Pay payment list documents via SEPA payment file

Modified on Mon, 6 Jan at 3:20 PM

Disclaimer

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

A SEPA file contains one or more groups of items consisting of business payments or direct debit orders from the same client. For business payments, all items in the group have the same payer account number; for direct debits, they have the same payee account number. Business payments include creditor payments or salary payments (usually may not be included in the same SEPA payment file).

A user with the 'Management', 'Financial administration' or 'External accountant' role can create, change, finalize and send draft SEPA payment files to the bank.

When payment list security is set up, a user with procuration rights (depending on payment list security) can pay documents via a SEPA payment file.

A user with the 'Back office' role in the domain can only create and change draft SEPA payment files.

To pay documents in the payment list via a SEPA payment file, a user must complete the following steps:

create a draft SEPA payment file
check and change invoice payment details
solve issues in payments (in bulk):
- if necessary, make payment details complete
- if necessary, validate bank account(s)
if necessary, create partial payments
if necessary, remove payment from draft SEPA payment file
if necessary, create batches (payment on different payment dates) in draft SEPA payment file
if necessary, change bank account and/or payment date of draft SEPA payment file
finalize a draft SEPA payment file:
- journal entry aggregated SEPA payment file
- journal entry not aggregated SEPA payment file (only with presence payment discount)
send a final SEPA payment file to the bank.

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, go through the following steps:

Hover your mouse over the Bank icon in the navigation bar and then click on Payment list. The following screen is opened:

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

TIP!
In the 'To be paid' and 'Pending approval' views, you can filter the documents in the Search field by 'Pay before:'. Specify here whether all documents to be paid before, on or after the selected date are shown.
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 to the charge of which payment is to be made

ATTENTION!
The current bank balance is shown behind each bank account to be selected.
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 invoice, 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 invoice, 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 a acceptance giro.

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
Uitvoeren op: 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.

TIP!

To complete the payment details of one payment or validate the account, hover over the line of that payment, click on the button with the three dots, and 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 over the line of that payment, click on the button with the three dots, and then select the Create partial payment menu option from the dropdown menu.

The following screen is opened:

After Partial payment, enter the amount you want to pay. 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.

ATTENTION!

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

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 over the line of the payment in question, click on the button with the three dots and 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 execution dates) in draft SEPA payment file

If you want to pay the documents in a SEPA payment file on different dates, you can create so-called batches.

Hover your mouse over the line of the document in question, click on the button with the three dots and then select the Edit payment details menu option from the dropdown menu.

In the now-opened screen, change the payment date of the payment and 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 and 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 data 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 will appear on your screen:

When using Yuki Workflow (tasks and/or approving 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.

ATTENTION!

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

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 general ledger 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 bank processes the payment file, the uploaded bank file (with payments) must be matched in Yuki with the open documents.

ATTENTION!

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.

TIP!

You can download a final SEPA payment file from the Payment history work list at any time by hovering your mouse over the line of the relevant final SEPA payment file, clicking on the button with the three dots and then selecting the Download file menu option.

Next, you still need to 'send' the finali SEPA payment file to your bank and authorize it there as well.

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.