Transfer to Payment System
Location:
Upon transferring a purchase invoice to payment, the selected purchase invoices are transferred to the payment system according to the settings of the payment system. The purchase invoice payment system is selected when the purchase invoice is saved.
Depending on the settings of the voucher type purchase invoices are given a voucher number as they are transferred to payment, either according to the voucher date of every posting period or from one consecutive number series. Voucher date can be changed for all purchase invoices, for example if the previous posting period has already been closed.
Manual Transfer to Payment System
How to Transfer Purchase Invoices to Payment:
- Define selection criteria. The fields can also be left blank. In the Voucher field, you can enter multiple voucher numbers separated by commas. Purchase invoices are usually transferred after they have been processed and posted (Invoice Status is Processed and Posting Status is Posting Complete or Posting Locked). You can also transfer invoices without processing them, i.e. as open or unposted, if the payment system settings have been selected to accept open or unposted invoices. These invoices will not be selected, even if you specify on the Transfer to Payment System page that open and unposted invoices should be transferred. If the payment system permits transfer of transactions that have not been posted, and transactions that have been partly posted are transferred to the Banking software, no transaction posting data are transferred to the payment system.
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Click on Select Invoices if you want to examine the purchase invoices to which the selection criteria apply, or if you want to select the purchase invoices one by one.
Show Selected dialog box opens. You can select purchase invoices for transfer one by one. For example, when retransferring purchase invoices you can select invoices with a certain transfer date one by one.
Accept the selections by clicking on OK. If you want to remove a selection, click on the checkbox in front of the row.
Tip: If you want to select all rows, click
on the title bar. If you want to deselect all selections, click on the 
button. - Select the Save Selections check box, if you want to save your selections.
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If you want to change the voucher date when transferring a purchase invoice, choose a new voucher date by clicking on the
button in the Change to Voucher Date field.
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If you select Transferred Without Approval, Transferred With Approval or Transferred as the transfer status, the transfer is a retransfer.
Retransferring is used, for instance, when previous reading of purchase invoices into the payment system has failed. Using retransfer you can, for example, transfer again the same invoices as during a particular earlier transfer. Retransferring is also used, if it is the company’s policy that all purchase invoices are shown in the payment system right after the saving. In this case, purchase invoices are transferred to the payment system as open, right after saving. Approved invoices are transferred to the payment system as re-transfers. Specify whether you want to use the same voucher numbers in the re-transfer or assign new voucher numbers for the invoices.
Note: If a purchase invoice is already in the archived status, it cannot be retransferred for payment.
- If the additional Processing Order Based Invoices feature is enabled, you can determine in the Generating Transfer Material section whether the selected invoices are transferred to the payment system, the ordering system or both. With the Ordering System option the Change to Voucher Date field is not enabled, and the Same Voucher Numbers option will automatically be selected in the Voucher Numbering section.
- Click on Transfer.
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After the transfer, the Transfer Log screen will open showing the transfer data.
Status column shows Ok if the transfer was successful. Clicking on the Time column link opens the specifications of the Transfer log with data on all transferred purchase invoices.
A possible cash discount is applied to the total sum and invoice sums shown in the Transfer log and to the Transfer log's invoice specification. If cash discount is applicable to a purchase invoice, the sum that is shown in the Transfer log is the discounted sum.
If there are transactions that could not be transferred, they are shown with Error status in the Transfer log that opens after the transfer.
- Clicking on the link in the Time column opens the specifications of the Transfer Log which shows the reason for the error next to the transaction that produced the error
- For other transactions, the entry is "OK, not Verified" or "OK, not Transferred" depending on whether the transferability of the relevant transaction has already been verified. In this case, none of the selected transactions were transferred for payment.
- In this situation, the failed transaction must be corrected and the transfer for payment must be performed again.
Transfer Templates and Automatic Transfer to Payment System
Clicking the Transfer Templates button opens the Transfer Templates window where you can define transfer templates to be used for automatic transfer, maintain saved transfer templates, view the status of automated transfers and execute transfer to payment manually with transfer templates.