• 15/09/2022
• 32 minutter at læse

Continia Payment Management Demo Script

This demo script provides a detailed description of how to demo the standard features in Continia Payment Management. The purpose of the Continia demo systems is to give Continia partners an environment to educate end customers and to present and test the latest versions of Continia Payment Management.

This demo environment is already set up and ready to use, and it's always up-to-date with the latest version of Payment Management. Working with the demo script requires basic knowledge of Payment Management.

The demo script covers the following processes:

Users in the demo environment

The following user roles are available for the demo environment. Please find the sign-in information for these user roles in your email about the demo environment.

To create a purchase invoice

This section covers how to create a purchase invoice for vendor 90000.

1. Sign in to Business Central as the controller. You can find the sign-in information for the controller user role in the email you received about the demo environment.

2. Open the vendor card of vendor 90000, and in the action menu, select New Document > Purchase Invoice.

3. In the General FastTab, in the Vendor Invoice No. field, enter "1001".

4. In the Lines section, fill in the fields with the following values:

   • No: 1896-S

   • Quantity: 1

5. On the action bar, select Post > Post and select Yes.

6. Select No when prompted to open the posted invoice.

Feel free to make more purchase invoices.

To suggest vendor payments

This section describes finding and validating the vendor payments that must be paid.

To set up the payment journal and suggest vendor payments:

1. Search for Payment Journals, then select the related link.

2. In the Batch Name field, select the "PMT.JNL." journal.

3. On the action bar, select Prepare > Payment Journal Setup. Check the setup:

   • The Required Posting Status field. It is set to "Paid."
   • The Last Due Date Calculation field. It is set to "28D".
   • Summarize Per Vendor. It is enabled by default.

4. Return to the payment journal, and on the action bar, select Home > Suggest Vendor Payments.

5. Use the default settings and select OK. The purchase invoice you made earlier now appears in the payment journal with status "Valid."

6. Go through the payment status of each line and show how they are validated.

   • Explain how users can use the Payment File Errors FactBox.
   • Explain how users can use the information in the Payment Notification FactBox.

7. Before selecting all lines and sending them for approval, briefly mention the the Bank Account Verification feature by navigating to the Recipient Bank Details FactBox, and the Verification Status field.

8. Select all lines in the payment journal, and on the action menu, select Request Approval > Send Approval Request > Selected Journal Lines. The status of the journal lines changes to Pending Approval.

To enable bank account verification

1. Explain that you can enable Bank Account Verification on the main Payment Management Setup page.

   • On the Purchase and Payments FastTab, go to Approval and enable Bank Account Verification.
   • Explain what happens when you select Yes and that the verification status can be revoked if any of the following fields is modified: Bank Branch No., Bank Account No., IBAN, Swift Code, Transit No., Bank Clearing Code.

2. Explain how to verify a new bank account. Open the 20000 Vendor bank account card on the action bar and select Verify account.

   • Explain that if you trust the bank account, and want to assign the Verified status, you can use the Verification Method field to indicate how the bank account was verified: by Email, Phone, or Other.

3. On the Payment Journal page, navigate to the Recipient Bank Details FactBox, and select the value in the Verification Status field to initiate the verification process for the vendor's bank account.

   • Explain that if a line includes a bank account status other than Verified, attempting to send the payment suggestion will result in an error message.

   • Point out that the bottom line is not verified when making the payment suggestion, and will therefore cause an error when trying to send it.

To approve and send payments to the bank

1. Sign in to Business Central as the approver. You can find the sign-in information for the approver user role in the email you received about the demo environment.

2. In the Role Center, navigate to the Payment Approvals Cue group and select the Requests to Approve action tile.

3. On the Requests to Approve page, select all lines, select Approve, and close the page.

4. Open the payment journal "PMT.JNL." and highlight how the status has changed to "Approved."

5. To export the payments to the bank, select Home > Export/Send payments.

6. In the Do you want to export dialog box, select All Lines and .

7. Explain and show that the line's status has changed to "Sent."

8. On the action menu, select Home > Update Status and show that the line status changes to "Processing."

9. Select Home > Update Status again and show that the line status changes to "Paid."

10. To post the journal, select Home > Post, and select Yes.

To set up bank account reconciliation rules

Before doing the bank account reconciliation, show how the reconciliation rules can ease the process.

1. Search for and open Bank Account Reconciliations.
2. On the action bar, select New.
3. In the Bank Account No. field, select CPM-DB (Danske Bank).
4. In the action menu, select Rules and the type of rule you want to create:
   • General reconciliation rules - you can set up general reconciliation rules, for example, Fee and Interest, so that Statement Intelligence automatically reconciles, transfers, and enters the appropriate lines in the journal. This demo environment is set up with rules for fees and interests. If you want to change this, ensure the account has direct posting.
   • Customer, vendor, and employee reconciliation rules - you can set up customer, vendor, or employee reconciliation rules to improve the match rate in the reconciliation. For example, if a customer doesn’t send any helpful information in the posting text, notification, or customer name. This demo environment is set up so that if a customer writes Defernis A/S in the posting text, the line will match customer 90040.
   • Merge rules - with merge rules, you can define rules that combine several account statement lines into one or more entries, for example, one entry per day or one entry per credit card terminal. In the demo environment, an account statement has been imported into the reconciliation journal. The payment description in the file is DKFLCS0102 4015711830300. In the description, the date is placed in positions 7-10 (0102), the credit card terminal number is 4015711, and the rest is a slip number. On the Merge rules page, a rule is set up to create one account statement line per day per terminal. The Text field includes a wildcard (*) that indicates the credit card terminal number. Positions 7-10 in the Merge by positions field indicate the date you want to merge.

To perform a bank account reconciliation

The following describes how Statement Intelligence can reconcile and transfer not yet posted lines to the general and cash recipient journals.

1. From the Role Center, open Bank Account Reconciliations.

2. Select CPM-DB (Danske Bank).

3. In the action bar, select Home > Import Bank Statement. The statement will load and search for rules and various setups and then match and reconcile the lines.

   The possible statuses of the bank statement lines:

   • OK - a bank post has been found, and the reconciliation of this line is OK.
   • Unsolved - a direct match hasn't been found, and the line needs to be reconciled.
   • Awaiting Cash Rcpt. Jnl. - a match has been found, and the line has been transferred to the cash receipt journal – ready to be posted.
   • Awaiting G/L Jnl. - the line has been moved to the G/L Journal and is ready to be posted.
   • Awaiting Payment Jnl.: - the line has been moved to a payment journal and is ready to be posted.

Now take a look at the lines that you've imported. Some of the lines are OK and do not need any attention, but if there are any unsolved lines, you will need to resolve them. Let’s run down the list and look at all the unsolved lines.

The 1st unsolved line

If you look at the first unsolved line, you can see that a bank account ledger entry matches the amount, and the invoice number is also the same. The thing that prevents a match is the date requirement in our setup, which also requires the dates to match.

For now, you can do a manual match by selecting the two lines - one on each side, and then, in the action bar, select Matching > Match Manually.

The lines will now have the status OK.

The 2nd unsolved line

For this line, you can see that there is a reconciliation suggestion. Select the number in the No. of Reconciliation Suggestions field to see that the suggested match is based on the document number found in the Additional Info field.

The match wasn't created automatically because the original invoice is for a larger amount than the customer has paid. In the column Original PMT. Disc. Possibly, you can see that they had the option to receive a discount, and from the amount that they paid, you can tell that they opted for it. However, the payment didn't fall within the time limit, so the amounts do not match.

Select OK to create the line in the cash receipt journal. In the reconciliation overview, note that the status changed to Awaiting Cash Receipt Journal.

The 3rd unsolved line

Further down the page, you find another unsolved line: a payment from the account that has not yet been registered in the internal system.

When you have confirmed that this is an intentional payment, you can select the Manual Handling box and, in the action bar, select Home > Create Journal Lines.

The 4th unsolved line

On the last unsolved line, there's a reconciliation suggestion in the No. of Reconciliation Suggestions column.

Open the reconciliation suggestion to see that this has been made based on the document number found in Additional Information. You'll also notice a slight difference in the amount, which could be because of rounding.

To accept the difference, select OK. The line is then created in the cash receipt journal.

That's all for the unsolved lines. Other lines that you should point out are:

• Payment from headquarters: 2 payments were handled by Statement Intelligence, and the lines will be visible in the cash receipt journal.
• Merged lines: 2 lines that were handled by the merge rule.

To view and post the journals

In this setup, if a bank account ledger entry doesn't match a bank statement line, journal lines will automatically be generated as reconciliation suggestions if the open ledger entries can be identified based on customer-, vendor-, or employee number, payment ID, or document no. If any reconciliation rules have been defined, these will also be used to generate reconciliation suggestions.

In the following journals, you can look through the suggestions and the lines you created.

• From the Bank Account Reconciliation page, select Journals in the action bar and then the relevant journal.

The cash receipt journal

The cash receipt journal is for incoming payments, and when you open it, you get notified that there are a few entries with differences. You already know this because you accepted the differences when solving the lines.

• The first two lines are simply regular payments with sufficient information to match an open ledger entry.
• The following line was matched due to the customer rule we saw earlier. The text 'Deperfinis Ltd.' in the description defines which customer number to use, and this line was then automatically created in the journal.
• The following line was created because of the customer number, which was located in the description.
• The following three consist of a joint payment from the headquarters and two lines where the amounts were distributed on the correct invoices. This was done based on the document number in the additional information.
• The following line is the line with the previously accepted payment discount.
• The last line is the line with the difference in the amount which you also accepted.

Now post the journal. When you select OK, the bank account ledger entries are created, and the status on the bank statement lines changes to OK.

The general journal

If there are any differences in the amount on the bank statement lines caused by missing ledger entries, you can specify a general journal to be used by Statement Intelligence for creating general ledger posting suggestions.

Examples of missing ledger entries are coverings, interests, and fees. In this case, amount differences will be created as ledger entries in a general ledger journal and are ready to be posted.

• The first two lines in the general journal are created based on the rules you created for incoming payments with the words Fee or Interest. You can see that they've been posted with the correct balance account, which was also set up in the rules.

• The following line, you created from one of the unsolved lines, and it doesn't have an account. To be able to post the journal, you must first select the account you want to post this line to.

  Tip

  The following G/L accounts are suitable in the context, depending on your localization.

  DK: 05650, GB: 10330, NL: 3930, NO: 8210, SE: 6230

Select Home > Post to create the bank account ledger entries. Note that the status of the bank statement lines has been updated to OK.

Now, go back to the bank account reconciliation and post it by selecting Home > Post in the action bar.

To undo a bank account reconciliation

Explain how it's possible to undo something after the reconciliation has been posted from the relevant bank account card. From the Role Center, open Bank Accounts from the action menu, select a bank, and select Bank Account > Statements, and then select the reconciliation. Here you can see all the lines in the statement and select Undo.

This will reopen the reconciliation where you select Matching > Match Automatically to perform a new reconciliation. All lines will match, and you can change the wrong match.

After making all the appropriate corrections, you must post the reconciliation again.

To include payment data from a Payment Service Provider

Explain that Payment Management supports file imports from third-party Payment Service Providers (PSPs) such as Amazon, bol.com, Paypal, and Klarna).

For this scenario, you can create scenario data: On the Role Center, open the Welcome to the Continia Demo environment notification and select Next. Select Scenarios > Create PSP Klarna data, then select Create Scenario Data. Once you execute this action, the Klarna demo settlement file will be downloaded to your designated download folder automatically.

1. Explain that before adding a PSP agreement, you must apply a few general settings. Go to Payment Management Setup, and on the Payment Receipt Import FastTab, in the Update External Payment Reference field, select Using External Reference No..
2. Go through the process of adding an agreement for a payment service provider: use the search icon, and enter PSP Agreement Setup. Explain the Klarna agreement in the system, and how Continia adds default rules for fees and other charges to separate costs.
3. Explain that you can now import a Klarna statement. Go to Cash Receipt Journals, navigate to the KLARNA journal, and show how the Payment Service Provider Journal checkbox is selected for the journal.
4. Open the KLARNA journal, and on the action bar, select Import Payments. Add the Klarna statement.
5. Explain how the different transaction types are posted on G/L accounts automatically, based on the setup.

To set up and customize Payment Management

In the demo environment, Payment Management is set up according to the settings in this section. You can use the step-by-step procedures below to show how to set up Payment Management and customize the basic settings.

To run the assisted setup guides

1. From the Role Center, search for Payment Management Setup and select the related link. The Payment Management Setup page opens and displays an overview of the general setup.

2. In the action menu, select Assisted Setup to access the assisted guides that help you run through all the basic setup. The assisted guides have already been run in the demo environment, but to explain what the different guides do, open and go through the guides.

To adjust the Payment Management Setup

Go back to the Payment Management Setup page, and in the action menu, select Manual Setup. Select and go through each of the following setups.

To customize payment information on a vendor

The following section goes through the Payment Information Setup on a vendor.

1. Search for Vendors, and choose the related link.

2. Select Vendor 90000, and scroll down to the Payments FastTab.

   • Explain how to set up the Balance Account No. and Payment Method Code fields.
   • Go through the Notification section that is based on the standard setup. Make sure to add the Recipient Email.

3. Under the Alternative Vendor Information FastTab, explain how to use and fill in the relevant information.

4. In the action bar, select Vendor > Bank Accounts. Select a bank and show the bank setup.

   • Explain how users can update the vendor bank information and how it works based on the IBAN. Change the vendor address, select Update Vendor Bank Account Info, and show how the data is updated.

To customize Statement Intelligence

The setup of Statement Intelligence has already been set up. However, you should go through the following settings in your demonstration.

• The default setup
  • To configure the default setup, navigate to Payment Management Setup, access Manual Setup, and select Statement Intelligence Setup.
  • Here, you set up to which journals you want to post cash receipt journals, general journals, and payment journals.
• The bank accounts setup
  • To set up Statement Intelligence on the bank accounts, navigate to the list of bank accounts and select CPM-DB (Danske Bank).
  • On the bank account card, scroll down to the Statement Intelligence FastTab to configure the specific journal setup for this bank account and set up tolerance deviation.
  • Go through the details of the section Multiple Bank Statements per Reconciliation.
  • Explain that you can add a job queue to import and reconcile bank account statements.

To create the scenario data

When you've run a demo of Payment Management using this demo script, you can re-create the original scenario data and run the demo scripts from the beginning.

To recreate the demo data:

1. On the Role Center, open the Welcome to the Continia Demo environment notification and select Next.
2. Select Scenarios and then Create Scenario Data.
3. Navigate to the Bank Account Reconciliations page and import a new demo bank account statement.