Setting up purchase documents

Payment Management uses various payment information on the purchase document to ensure that payments are managed correctly, and that important payment information is available when payments are sent to the bank. You can set up Payment Management to validate the payment information entered on the purchase documents.

Preparing payment details

You can define payment details on the vendor card, for Payment Management to automatically fill in the required payment information when creating purchase documents for the given vendor.

On the vendor card, you can define the payment information needed for purchases, by filling in the fields as described in the following table.

FieldDescription
Balance accountEnter the company bank account from which you want to pay the vendor.
Recipient Bank Account CodeSelect the vendor bank account code, which specifies to which vendor bank account the payments should be transferred for purchases.
Payment Method CodeSpecify how you want to pay the vendor.
Payment Reference TemplateSpecify the template that must be used for building automatic payment references for the purchase. The payment reference templates can consist of various payment information, constructed from predefined payment fields.
Notification TemplateChoose the payment notification template. The template defines which information about the purchase must be included in the payment notification received by the vendor.
Notification MethodSpecify how you want to notify your vendor about the payment of a given purchase.
Cost Type CodeSpecify who should pay a potential fee for the purchase. When making a payment that involves a fee, such as SEPA payments, the cost type code can be used to define who should pay the fee. Cost type code can also be defined on the payment method.
For information about setting up cost type codes, see Setting up Cost Types.
Regulatory Reporting CodesSelect the regulatory reporting codes to be defined for the payment (mainly relevant for cross-border payments). Read more about reporting codes here.

Validating payment details

If validation has been enabled for the purchase documents, you will be notified about incorrect or missing payment information when posting the document.

Depending on your settings, the validation can run dynamically (running in the background while working on the document) or it can be performed when the purchase document is posted. For information about how to set up validation, see To enable purchase document validation.

Depending on your settings, the validation can be executed at the following actions:

  • When reopening the purchase document.
  • When reloading the purchase document.
  • When using the function Validate Document (located in the purchase document action bar under Actions > Functions).
  • When posting (or preview posting) the document.

Tip

On the purchase document, enable the Fact box to see potential validation errors for the document. If you haven't enabled the setting Use Dynamic Validation, you must run the action Validate Document in order to see the validation errors.

To enable purchase document validation

  1. Use the Search for page or report icon and search for Payment Management Setup, then select the related link.
  2. In the FastTab Purchase and Payments activate the validation. You can enable the following two validation settings:
    1. Validate Purchase Document. This setting is mandatory in order for Payment Management to perform validation on purchase documents. Validation will occur when manually activating the action Validate Document on the purchase document, or when posting the purchase document.
    2. Use Dynamic Validation. This setting requires that you have enabled Validate Purchase Document. Dynamic validation will run in the background while working on the purchase document, and validation errors will be shown when reloading or reopening the document.