Define payment reference search rules

• 23/04/2024
• 6 minutes to read

With Continia Payment Management it is possible to perform automatic matching of postings based on the posting text the post is posted with in the bank - e.g. a payment reference from a web shop payment.

By defining a search rule for the payment reference, Payment Management can match a payment on the bank statement with e.g. your web shop sales and perform automatic settlement on payment of the invoice and reconciliation of the bank entry.

How to define payment reference search rules

In order to perform an automatic bank account reconciliation, Payment Management must know, which field to match the individual payments on the bank account statement against the correct sales documents.

Follow the guide below to set up a search rule.

1. Select the icon , type in Banks, and select the related link.

2. Select the Payment Management bank for which a search rule must be created.

3. Under Navigate, select Pmt. Ref. Search Rules.

4. Create a new search rule.

   Field	Description
   Search Principle	Choose how to read the payment reference search box. You can choose from the following options: - Exact: the exact value, that is, the value should be 1 to 1. - From the left: The field is read from the left. - From the right: The field is read from the right. - Includes: The value is partly included in the field.
   Start Pos.	Define the position of a numeric starter. For example 1, to read from the first character of the field.
   Length	Define the numeric length of the search field. For example 5, if the search rule should read 5 digits in the field.
   Field to Search	Use drop-down to select which field on your sales invoice should be the search field. This will usually be the Description field.
   Description	Make a brief description of the search rule.

Example

Your company has a web shop where, as the customer orders goods on the website, sales invoices are automatically created in your Dynamics NAV or Business Central on-premises. The web shop also has a function for collecting payments via credit card.

When the customer has completed an order, the customer is transferred to the payment service where the payment is completed. At the same time, the payment service applies a unique payment reference to the payment entry, which follows the payment throughout the payment process until it is received on your bank account statement.

Your web shop will then receive notification that the payment has been completed as well as the unique payment reference which is then applied to the field Payment Reference (PM), after which the sales invoice is finally created in your Dynamics NAV or Business Central on-premises.

The next working day, you import an account statement from the bank and the following entry text "Web shop payment 1066673505." is registered on the payment in question.

In order for Payment Management to automatically match, close the open entry and reconcile these postings, against the correct customer ledger entry and the correct document (sales invoice), you must define the following in a search rule:

After this, the automatic account reconciliation itself will be able to match, close and reconcile all web shop payments in the future, completely without you having to do anything.

Criterion for using the search rule

In order to be able to use search rules for payment reference, you must first and foremost have filled in the field Payment Reference (PM).

If you create sales invoices using the invoice module, you must have filled in the field on the Sales Head. Your reseller can help with this, either by putting the field on the sales head so that it can be filled in manually, or by making it so that it is filled in automatically when creating a sales invoice head.

The same applies if you register sales invoices in the Sales Journal. Here, the corresponding field Payment Reference (PM) must be filled in before posting the journal. Either manually or automatically, depending on how your sales invoice lines are created.