Open items can be paid from Scopevisio by bank transfer, but you can also collect receivables as a SEPA core direct debit. Clearing takes place in the background in one step.
You can generate and export a SEPA XML file as well as transmit it directly via finAPI - you don't even leave Scopevisio.
Create payment run
Go to Finances > Payment runs > Transfers to see an overview of your payment runs and add a new one. You can edit, remove (not yet payment runs) or cancel (booked payment runs) the listed runs using the action buttons at the bottom of the screen.
Tip: Always deactivate the "Show completed payment lists" checkbox before you create a new payment run. This way you can see whether there are any payment runs still being processed that affect your data.
Click on Add to create a new payment run.
A payment run can only be opened and edited by one user at a time.
If you want to edit an existing payment run, Scopevisio checks whether the payment run is already being processed by another user and names them.
Select open items
The open items list opens with a function that allows you to select items and add them to a payment list.
Your vendor OPs are displayed in the Open items tab. Here you select which items you would like to transfer in the checkbox column.
If you tick the box at the top of the table, all items will be selected. You can deselect individual items by unchecking the relevant checkbox with a mouse click.
You do not normally want to transferblocked items, so the checkbox remains empty.
All payment methods would imply that items that are collected by direct debit are also displayed. In this case, we only want to display transfers, so this checkbox also remains empty.
Payments/credits also includes credit items in the display. As offsetting is usually desired, tick this checkbox.
Not due on reference date is ticked if payments are not necessarily made on the due date, e.g. because a discount is to be taken. The reference date is the date on which the due date of the payment condition is calculated. It is usually the date on which the payment run is to be executed.
Add all filtered adds all items filtered on all pages to the payment list.
If overpayments occur due to returns, cancellations or similar. If overpayment amounts occur due to returns, cancellations or similar, these corresponding vendor items can be removed from the list.
Use the right mouse button to display the information you need. Tip: If you are working with a release process, the Payment release column is important!
Once you have selected items, select the Add open items to payment list button.
Here you will later switch to the Payment list tab.
The view changes. Switch to the Payment list tab.
Payment list
In this view, you can edit the individual items if necessary. First apply the house bank assignment rules; you can then add any missing data manually.
Fields in which mandatory entries are missing are highlighted in dark yellow. More on this below.
You can have a house bank account inserted automatically via Apply house bank assignment rules. See the article Bank statement rules. Different accounts may also have been created in the vendor master data. The specific details in the vendor overwrite the less specific details in the house bank assignment rules.
Edit the selected payment, e.g. by changing the payment amount or adding a reason for payment.
The Always take discount checkbox is only used in exceptional cases. A cash discount would be taken here regardless of the payment date. Discount rates and conditions are created in the vendor's master data.
When you are finished, you can generate your files and postings. This creates an XML file that you can import into your banking software or online banking.
Select discountable invoices for the payment run
Select Finances > Banks > Transfers
In the payment list, you have the option of displaying the discountable invoices in addition to the (final) due invoices. To do this, filter out the invoices that are not due on the reference date and then activate the Show discountable on reference date checkbox below the payment list. This will display items whose due date is less than or equal to the reference date as well as items for which cash discount deduction is possible.
Execute payment run
Click on Create files and postings to create files and postings.
Files: You can import the generated file, an XML file, into all common banking tools and online banking pages or submit it to your bank.
Postings: The posting initially uses a transit account, as the bank movement has not yet taken place. The posting is made by personal account to transit account. On this occasion, the individual items of the creditor are automatically cleared.
Subsequently, when the outgoing payment on the bank statement has actually been executed, you only need to post via transit account to bank account.
Note: If conflicts or problems occur, the complete payment run will not be executed!
A system message informs you of the success of the operation and gives you access to the posting log.
Posting log
Advice note
Payment advices are only generated if you have set the number of items from which payment advices are to be created in the master data under Banks > Configure payment transactions (Scopen: Functions / Payment advices).
Display and send payment advices
Select the Display payment advice note link below the payment list to open the payment advice overview. Here you can display and send payment advice notes for your vendors.
Transfers - add payment data
Yellow fields in the data line mean that details need to be added.
Double-click on such a field to open the payment details. Here you can, for example, add a reason for payment. Don't forget to save!
If other data needs to be changed, e.g. the house bank details, select the Edit link in the Open items section.
Transfers - add bank details
Yellow fields in the data line mean that details need to be added.
Double-click on such a field to open the payment details. Here you can add a reason for payment, for example. Don't forget to save!
If other data needs to be changed, e.g. the house bank details, select the Edit link in the Open items section to open the following form.
Enter your changes here, save them and use the back arrow to return to the payment list.
Transfer XML file to Banking
Transfers with Scopevisio: Collective payment required
Open your banking application and transfer the XML file with your payment run to it.
The XML file with the payment run must always be executed as a collective payment. The advantage of this is that you only have to allocate a single item afterwards. If you use the Scopevisio set of rules with bank statement rules, this bank transaction can be automatically assigned to the appropriate transit account using a defined rule, as each house bank has exactly one transit account.
If you do not initiate a collective payment when executing the payments, the Scopevisio rules do not apply and each item must be assigned individually to the transit account. Therefore, please set the collective payment option in your banking system.
Create transfers outside of Scopevisio: If you do not use the payment run but want to post the payments against open items, these payments should not be executed as a collective payment. An example is the direct entry of payments in the bank's web portal. If the individual items are listed, this not only simplifies clearing, but also allows the bank statement rules to be applied. This would not be possible with a collective payment.
Transfers from wages and salaries: If you transfer net wages, you should do this in your bank as a collective payment, otherwise the salary payments per employee are visible to all FNA users on the bank account.
Posting scheme
The light-coloured items show the schematic posting process by creating the XML file. The darker movement represents the posting of the collector against the transit account, which is thus set to zero in terms of balance