Payment Check Step-by-Step
Step 1: Prepare payment batch
In the financial system the payment batch is prepared.
For some financials systems only the payment proposal is needed in the upcoming step, some financial systems require a processed payment. It also depends of the financial system if a direct link is present from the Onventis application to the financial system, or that a separate file is created and the import of payment can only be done once. Please ask your application manager/ implementation consultant on the specifics for your financial system.
Step 2: Import payment proposal (create Payment Check transaction)
Users with the role ‘Payment Check’ can start a new Payment Check in the dashboard tile “Payment Check” by clicking on ‘new’.
If only one company is selected, this company will be prefilled. If multiple companies are present, the user has to select the company for which the Payment Check is executed. After selecting the company, the button ‘Import’ will import the payment proposal from the financial system. (Depending on the financial system, this can be either a direct link to the database of the financial system, or a file which has been prepared and provided by the financial system.)
If no payment batch (proposal) is ready, the user will see a warning: “No batch lines were found in the financial system”.
If only one proposal is present, the import and match will be started automatically after clicking on ‘import’.
If multiple batch proposals are present, the user will see a pop-up with the payment proposals available:
The batches that were already imported are highlighted in grey. The user can select the specific batch and press OK.
The lines linked to the payment proposal are imported and matched with the transactions available in the Onventis application. If no errors where found, the checkbox ‘Line approved’ is marked.
If the ‘line approved’ box is not checked, it will be because one or more of the checks failed. Please first check which checkbox is not checked and check the matching description in chapter ‘Fields in a Payment Check transaction’ to check what can be incorrect.
Please also check the paragraph Fields in a Payment Check transaction for more general information of the fields in the transaction of the payment check.
The user can (first save and) approve the transaction to the next step.
Step 3: Prepare activity
If unassigned or invalid bank accounts are present in the payment lines, the transaction will go the ‘Preparation’ activity. Users with the role ‘Payment Check’ will receive the transaction in their worklist. Please see the paragraph (from FAQ) The Payment Check line has a ‘i’ in front of it. on how to proceed. After signing/ validation bank accounts, the Payment Check transaction can be approved to the next activity. If no bank accounts needs to be signed or validated, this activity will be approved automatically.
Step 4: Approve list
Users linked to the role ‘Payment approval’ and to this company will receive the transaction in their worklist in the ‘approve list’ activity. They only have ‘read’ rights. The user can ‘reject’ the transaction back to the start activity or ‘approve’ to the ‘Generate SEPA’ activity*.
If application setting ‘ImportSepa’ is set to ‘False’, approving the transaction will result in a fully approved transaction. If application setting ‘ImportSepa’ is set to ‘True’, it will proceed to the next activity.
Step 5: Create SEPA file
Create the SEPA file in your financial system. Please refer to the application manager of your financial system for more information on this. This is not dealt with, within the Onventis application.
Step 6: Check SEPA file
Users linked to the role ‘Payment Check’ will receive the transaction in their worklist for activity ‘Generate SEPA’. The transaction cannot be approved without the SEPA file attached.
The transaction needs to be edited. In ‘edit’ mode the button ‘SEPA’ will be visible. Click on the button and select the file created in step 5.
In the section Payment file, the lines from the imported SEPA file are displayed and are matched with existing lines in the Payment Check.
When the line(s) from the SEPA file matches the lines from the Payment Check, the payment file is approved and the transaction can be approved. The transaction will go to the activity ‘Process Payment’.
Please check the FAQ’s in case the approve button is not available or a warning message appears.
Step 7: Process payment in the bank
At this time, the SEPA file can be processed by the bank following your own procedures.
Step 8: Process payment transaction
Users with the role ‘Payment approval’ and to the same company will receive the transaction in their worklist in the ‘process payment’ activity. The user(s) will have ‘read-only’ rights. User(s) can ‘approve’ the transaction here as confirmation the file is uploaded and processed by the bank. Approving the transaction will result in a fully approved Payment Check transaction.
When the Payment Check transaction is fully processed, payment data will be copied to the transactions which are paid in the Payment Check lines.