Recurring Payment And Recurring Receipt

Overview

We have introduced a new function which will allow you to set up recurring payments and recurring receipts similar to recurring invoices. The payments will have the “Pay Supplier” option to generate the SEPA payment files which may be submitted to your bank for processing. This also includes non-supplier payments where the payee has been set up with bank details. 

Introduction of Payee under Contacts

We have added a new contact type “Payee” under the Contacts tab.  Payees can have their bank details recorded, and may be used for quick access to payees used in non-supplier payments.

To access “Payee” select Contacts; a new option “Payees” will appear in the drop down.

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                                                            New option introduced as “Payees” under Contacts

By selecting the “Payees” option the following screen will appear.

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                                                                                          New screen for Payee

Type

Select the type as “Payee” from the drop down menu. This is a mandatory field and you must select “Payee” for non-supplier payment.

Payee Name

Enter the name of the “Payee”.

Address

Enter the address of the “Payee”

Town

Enter the Town, County, and Post Code in the respective column.

Country

Select the “Country” from the drop down menu.

Default VAT Code

Enter the default VAT Code by using the drop down. For e.g. you can select A 23.00% (Standard) as default VAT code if the country is Ireland.

BIC

 Enter the Bank Identifier Code (BIC) of the payee's bank.

IBAN

The International Bank Account Number (IBAN) relates to the Payee's bank account, and is used in conjunction with the BIC to enable payments to be made from SEPA Bank Files.

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Payment Add and Edit

Detailed Payment 

Sequence 1 (Detail Payment)

In detail payment if the supplier is by using the “Supplier” look up button the “Payee” look up will not appear.  You can enter the name of “Payee” manually.

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                        If supplier name is selected from the look up button, the look up for Payee column is disabled

 

Quick Payment

In quick / batch payment if the supplier name is picked up by using the “Supplier” look up button the “Payee” look up will not appear. You can enter the name of “Payee” manually. 

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                             Enter the Notes / Payee manually if the Supplier is picked up by using the look up button

Sequence 2 (Detail Payment):

In detail payment, if the supplier is not selected by using the “Supplier” look up button the “Payee” look up will be active and you can select the name of the payee, which you have already entered in the “Payee” option under the “Contacts” Tab.

Please see below:

 Recurring_Payment_And_Recurring_Receipt__Image_5.jpg

                                     In the above figure, the supplier is not selected. The “Payee” look up is enabled

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Sequence 2: (Quick Payment)

In quick / batch payment if the supplier is not selected by using the “Supplier” look up button the “Payee” look up will be active and you can select the name of the payee, which you have already entered in the “Payee” option under the “Contacts” Tab.

For details see below:

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                               In the above figure, the supplier is not selected. The “Payee” look up is enabled

»Please note, if there is no supplier on the payment and a payee has been picked, the edit option will become read only so that the payee name is same as the contact name. Editing the Payee contact after a payment has been created which should result in the name changing if that payment is later edited.

»A provision of the blank payee in the look up has been given which will allow you to revert back from a picked payee to change as manually entered payee. Any auto allocation made during the payment generation should pro-rata basis.

SEPA in Payment Browse:

In the payment browse, “SEPA” is added after the Bank name if the transaction has been included in a SEPA file.

See below:   

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                                 “SEPA” added after Bank’s Name when transaction included in a SEPA file.

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Setting up Recurring Payments

To set up a recurring payment select the” Banking Tab” and select “Recurring Payments” as shown below.

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                                                         Select the Recurring Payment option as shown above

By selecting the Recurring Payment option you will be redirected to the following screen.  At the top left-hand corner, you will see the option as “Recurring Supplier Payment” and see the other changes.

  1. “Credit Control Information” changes to “Recurring Information”.
  1. “Include in SEPA” check box will be unchecked and disabled where there are no bank details. The check box is used to determine if it should be included in a SEPA batch when generating the recurring payments.  
  2. “Auto Allocate” check box will be disabled for non-supplier recurring payment.

Please note that there will be no “Date” field.

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                   The Credit Control Information Changes to Recurring Information; Auto Allocate disabled as shown above

 

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                           Select the name of the “Payee” from the list as shown in the above figure

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                                                       Browse View of Recurring Supplier Payment

  1. Shows “Payment Details” at the left-hand corner.
  1. Credit Control Information has been changed to Recurring Information.
  1. Here “Supplier” has been picked up by look up button. As a result of the Payee will be in read only mode. There will be no look up button beside the “Payee” column.
  1. “Auto Allocate” button should be checked on new entries. This will be disabled on the non –supplier (or payee) payments.

Please note, for non-supplier payment the “Auto Allocate” button will remain unchecked.

Please see below:

 Image_12.jpg

                                          Auto Allocate check box remains unchecked for non-supplier receipts.

For Supplier Payment:

  1. Auto Allocation should be unchecked.
  1. VAT split will work if the business is in Cash basis.

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                                                Recurring Supplier Payment Browse with VAT split for Supplier Payment.

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                                                                        VAT split for Supplier Payment

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Recurring Receipt

We have improved the recurring receipts sections. The look and feel are more or less same but having some different functionality. New recurring transactions can be set up directly, or by clicking a new “Make Recurring “in line menu option in the receipts browse. This new option is only available on full receipts only not for the quick or batch invoices.

Please find New Recurring Receipt:

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                                                                        New Recurring Receipt

  1.   The “Credit control Information” has changed to “Recurring Information”.
  2.   At the top left-hand corner, it will show “Recurring Customer Receipt”.
  3.   The customer has been selected by the look up button. So the “Paid by” look up does not appear. You can enter the payee or the notes manually.
  4.    The “Auto Allocate” button will be ticked by default.
 
 
 

Recurring Browsers

We have added a “History” inline link to show the generated transaction. Rest of the features are same “Recurring Invoice Browse” the Invoices will change to “Payment” or “Receipt” wherever applicable.

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                                                            In line “History” menu the Recurring Payments Browse.

By selecting on the “History” in line menu you will be redirected to the following screen. You can directly “Print” or “Email”.

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                                                              Recurring Payment Browse

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Generating Recurring Payments

While generating the “Recurring Payments” on default selection “On Hold”; “Closed”; “Skip”. At the top left-hand corner, the “SEPA” payment date will appear - this is the date on which you are instructing your bank to action the transactions contained in the SEPA file.  After generating the “Recurring Payments” a confirmation message will appear to confirm whether you want to download the “SEPA” file or not.

Before the “Action” column the new column which has been introduced as “SEPA” file.

See below:

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                                                                                New column included as “SEPA”

  1.    “Action” column
  2.    “SEPA” column added. This column contains tick boxes of payments to be included the SEPA file.

 

Please note the check box for “SEPA” will be disabled on payment in case if there are no bank details entered into your business. 

 

˃When the payments are generated they are auto allocated if that has been specified in the recurring payment template.

By selecting the “Yes” option to download the SEPA file the following screen will appear.

After the successful generation of the “SEPA” file, a pop up will appear. Please make sure your bank is set up for the SEPA Bank Transfer as shown below:

 Recurring_Payment_And_Recurring_Receipt_Chart_of_Accounts.jpg

                                                                       Bank Account Setup from Chart of Accounts.

 

To set up the bank go to the “Accounts” tab and select “Chart of Accounts” under General Ledger. Select the Bank Account under Bank and Cash Accounts. Select the account you want to set up and enter the following information.

1: BIC: Enter the BIC code.This is a mandatory field.

2: IBAN: Enter the IBAN code. This is a mandatory field.

3: Bank Reference Number: Enter the Bank Reference number (if any). This is an optional field.

To download the SEPA file select the Download option as shown below:

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                                                  Generate SEPA file by clicking on the Generate Button

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Regenerating SEPA:

To regenerate the SEPA file open the batch in edit mode and select “Regenerating SEPA” as shown below.

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                                                       To regenerate SEPA file select the “Regenerate SEPA” button.

 

In recurring payment, the SEPA and the Non – SEPA (per bank) is shown separately. To view separately select the bank from the drop down as shown below. 

 

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                                                   SEPA and Non- SEPA per bank is shown separately

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                                                                    Options available in “Payment List”

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                                            Confirmation message before generating the SEPA file.

 

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                                                           Download the SEPA file from here.

 

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