Payment orders: paying invoices with a transfer file
How to mark supplier invoices and other transfers for payment, generate a bank transfer file per client from them, and reimburse a third party who paid an invoice.
The Payment orders menu is a basket: payable supplier invoices and transfers not tied to an invoice (wages, tax, other) are collected here. From the selected items the system builds a bank transfer file per client, stores it in the document centre, and the bank import later recognises the debit.
Before you start
- The client company needs an active bank account that can be debited, and the supplier a default bank account in the invoice currency (Master datas → Bank accounts).
- A storage rule must be set on the client company's form (Object storage block); without it no file is generated.
Paying step by step
- Open Finance → Invoices, open the ⋮ menu (More actions) at the right end of the invoice row and choose Mark for payment (payment order).
- For a transfer without an invoice click Add item without invoice on Bank → Payment orders, give the title (wages, tax or other), Amount, Target account and Remittance information, then save.
- In the Bank → Payment orders list open an item's row if needed, correct Amount, Value date, Target account or Remittance information and click the row's Save button.
- Select the items to pay. You can set the value date for all of them at once: Value date = due date or Value date = today.
- With the Transfers to the same partner switch decide whether several invoices of one partner are Merged into one transfer or sent as One transfer per invoice. The setting is kept per client.
- Click Generate transfer files (for forint transfers you can also use Electra file (.HUF)). The file is stored in the document centre; upload it to the netbank.
Reimbursing a third party
If an employee or another third party paid the supplier invoice (in cash or by card), the money is due back to them.
- In Finance → Invoices choose Reimburse a third party in the invoice's ⋮ menu.
- Fill in Reimburse to (the person or company who paid) and Reason (for example: paid by the employee with the company card).
- Click Add to payment order. The amount defaults to the gross amount of the invoice and can be changed.
What the system does not allow
| Situation | Message |
|---|---|
| the invoice is already settled | "Warning: This invoice is already settled - there is nothing to transfer!" |
| the invoice is already in the order | "Warning: This invoice is already in the payment order - open the Payment orders menu to edit it!" |
| customer invoice | a customer invoice cannot be transferred; only an overpaid customer invoice can be refunded |
| cash or card payment method | the invoice cannot be transferred and has to be settled in the cash register; in the list it is marked "Not transferable" |
| no target account | the system warns with the partner's name; open the row and fill it in |
| no account to debit | "Warning: The client company has no active bank account to debit!" |
Example
Sample Ltd. received two invoices from Example plc (HUF 120,000 and HUF 80,000) and a credit note of HUF 30,000. It marks all three for payment with "Merged into one transfer". In the generated file Example plc gets a single transfer of HUF 170,000; the file goes into Sample Ltd.'s document centre, and when the debit appears on the bank statement, the bank import matches it.