Overview

Transfer payment to the bank

This guide shows you how to set up payment information on suppliers and transfer payments to the bank in Xena – including ISO20022 v09, credit notes, and parking invoices.

Setup on suppliers

Before you can transfer payments to the bank, payment information must be registered for each supplier.

You can either:

register payment information directly on the supplier card, or
wait until you need to make the first payment.

How to register payment information:

Go to the supplier card and select the tab Setup > Supplier
Click the edit icon, or double-click in the field
Select Create payment information

Payment information on a partner in Xena

The same options are shown whether you enter the information via the partner or via the payment function. You can choose between default Danish or Norwegian payment types:

Setup of bank account on a Norwegian supplier in Xena

You can select Group payments to use a combined payment ID, e.g. from a bank statement

View payment information on a supplier in Xena

Prepare for payment

Go to Purchasing > Payments.

Filters

In the Due date field you can limit payments up to and including a specific due date. You can also choose to see only selected suppliers, or limit the view to only show vouchers that are not parked.

Required information

All invoices must have either an invoice number or a payment ID in order to be exported.

Missing information on an invoice can be corrected via the menu (three dots) > Edit invoice details
Missing payment information on a supplier can be added via the menu (three dots) > Edit payment info

Grouped payment

If you choose to transfer payments grouped, special rules apply:

You do not need to enter an invoice no./payment ID per invoice – enter it instead as fixed text on the supplier's payment information, or enter it at export
If the same supplier has several due dates, one payment is created per date
If the due date has passed, today's date is used as the payment date

Proposal for exporting payments to the bank in Xena

Handling credit notes

Credit notes can be handled in two ways:

Automatic deduction

Activate Group payment in the supplier's payment information. Credit notes are then automatically deducted from the total amount.

Manual settlement

Settle the credit note against one of the supplier's invoices. The invoice amount is reduced accordingly when transferred to the bank.

Handle credit notes in the payment list in Xena

Parking invoices

If you want to postpone payment of an invoice – e.g. due to doubt or pending approval – you can use the park function. You can also add notes and change the due date. No matter which method you use, the same edit dialog opens, and the changes are also shown on the supplier entry.

You can park an invoice by:

Clicking the note icon
Clicking the park icon
Clicking the three dots and selecting Edit invoice details

⚠️ Note: It is not possible to pay parked invoices via the payment list.

Use parking and notes on entries in the payment list in Xena

Prepare export

Click Edit payment setup (only needed the first time you export)
Select your bank's export type, or select one of the standard formats ISO20022 (v03) or ISO20022 v09, depending on which version your bank requires. If in doubt, ask your bank
Enter registration number, account number and any other required information. For ISO20022, you can also fill in User ID and Agreement number if your bank requires them to identify the payment – these fields are optional and can be left empty
Click Update to save

Create a bank account for paying suppliers in Xena

Export payments

Once all invoices and suppliers have the required data, you can export them to a file:

Select the invoices you want to include in the payment. Unselected invoices will be shown again next time
Click Prepare export
A dialog shows any errors or missing information, e.g. a missing payment ID
Correct the error directly in the dialog, or close it and correct it via the invoice list
Click Export once everything is correct

A CSV file with the payments is downloaded and saved to your default downloads folder, e.g. 27-06-2023_8920_bank_betalinger.csv.

Import the file into your online bank, as you would for a manual payment.

⚠️ Note: If the file fails to import at the bank, try exporting the invoices again:

Go to the Payments tab
Select Include previously exported
Select the same invoices again
Click Prepare export
Try whether the new file can be imported at the bank without errors

Export of payment file to the bank from Xena

Transfer payments to the ledger entry

After exporting to the bank, the data from the file can be transferred to a ledger entry:

Go to Purchasing > Payments > the Export archive tab
Find the wanted export (based on date)
Select Export to ledger entry via the menu
Select ledger and offset account (bank account)
Click Export to ledger entry