Pay payment list documents via SEPA payment file

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

The Yuki Payment service (Payment list) feature is integrated into the Bank functionality.

Paying invoices via a SEPA payment file automates the process of paying creditors in a single batch via your bank. Yuki generates a file containing payment details (IBAN, amount), which you upload to your business banking environment for processing, saving time and reducing errors.

A SEPA payment file contains one or more groups of items consisting of business payments where all items in the group share the same payer account number. Business payments include creditor payments or salary payments (which generally cannot be included in the same SEPA payment file).

ATTENTION!

Yuki does not provide a notification when the due date of a purchase invoice has passed.

Yuki Payment service (Payment list) is only available when a user with the 'Management' role has selected the Small, Medium, Large, or Unlimited bundle via the Yuki Store in the domain.

Roles and permissions

Creating and processing SEPA payment files are restricted to specific user roles:

Full access

The following roles can create, change, finalize, and send SEPA files directly to the bank:

• Management
• Financial administration
• External accountant.

Limited access

• Back office: can only create and change draft SEPA payment files. They cannot finalize or send these payment files.
• Procuration holder: when payment list security is enabled, only users with specific procuration rights (often the 'Management' role) can finalize payments via SEPA.

  
  

  ATTENTION!

  A user's rights may be restricted by the domain's payment list security. Always verify that the user has the correct procuration rights to perform the final payment step.

Prepare use of payment files

Before creating a SEPA payment file for the first time, you must configure how Yuki should process payments for each bank account. This setting determines whether invoices are marked as 'paid' immediately after creating the SEPA payment file, or only after the bank statement has been processed.

Setting options

You have a choice of two methods for processing the SEPA payment files:

• Aggregated payment file
  With this option, a journal entry is automatically created as soon as you finalize the SEPA payment file.
  
  Result: All invoices in the batch immediately receive the status 'Paid'.
  Advantage: Your payment list is cleaned up immediately. The bank statement is matched with the created journal entry later.
  
  
• Not aggregated payment file (Default)
  If you do not choose this option, it is referred to as an mot aggregated file. No automatic entry is created.
  
  Result: The invoices remain marked as outstanding in the 'Payments in transit' work list.
  Processing: The invoices are only definitively reconciled (set to 'Paid') once the actual bank statement has been read and processed by Yuki.

Who can configure this?

Only a user with the 'Back office' role can adjust this option per bank account.

Create SEPA payment file

To pay documents in the payment list via a SEPA payment file, you must follow these steps:

Delete SEPA ;payment file

If you want to delete a draft SEPA payment file or for some reason the bank fails to process a final SEPA payment file, you can delete a SEPA payment file from the payment list.

For a detailed description, see article Delete SEPA payment file.

Create draft SEPA payment file

To create a draft SEPA payment file:

• click on the Bank icon in the navigation bar
• in the now-opened screen, click on Payment list.
  
  The following screen is opened:
  
  
  
  Filter by 'Pay before'
  In the 'To be paid', 'Pending approval', and 'Payments in transit' work lists, you can filter the documents by 'Pay before'. Indicate here whether to show all documents that must be paid before, on, or after the selected date.
  
  
  
  
• in the To be paid work list, select all items that you want to pay.

  
  

  TIP!

  Create separate SEPA payment files for salary payments.
  
  

• at the top of the screen, click on Prepare payment.
  
  

  
  

  The following screen is opened:
  
  
  

• select the bank account from which payment is to be made
  
  

  Next to each selectable bank account, the name of the bank account and the current bank balance are shown.
  
  

• select the date (Execute on) on which the SEPA payment file should be processed.

• Click on the Next button.
  
  A draft SEPA payment file is created.
  
  
  At the bottom of the Payment column you can see the total amount of payments in the SEPA payment file.

Columns in draft SEPA payment file

In a draft SEPA payment file, the following columns are shown:

• Type: purchase invoice, sales credit note, payroll tax assessment, pay slip, VAT return
• Subject: description of document for which payment is intended. Click on the link to open the document.
• Pay before (Due date): date by which the item to be paid is due
• Payment date: date by which payment is due
• Payment to: name of recipient
• Payment description: reference number of the document
  
  ATTENTION!
  If a document to be paid is offset (matched) with other transactions such as e.g. a credit note, sales invoice, etc. then all reference numbers of the corresponding transactions are shown here.
  
  
• Invoiced: the total amount invoiced
• Discount: payment discount applies to the invoice, the payment date is before the due date
• Outstanding (Amount): this is the amount outstanding on the invoice. Creating partial payments is possible from within Yuki.
• Payment: the total amount of the payment
• Status: bank account is not yet confirmed/validated or payment details are not complete
• IBAN: the recipient's bank account number. Check this number carefully before sending payment.
• Company: administration in which the document is recorded
• Structured payment ID: the 16-digit payment reference as it appears on the document.
  
  

Check and change invoice payment details

To check the payment details of a specific invoice and change them if necessary:

• click on the subject of that invoice.
  
  The following screen is opened:
  
  
  
• check and change the payment details if necessary.
• then click on the Save and close button.
  
  

Solve issues in payments (in bulk)

The Status column can show the following message about the payment:

• No payment details: payment details are missing or incorrect
• Must be validated: the recipient's bank account has yet to be validated.

To fill in missing payment details, correct incorrect payment details, or validate bank account(s):

• click on the Solve all issues button at the top of the screen.
  
  
  The following screen is opened:
  
  
  
  
• go through all the details to be completed by clicking on the Save and next button after each change or validation.
• finally, in the last document to complete, click on the Save and close button.

Complete payment details

In the now-opened screen you see the document to which the payment relates. Under Payment details you can add or correct the following payment details:.

• Bank account: select an account or enter a new account.
• BIC: the corresponding BIC code is filled in automatically
• Payment date: allows you to schedule payments for payment in the future.
• Structured payment ID: the 16-digit payment reference as it appears on a acceptance giro.
• Payment description: reference number of the document.

Validate bank account(s)

As a user, you must approve a bank account for use, so to speak, this prevents payments from being made to a bank account that does not belong to the recipient.

Only a user with the 'Management', 'Financial administration' or 'External accountant' role can validate bank accounts in a SEPA payment file.

When payment list security is set, only a user with procuration rights (depending on payment list security) can validate bank accounts in a SEPA payment file.

In the now-opened screen you will see the document to which the bank account relates. Check that the bank account on the document is the same as the bank account to be validated. Under Validate bank account you have two options at your disposal: 

• Only this time: validate the bank account only for this payment (exception)

• Always for this contact: validate the bank account for all payments to that contact (recipient). In the future, you do not need to validate this account.

Complete payment details or validate bank account of one payment

To complete the payment details or validate the account of one payment:

• hover your mouse over the line of that payment
• click on the button with the three dots
• then select the Edit payment details menu option from the dropdown menu.
  
  

The moment the status of each document to be paid is set to 'Ready', the draft SEPA payment file can be finalized.

Create partial payments

To pay a part of the outstanding amount of a document:

• hover your mouse over the line of that payment
• click on the button with the three dots
• then select the Create partial payment menu option from the dropdown menu.
  
  
  The following screen is opened:
  
  
  
• enter the amount you wish to pay next to Partial payment
  The remaining outstanding amount of the document is automatically calculated in Remaining amount.
  
  
• click on the Create button to actually create the partial payment.
  
  The following message appears on your screen:
  
  

The amount of the payment to be made and the total amount of the SEPA payment file has changed.

After the draft SEPA payment file is finalized, the document with the remaining amount to be paid reappears in the 'To be paid' work list.

Change partial payment

To change a partial payment:

• hover your mouse over the line of the payment in question
• click on the button with the three dots
• then select the Edit partial payment menu option from the dropdown menu.

Delete partial payment

To delete a partial payment, open the respective partial payment and click on the Delete button.

Remove payment from draft SEPA payment file

To delete a payment from the draft SEPA payment file:

• hover your mouse over the line of the payment in question
• click on the button with the three dots
• then select the Delete menu option from the dropdown menu.
  
  

The document to be paid reappears in the payment list and can be found when you open the 'To be paid' work list. 

Create batches (payment on different payment dates) in draft SEPA payment file

To create so-called batches so that you can pay the documents in a SEPA payment file on different dates:

• hover your mouse over the line of the document in question
• click on the button with the three dots
• then select the Edit payment details menu option from the dropdown menu.
  
  
  
• in the now-opened screen, change the payment date of the payment
• then click on the Save button.
  
  
  
• repeat this for all documents for which you want the payment to be made on a different date.

If you have used different payment dates you will see how much will be paid that day for each date.

Change bank account and/or payment date of draft SEPA payment file

To change the bank account and/or payment date of the draft SEPA payment file:

• click on the More actions button

• then select the Edit menu option.
  
  
  The following screen is opened:
  
  
  

• change the bank account and/or payment date

• then click on the Save button.
  
  

Finalize draft SEPA payment file

When in the draft SEPA payment file all payment details are complete and correct and all bank accounts are validated, the draft SEPA payment file is ready for processing.

To finalize the draft SEPA payment file, click on the Prepare payment button. The following message appears on your screen:

Automatic approval flow

When using Yuki Workflow (approve tasks and/or invoices), an automatic invoice approval procedure can be set up. In that case, the notification in the orange bar then indicates that the 'set' responsible person has not yet completed the task of approving the documents for payment.

Insufficient balance

A warning message appears behind the bank balance when there is insufficient balance in the relevant bank account to make the payments in the SEPA payment file.

Payment date SEPA payment file

For most banks, the payment date of the final SEPA payment file should not be older than fourteen days and must be no more than one year in the future.

Click on the Finalize and download button to actually finalize the draft SEPA payment file so it can be sent to the bank.

The following message appears on your screen:

The draft SEPA payment file is now finalized.

ATTENTION!

If the bank account details indicate the use of a aggregated payment file, 'Payment in transit' is shown behind the link of the journal entry.

If a not aggregated payment file is used, 'Fully reconciled' will be shown here.

Journal entries of both types of payment files are described below.

Journal entry aggregated SEPA payment file

If a aggregated SEPA payment file is used (one line for payment of all documents), Yuki will automatically create a journal entry to post this line to GL account '23000 Internal transfer of funds'. 

By clicking on the journal entry in the final SEPA payment file, you can view the journal  entry.

All outstanding amounts (documents) will be marked as 'Paid'. After processing the payment file by the bank, the uploaded bank file (with one line) must be matched in Yuki with the line in GL account '23000 Internal transfer of funds'.

For each batch (payment with different payment date) in the final SEPA payment file, a separate line is created in the journal entry.

Journal entry not aggregated SEPA payment file (only with payment discount present)

If you are using a not aggregated payment file (one line per payment), Yuki will only create a journal entry to record the payment discount(s) present in GL account '45906 Payment discount received'. 

All remaining amounts will remain open on the documents. After the payment file has been processed by the bank, the uploaded bank file (with payments) must be matched in Yuki with the outstanding documents.

Generate journal entry in final SEPA payment file

When the option 'Aggregated payment file' (at bank account details) is selected after a draft SEPA payment file has been finalized, the Generate journal entry button will become available in the final SEPA payment file at the top right of the screen. This allows you to still generate the journal entry belonging to a aggregated SEPA payment file.

Send final SEPA payment file to bank

After you have finalized the draft SEPA payment file, you can immediately (temporarily) save your final SEPA payment file on your computer (usually in directory 'Downloads') by clicking on the Download button in the top right corner of the screen.

You can always find the final SEPA payment file by opening the Payment history work list, you will see an overview of all created draft and final SEPA payment files.

Download final SEPA payment file

To download a final SEPA payment file from the Payment history work list:

• hoveryour mouse over the line of the relevant final SEPA payment file
• click on the button with the three dots
• then select the Download file menu option. 

Upload final SEPA payment file to bank

Most banks have a function in their Internet banking website to 'Upload' the file. 

After you have uploaded the SEPA payment file, the bank will check whether it can be processed. If all goes well, you will be asked to use a code or password to approve the bank's final processing.