Payment
In the Payment menu it is possible for the administrators to create and view payment files and send files to Visma.net AutoPay providing Visma.net AutoPay is set up and activated.
Payment files can be used in the following scenarios:
- When Autopay workflow is used: Approved claims can be sent to Visma.net AutoPay for payment.
- When Banking and Bookkeeping workflow is used in Finland: Approved claims can be transferred to a payment file, in order to manually upload it in a banking and/or bookkeeping system.
Generate payment files
Under Generate payment files it is possible to pay out claim to the employees’ bank accounts. When opening the page the screen shows an overview of available claims in a grid.
Default display will be all approved claims for all employees within a default date range (last 3 months).
All approved claims that are shown are pre-selected, but it is possible to deselect the claims that are not needed. The default company IBAN is preselected and the payment date is set to today’s date. It is not possible to select claims where the bank account is missing on the employee.
Send to Visma.net AutoPay
When using AutoPay the selected claims are sent to Visma.net AutoPay when clicking the button Send to AutoPay. This button will not be available if the company IBAN is missing.
A pop-up is then displayed with information about how many claims that are selected, the payment date, the company IBAN and the total amount. The user can then select to send the claim for payment to Visma.net AutoPay or cancel.
The claims will then be processed by the user in Visma.net AutoPay. When the file has been paid in Visma.net AutoPay, the selected claims will be removed from this list and available under the menu Payment files.
Download payment file
When using the workflow Banking and Bookkeeping it is possible to download the selected claims by clicking the button Download payment file. This button will not be available if the company IBAN is missing.
A pop-up is then displayed with information about how many claims that are selected, the payment date, the company IBAN and the total amount. The user can then click Download to download a payment file in XML format or click Cancel. Once the file is downloaded, the selected claims will be removed from this list and available under the menu Payment files.
Payment files
The Payment filespage gives an overview of all created Payment files in the Generate Payment file page.
Downloaded payment files
The list of payment files created is shown with the following information:
- Payment date for the entire payment file set in the Generate payment file screen, when claims were selected for the payment file.
- Company IBAN from where the payment was debited.
- Total amount for the claims included in the payment file.
- Items to handle: Shows the admin the amount of claims in the file that need attention. These are claims that have the status Transferred to payment.
- PDF icon: To download the Payment report.
When clicking the payment file, the table is expanded with more detailed information like employee, claim, approval date and total amount.
Click on Mark all as Paid in the column header or the link Mark as paid for each claim individually. Click the OK button to confirm the status change and the selected claims are marked as Paid and no further action can be taken once this status is set. This status is also shown for the regular user in the home page.
It is also possible to cancel the claims. Click Cancel all in the column header or the link Cancel for each claim individually. Click on the OK button to confirm the status change and the selected claims are marked Canceled. After this action the claims are yet again available to be selected and transferred for payment.
AutoPay
The list of payment files sent to Visma.net AutoPay is shown with the following information:
- Payment date for the entire payment file set in the Generate payment file screen, when claims were sent to Visma.net AutoPay.
- Total amount for the claims included in the payment file.
- Company IBAN from where the payment was debited.
- Payment method AutoPay
- Payment reference from AutoPay
- PDF icon: To download the Payment report
When clicking on the payment file, the table is expanded with more detailed information like employee, claim, approval date and total amount. The status on the claim is also visible but no actions can be done by the user to change this from Visma.net Expense.