Attachments 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.

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 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.