Suggesting and processing payments

Continia Banking extends the standard payment journal with payment management features such as payment validation and direct communication. To use these features, you must enable and set up Continia Banking on the payment journal.

To create payment suggestions

After creating a payment journal, you can define parameters and rules for how the Create Payment Suggestion function behaves. You can choose whether to include discounts, filter by payment method, and switch between standard and advanced modes at the journal batch level. For more information, see The advanced payment suggestion option.

To create payment suggestions:

1. Search () for and select Payment Journals.

2. Go to the Batch Name field, click the three dots, and on the General Journal Batches page, select a journal. For payment journals to work with Continia Banking functionality, the Banking Export Journal column must be selected.

3. On the action bar, click Home > Suggest Vendor Payments, Suggest Customer Payments, or Suggest Employee Payments.

4. On the Suggest Payments form, use criteria such as Last Payment Date, Posting Date, and vendor filters. You can also use these options:

   • Include On Hold Entries - includes all entries that are on hold in the payment suggestion, including allocation entries. This keeps payment controls aligned with the related customer and vendor ledger entries.
   • Exclude Unverified Bank Accounts - excludes vendor ledger entries with unverified bank accounts.
   • Summarize per Vendor - creates one payment journal line for each vendor and currency. The system uses the Applies-to ID field to apply the line when posting. If disabled, the system creates one line per invoice.
   • Filters - additionally, you can choose to filter on a specific vendor: use the fields in the Filter section to, for example, filter on a specific payment method. With Continia Banking, it's also possible to set up templates for your payment suggestions. For more information on using templates to suggest payments and the filter settings, see Payment suggestion templates.

5. Click OK to generate the payment suggestions. The system creates payment lines based on your journal settings.

   After suggestions are created, use the Payment Status field in the Line Information FactBox to track progress. If direct communication is enabled, statuses are imported from the bank. For more information on statuses, see Payment statuses.

   You can only send or export payment lines with the status Valid or Approved (if payment approval is used). If errors occur, use the Payment Journal Errors FactBox to view and resolve them.

To send or export payments

You can send or export payment lines when their status is Valid, depending on your bank communication setup.

To send or export payment lines:

1. Search () for and select Payment Journals.

2. Go to the Batch Name field, click the three dots, and on the General Journal Batches page, select a journal that has the Banking Export Journal checkbox selected.

3. On the action bar, click Home > Export/Send Payments.

4. Select All Lines or Selected Line and click OK. Continia Banking may ask you to verify your bank account information. For more information on bank account verification, see Bank account verification.

   Exported payment lines get the status Exported to File. Payment lines sent by direct communication get the status Sent to Online, then Sent to Bank, and then Processing.

To post payments

You can post payment lines when they have one of the following statuses, depending on the Required Posting Status setup:

• Sent to Online
• Processing
• Paid
• Amount Adjusted
• Exported to File
• Manual

However, don't post any payment lines before they have been paid in the bank. You can define posting criteria to ensure that no payment lines are posted before they have been paid.

To post the payment lines:

1. Search () for and select Payment Journals.
2. Go to the Batch Name field, click the three dots, and on the General Journal Batches page, select a journal that has the Banking Export Journal checkbox selected.
3. On the action bar, click Home > Post > Post.

To suggest payments automatically

To automate payment suggestions, use the job queue feature in Continia Banking. For more information on how to set this up, see Setting up payment suggestion templates.

To view payment details

While you work on the payment line, various information about a chosen payment line is available on the right side of the payment journal. For more detailed information, you can use the links to open the relevant page, whether it's the bank account, status log for the payment line, or the verification status of the recipient bank accounts. Links are displayed in green text.

The payment line information includes the following FactBoxes: