Create/cancel a bank order

Creating bank orders

Bank orders can be generated in various ways in AOS (a red “Origin” label indicates the origin in the top right corner):

• Manually;

• By recording a payment on a supplier invoice;

• By batch (distinction between LCR and Batch);

• By payment session (see the documentation on payment entry);

• By expense reports (for reimbursement).

Bank orders can be viewed in AOS under the menu item Accounting → Bank Orders, and include the following submenus:

• Direct debits ;

• LCR ;

• Transfers ;

• Bank-to-bank transfers ;

• Send a bank order (see the documentation on EBICS).

Manual creation: Standard transfers

To create a standard transfer, open one of the tabs:

Access: Accounting → Bank Orders → Credit Transfers → SEPA Credit Transfers

Access: Accounting → Bank Orders → Transfers → International Credit Transfers

From the list view, click on the + icon to create a new record, which will open with the values preloaded. To make a SEPA transfer, you must complete the header fields:

1. Payment mode: this field is mainly used for accounting and certain associated settings.

2. Partner type: select from Supplier, Employee, Customer, Company (internal), Others.

3. Order type: depending on the choice made here, third parties will be filtered on the lines.

4. File format: depends on the Bank order type and indirectly on the payment method.

5. Accounting move trigger select: select when to launch the accounting entries, upon bank order confirmation or realization.

6. Once the Payment mode and Partner type have been selected, two new panels appear:

• Sender info: all the information that will appear in the header of the transfer file (except for the due date and sequence or internal order number).

• Bank order lines: information about the recipient(s) of the transaction.

7. Sender info includes the following main fields:

• Company: company associated with the bank order (filled in with the user's company by default)

• Bank account: bank account of the company that will be used to carry out the transaction. If using EBICS, this account must be associated with an EBICS contract.

• Total amount and currency: calculated automatically based on the bank order lines. The currency depends on several invoices but in SEPA, it must be EURO.

• Total amount in company currency and company currency: calculated automatically. If the order currency is different from the company currency, the amount will be converted into the company currency.

• Reference: internal reference given to the order by the sender, which will appear on the bank statement.

• Description: internal description supplementing the reference.

The lines of the bank order include the following main fields:

1. Partner: the third party beneficiary of the transfer. Bear in mind that there may be lines for the same third party (unless the grouping option is enabled for the payment method) or different third parties.

2. Bank account: bank account of the third party beneficiary of the transfer order line.

3. Bank order amount and currency: amount of the transaction to be debited from the account and sent to the beneficiary third party in the currency specified.

4. Total company currency amount and company currency: calculated automatically. If the order currency is different from the company currency, the amount will be converted into the company currency.

5. Reference: reference that will be sent to the order recipient to help them identify the origin of the transaction (and which will appear on their statement).

6. Description: description that will be sent to the internal order recipient in addition to the reference.

tip

To add a new line in editor mode (setting in the Bank Payment App), click on the + icon. To delete, click on x (otherwise classic line table).

info

The different statuses of Bank Orders are:

Draft: initial status, but a sequence is assigned when saved.

Pending signature: available only if the EBICS module is installed.

Confirmed: requires clicking on the Confirm button and generates a file that is stored on the server (with a clickable link to download it).

Carried out: 1) If there is no connection to the bank, indicates the final status; nothing is sent, this is only a status. 2) If an EBICS connection exists, indicates that the order has been sent to the bank (a checkbox “Sent to bank” displaying a tag at the top right) allows you to confirm the sending.

Cancelled: status indicating that the order has been cancelled via the cancel button. Final status with no possibility of reversal.

Creating bank orders from a batch: standard transfers

A batch accounting file can be used to generate transfers. Open the “Batch accounting” menu :

Access: Application config → Batches → Accounting batch

1. Credit Transfer: from the list view, click on the + icon to create a new record, which opens as shown below with the values preloaded, then select “Transfer” as the action.

2. Then select the BBAN / IBAN or bank account associated with the selected company from the header, which will be used as the initiator account for the transfer (account to be debited).

3. Credit Transfer configuration: the accounting batch has a dedicated tab for the Transfer type: “Credit Transfer configuration.”

Three types of batches can be triggered here:

• Expense payment;

• Supplier payment;

• Customer Reimbursement.

4. Payment mode: select the associated payment method, which will then define the format of the transfer files and the associated accounting configuration.

5. Due date: enter the due date for which the transfers will be generated (supplier invoices with a date earlier than the invoice due date).

6. Currency: the currency in which the transfer will be made.

7. You also have the option to include other bank accounts.

Creating bank orders from a batch: direct debits

An accounting batch allows you to generate Direct Debits. To launch an accounting batch, go to the menu entry:

Access: Application config → Batches → Accounting Batch

1. Direct Debit: from the list view, click on the + icon to create a new record, which will open as shown below with the preloaded values, then select “Direct Debit” as the action.

2. Then select the BBAN / IBAN or bank account associated with the selected company in the header, which will be used as the initiator account for the direct debit (account to be debited).

3. The accounting batch has a dedicated tab for the Direct Debits type: “Direct debit configuration”. Select one of three direct debit data type:

• Customer invoices;

• Payment schedules (rarely used);

• Monthly payment schedules (rarely used).

4. Payment mode: select the associated payment method, which will then define the transfer file format and the associated accounting configuration (filter on the direct debit type).

5. Due date: enter the due date for which the direct debits will be generated (customer invoices whose due date is equal to or earlier than the date specified in the batch).

6. Currency: indicate the currency in which the direct debit will be made.

7. You have the option to include other bank accounts.

info

To generate Direct Debit bank orders, the payment method must be correctly configured. Currently, four direct debit file formats are supported by AOS:

• pain.008.001.01.sbb: SDD BtoB

• pain.008.001.01.cdd: SDD CORE

• pain.008.001.02.sbb: SDD BtoB version 2

• pain.008.001.02.sdd: SDD CORE version 2

CORE files can be sent to individual or business customers and are less restrictive than BtoB files, but they may be rejected by the third-party payer up to 8 days after the direct debit.

B2B files can only be sent to businesses and require prior validation by the bank, but they are more difficult for the payer to contest.

In all cases, the payer must have an active UMR in order to trigger the transfer order.

8. Batch direct debit: to launch the batch, click on the “Batch Direct Debit” button. Entering a payment on an invoice with a Direct Debit payment method also allows you to generate Bank Orders, provided that the “Generate Bank Orders” option is enabled for the payment method.

The way direct debit orders work is then similar to the way transfer orders work, with a few exceptions:

• Checks are performed on the UMR and ICS numbers. If, for example, you have forgotten to configure the ICS number, an alert message will appear. If there is no UMR for a third party who is going to make the direct debit, an alert message will appear.

• IBAN validity (during the check, if the IBAN is not valid, you will not be able to validate the bank order).

Creating bank orders from a batch: Exchanges (LCR)

An accounting batch allows you to generate LCR direct debits. To do this, go to the menu entry:

Access: Application Config → Batches → Accounting Batch

1. Exchanges: from the list view, click on the + icon to create a new record that opens with the preloaded values, then select “Exchanges” as the action.

2. BBAN: then select the BBAN or bank account associated with the selected company in the header, which will be used as the initiator account for the LCRs (the account to be debited).

3. The accounting batch has a dedicated tab for the Exchange type: “Bill of exchange configuration.” Processing is done in three steps:

• Generating bills: adding to portfolio;

• Sending invoice statements;

• Generating the bank order.

4. Bill of exchange data type: select Customer invoices.

5. Bill of exchange type: select Direct bank LCR.

6. Bill of exchange journal: journal in which bank orders will be stored.

7. Payment mode: select the associated payment method, which will then define the transfer file format and the associated accounting configuration (filter on bill of exchange type).

8. Due date: the due date for which LCR direct debits will be generated (customer invoices whose due date is equal to or earlier than the date specified in the batch).

9. Currency: the currency in which the direct debit will be made.

10. You have the option to include other bank accounts.

caution

To generate bank orders of the Bill of exchange type (Direct Debits), the payment method must be correctly configured.

Currently, only the format pain.xxx.cfonb160.dco is supported by AOS.

In the accounting configuration of the payment method, which will be sent in step 2, you will need to configure the email template for payment notifications.

11. Bill of exchange batch: to launch the batch, click on the “Bill of exchange batch” button (see below for an example of a batch before execution).

12. Display invoices to be processed: this button displays the invoices that meet the batch filter criteria before execution.

info

Changes to invoices: processable invoices that have been included in the LCR batch Step 1 have undergone certain changes:

• Portfolio allocation has resulted in a change in the accounting tab for accounting entries;

• The initial invoice entry has been moved to Old accounting document;

• The portfolio entry has become the reference entry;

• The invoice is marked as “LCR posted”;

• The third-party accounting account has been replaced by the one in the accounting configuration for the company “Accounts receivable”;

• At this stage, no payment has been generated.

13. Send invoice statements / Bill of exchange batch: to move on to step 2, simply click on the arrow in the center of the “Send invoice statements” step bar. Then click on the “Bill of exchange batch” button.

The system will generate payment notification emails (make sure you have an SMTP server for sending emails). These can be found in the Messages menu. In the Messages menu, you will also find any emails that have not been sent.

14. To move on to step 3, simply click on the arrow to the right of the “Generate bank order” step bar.

15. Bill of exchange batch: then click on the “Bill of exchange batch” button.

16. The system will now generate the payments (according to the accounting configuration in the mode) and, most importantly, generate the bank orders. The LCR batch has generated the bank orders according to the payment mode configuration (for example, this may be Automatic Confirmation). The operation of LCR orders is then similar to that of transfer orders.

Cancellation of bank orders: Classic transfers

A bank order can only be canceled on the system when it has the status “Draft,” “Pending Signature” (only if you have EBICS), or “Validated.”

Cancellation (by clicking on the “Cancel” button) triggers the following actions:

• The order is changed to “Cancelled” status;

• Any accounting entries generated are reversed.

tip

“Cancelled” status is final; a cancelled order cannot be modified.