Knowledge Center

Create outgoing payments

Outgoing payments can be made either manually or automatically. Based on updated balances from the accounts payable, you pay your debt via your bank. You can increase your efficiency by using EDI (Electronic Data Interchange).

It will decrease the risk of errors, and your accounts payable will always be updated.

Clearing

In cases where credit notes are issued from a supplier, conducting a clearing process is recommended. The invoices and credit notes from one particular supplier will then be settled. The clearing process may be performed in advance of generating the payment file to the bank or while sending the file to the bank.

Work with payments and clearing
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payables folder.

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Clearing may be performed if there is a value in the SupCreditAmt column. Next to the value there is a bell icon. The color of the icon indicates if your company owes money to the supplier (yellow) or if the supplier owes money to you (red). In cases where there is a red icon, remittance to this supplier should be reconsidered.

Based on your company's settings in RamBase, clearing may be done automatically on a daily basis if:

  • The total amount on a supplier invoice (SIN) mirrors the total amount on the linked supplier credit note (SCN),

    OR

  • The total amount for both invoices and credit notes for one specific supplier is 0,-

For other cases where there are difference, the clearing has to be done manually.

Clearing before sending payments to the bank

Complete the following steps to perform clearing before sending payments to the bank:

  1. Click on the yellow bell icon. All the suppliers open postings are listed.

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  2. Un-check the documents not relevant to this clearing.

    • The clearing might end up with a difference.  A new partial payment (PAY) document is created for the remaining amount.

  3. Set a due date for the remaining amount.

  4. Mark the clearing with an description in the Text field. This is not mandatory, but might be beneficial.

  5. Click the OK button.The new PAY document will appear in the list of open postings in the Payables folder and may be selected for action at a later time.

Clearing while sending payments to the bank

To perform clearing while sending payments to the bank, you follow the same procedure as described in the topic Generate outgoing payment files. Note that outgoing payments has to be grouped by supplier in order to do automatic clearing. If outgoing payments are grouped by invoice, credit notes will not pass the validation since it is impossible to pay a credit amount.

Generate outgoing payment files
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payables folder.

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Generate a payment file
  1. Select documents.

    • It is possible to mark one, some or all of the documents by using the check-boxes.

  2. Click the Select Action button below the document list.

  3. Verify that there is no extra documents which might have been accidentally selected.

  4. Click the Send to Bank button.

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  5. Select the bank account you want to pay from. The account’s balance and file format are displayed.

  6. Select how the payments should be grouped: Either by invoice, by the due dates or by supplier.

  7. Select the pay date: Either the documents’ due dates or specify one pay date for all of the documents. This will be curdate on the payment.

  8. Click the Start Action button.

A remittance process starts. Payment (PAY) documents in ST:3 are created automatically. When the process is completed, a transfer log opens. Here you may inspect the results and see the reference to the connected supplier account transaction documents.

Depending on the file format set for the current bank account, the generated file will be sent directly to the bank (EDI) or emailed to the person that initiated the process (TELEPAY). In the latter the file must be uploaded to the bank manually.

Generate outgoing payments for manual bank transfer
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payables folder.

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Select documents for payment
  • Select documents that you want to make payments to, using the check-box to the left on each line. You may use filter on DueDate, Supplier account or other information. It is possible to select all invoices by pressing the Select All From Filter option in the dropdown menu in the St column.

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If you want to pay invoice by invoice from your bank account, without creating payments in RamBase, you may now get a list of selected invoices that could be used to manually pay these out from your bank account. If you do not create these payments in RamBase, you will not be able to know what invoices you have entered in the bank. Therefore, we recommend that you use the functionality to first create the payments in RamBase, and then afterwards enter these payments manually into the bank. This is shown below under Create payments that should be entered manually into your bank.

Create a file / print of invoices that should be paid
  1. First select your documents as shown above.

  2. Click the Select Action button at the bottom of the page.

  3. In the popup, click on the View Report: Selection button. This action will open a report that will list all the selected invoices and could be used to enter payments manually into your bank.

  4. Use the Report by e-mail/print/ftp option in the context menu to send the report to an e-mail address or to print it.

Create payments that should be entered manually into your bank
  1. First select your documents as shown above.

  2. Click the Select Action button at the bottom of the page.

  3. In the popup, click on the Create Payments button.

  4. A new popup will appear, here you can select:

    • Bank - From what bank account you want to make the outgoing payments.

    • Group by - How should invoices be linked to payments: By Invoice, DueDate or Supplier.

    • Pay Date - When should the payments be paid out from your bank. On DUEDATE or on a given date.

  5. Click on the Create Payments button.

  6. This will open a new popup where you have to choices to create payments. A batch-job will run and create payments for all the selected invoices.

    • Create Payments ( Not sent to Bank ) - Payments will be created in status 2. When the payments are entered in the bank, use the F12 option Payment sent to Bank ( St=3 ) on all payment to update status on payments and invoices.

    • Create Payments ( Sent to Bank ) - Payments will be created in status 3. Select this button if the payments have been or will be entered in the bank, before you start the job.

  7. When all payments have been created in RamBase, you will receive an e-mail with a file attachment listing all payments that have been created. This list could be used to enter these payments in your bank.

All invoices that are linked to these payments will now have Status = 8. This tells you the invoice has a payment that has been sent to the bank, but the payment is not yet confirmed from the bank.

International supplier payments by file

International payments means money transferred across borders.

In RamBase it is possible to make international payments by file, which means that system handles international payments automatically, as easily and efficiently as domestic payments by file. When you use this feature, the system reconciles the supplier's ledger without manual handling. International payments by file will reduce the risk of incorrect registration, and you will save a lot of time.

It is important to set up each supplier with the correct financial data, such as currency and bank details. One supplier can have many banks with different currencies. Make sure that the supplier invoice (SIN) is registered with the same currency as the given bank details.

If the affected general ledger (GL) accounts are set up with agio calculation, the system will handle this automatically.

Supplier setup for international payments by file
  1. To open the Supplier (SUP) application, find Procurement in the RamBase menu and then Supplier management. Click Suppliers to enter the SUP application.

  2. Highlight the relevant supplier and press ENTER.

  3. Open the Finance Data folder.

  4. In the Finance Data section, use the drop-down menu in the Cur field to select the currency(-ies) that are valid for this supplier.

  5. In the Bank Accounts section, click the + icon to add a bank account in a foreign currency.

    Make sure that the currency is defined as a valid currency for this supplier (see step 4).

  6. In the Supplier Bank Accounts popup, make sure to select the correct:

    1. Currency

    2. Account number

    3. IBAN

    4. Swift code

  7. In some countries it is also mandatory to add a Bank Code.

The currencies displayed in the drop-down menu in the Supplier Bank Accounts popup reflects the currency(-ies) defined as valid for this supplier.

Send outgoing payment files to the bank

If TELEPAY is the default payment format, the user will receive the remittance file by e-mail.

Upload the file to the bank
  1. Usually the online bank service has a defined filepath from where the remittance files will be loaded from. Save, or use drag and drop on the file received by email to this folder.

  2. Log in to your online bank.

  3. Locate the file transfer folder.

  4. Upload the file.

  5. Press Send.

  6. Approve the payments in your online bank.

Confirm outgoing payments

When the bank has completed the transfers, the payments have to be confirmed in RamBase.

How the confirmation is handled depends on the file format set for the current bank account:

EDI

Within a certain time-frame (for example 60 minutes) the file sent from RamBase is handled by the bank. When the bank has completed the transfers, a file is sent directly back to the RamBase system. The confirmation is done and the Pay documents in ST:3 is automatically set to ST:4. This status indicates that the payments are confirmed by the bank.

TELEPAY

During the night the file you uploaded in the online bank is handled by the bank. When the transfers are completed, the bank generates a confirmation file. This file can be downloaded from the online bank and imported into RamBase. Use the Confirm PAY: Banks (CONFPAY) application in RamBase to handle unconfirmed payments. This process is usually performed once a day.

Download and save the confirmation file
  1. Log in to your online bank.

  2. Locate the file transfer folder.

  3. Download the confirmation file.

  4. Save the file locally on your computer.

Import the confirmation file to RamBase
  1. To open the Confirm PAY: Banks (CONFPAY) application, find Finance in the RamBase menu and then Cash management. Click Unconfirmed transactions to enter the CONFPAY application.

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  2. Press F12 to open the action menu and choose the option Import Supplier Payment Confirmations.

  3. In the Import/Export Wizard select the format for the job.

  4. Press the Next> button.

  5. Upload the confirmation file you saved locally.

When the file is imported to RamBase, all associated PAY documents change status from ST:3 to ST:4 automatically, and the connected invoices will be set to ST:9 which indicates that the invoices are paid and the payments are confirmed. If there are any problems concerning the payments, the associated PAY documents will remain in ST:3.

Currency dates and unconfirmed transactions

In the Confirm PAY: Banks (CONFPAY) application you get an overview of all unconfirmed transactions.

There will be one item line for each combination of bank account and currency date. Each of these item lines contain one or more payments. You can press ENTER on an item line to view the payment(s) that are included.

If you change the currency date on one of the payments included in an item line. This will generate a new item line in the CONFPAY table with this unique combination of bank account and currency date, as long as this combination does not already exist. If so, the payment will be added to the relevant combination.

The CurDate column

The CurDate column in the table lists the preferred payment date. This is based on the due date from the invoices that were sent for payment in the Pay Management (PAM) application.

The CurDate field

The fields CurDate and Period in the upper right corner of the CONFPAY window reflect the bank date and the fiscal period that will be used if you use the F12 option Confirm Payments.

Make sure that the CurDate and Period fields are in compliance to the currency date on the file from the bank. All confirmed payments (PAY) will then be updated with this date and period.

Create payment documents manually

Sometimes you have to pay an invoice manually in the online bank. After the payment has been made, you have to register the payment in RamBase to make a payment document (PAY), and then confirm it afterwards.

Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payments folder.

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Register already performed payments
  1. Start in the Payments folder.

  2. Click the + icon on the lower left side of the page.

  3. Highlight the specific bank account and press ENTER.

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  4. Set the correct currency date in the CurDate field in the Pay Info section.

  5. Select the correct kind of payment from the drop down menu in the PayType field.

  6. Click the + icon to the lower left of the window to add items to the document in order to specify what the payment is for.

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  7. Press ENTER in the Account field to open the list of suppliers or customers depending on what you selected in the PayType field.

  8. Select the relevant supplier or customer and press ENTER.

  9. In the InvoiceRef field, press ENTER to open the list of open posts connected to the selected supplier or customer.

  10. It is also possible to search for invoices directly without defining suppliers or customers first:

    • Add the invoice number in the InvoiceRef field and press ENTER.

  11. Mark the post(s) relevant to this payment.

  12. Click the OK button.

  13. Press Esc.

  14. Press F12 to open the action menu and choose the option Register Payment. The manual payment for the connected invoice / credit note is now registered and confirmed.

Partial payment of a Supplier Invoice
  1. To open the Payments (PAY) application, find Finance in the RamBase menu and then Cash management. Click Payment transactions to enter the PAY application.

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  2. Click the + icon in the lower left hand corner to create a new payment.

  3. Select bank and press ENTER.

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  4. In the Pay Info section, select Sup in the PayType drop down-menu.

  5. Click the + icon in the lower left hand corner to add a new pay item.

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  6. Click the yellow arrow next to the Account field.

  7. Select supplier and press ENTER.

  8. To view all documents for this supplier, click the yellow arrow next to the InvoiceRef field.

  9. In the Select documents to pay popup, select the correct supplier invoice (SIN) and click OK. Note that the invoice is not payed yet, only selected for payment.

  10. In the Amount field in the Amounts section in the upper right hand corner, enter how much you want to pay. Remember to add a subtraction symbol prefix for outgoing payments.

  11. Press ENTER. The residual amount will appear in the fields Pay in Adv, Amount and AccountTrans, Amount.

  12. To post the residual amount against the supplier ledger, click on the yellow arrow icon next to the field Pay in Adv, Amount.

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  13. In the Payment in Advance popup, make sure to include a reference to the original supplier invoice (SIN) in the Text field. Move the popup on the screen if you want to see the SIN-reference.

  14. If you have got a new due date on the residual amount, make sure to change it to the correct date.

  15. Click OK.

  16. A new line with the residual amount (st:1) will appear in the Pay Item window .

  17. Press Esc. You are now back in the Payment window.

  18. From the action menu, click the option Register Payment.

  19. The payment is now registered (PAY st:4).The residual amount is now ready for payment on a PAY which is listed together with other unpaid invoices for this supplier.

  20. If you want to verify the new open post, double click on the item line and the Pay Item window appears.

  21. In the Amounts section in the upper right hand corner, click on the link next to the field PayAdv. The Account Transaction Menu pops up.

  22. Click on the link in the Account column, the Supplier window will open.

  23. Click on the Finance Transactions folder.

  24. Click on the radio button Open. The new PAY with the residual amount will be listed here together with other open transactions.

  25. To view the supplier account transactions in a report, open the action menu and click on the option Sup Statement Report: All transactions.

Post transactions to multiple accounts

Sometimes it might be necessary to post transactions on the same Payment (PAY) document to multiple accounts. For example bank fees in addition to the invoice/credit note amount.

Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payments folder.

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Post transactions to multiple accounts
  1. Start in the Payments folder.

  2. Select a PAY document in editable mode (St:1) and press ENTER.

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  3. Highlight the relevant item line (St:1) and press ENTER.

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  4. Enter the bank fee in the bottom one of the two Amount fields. This Amount field refers to posting directly against the general ledger. The Payment in Adv. Amount field refers to posting against the customer/supplier ledger.

  5. Click the arrow icon next to the Amount field. A list of accounts appears.

  6. Select one of the accounts displayed, or select the More Accounts... line and press ENTER to view more. The accounts to be listed are based on the system setup.

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  7. Select the appropriate account and press ENTER.

  8. Click the OK button. The fee will appear in the list of items on the PAY document.

  9. If you want to post to more accounts, repeat step 6-11.

  10. When all postings are complete, press F12 to open the action menu and choose the Register Payment option. The payment document is now registered and the payment is confirmed.

Confirm manual outgoing payments

Sometimes you have to pay an invoice manually in the online bank. After the payment has been done, you have to register the payment it in RamBase to make a payment document (PAY), and then confirm it afterwards.

Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payables folder.

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Confirm a manual payment
  1. Click on the invoice-link (SIN/XXXXXX) in the Doc column to open the invoice.

  2. Press F12 to open the action menu and choose the option Make Payment to Supplier Invoice.

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  3. Select the bank account to pay from.

  4. Describe the payment in the text-field. This is optional.

  5. Click the OK button. A progress bar appears. A PAY document in ST:3 is created and a link to this (PAY/XXXXXX-x) appears on the invoice on the lower right side. The invoice's status is changed to ST:8. This status indicates that the invoice has been paid, but the payment is not confirmed.

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  6. Click on the PAY/XXXXXX-link.

  7. Change the value in the CurDate field to the actual date the payment was made.

  8. Press F12 and choose the option Register Payment. The status on the PAY document changes from ST:3 to ST:4.

  9. Press Esc.

  10. The status on the Supplier Invoice has changed to ST:9 which means that it has been paid and the payment is confirmed.

Pre-Payment to Supplier
  1. To open the Purchase orders (SPO) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase orders to enter the SPO application.

  2. Create a Purchase order (SPO).

  3. Click on the Register purchase order option in the context menu to register the SPO.

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  4. Enter the Supplier and press F12 to open the action menu, choose the Make PrePayment to Supplier option.

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    1. Select bank in the BankNo field.

    2. Select currency date in the CurDate field.

    3. Select amount in the Amount field.

    4. Recommended, but optional, write the SPO reference in the Text field.

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  5. Click the OK button.

  6. This will create two payments.

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  7. The first PAY document goes to the clearing bank and to status 4. This pay has created two subsidiary ledger entries. One for payment of the amount to the Supplier (SAT document in status 8) and one for offset to be used later when the SIN is registered (SAT document in status 6).

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  8. The SAT document in status 8 belongs to the PAY document in status 2. Settle the payment in the bank and then press F12 to open the action menu and choose the Payment sent to Bank (St=3 ) option.

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  9. When the amount is deducted in the bank, press F12 to open the action menu and choose the Register Payment option to set it to status 4.

  10. Forward the SPO to a Goods reception (SSA) when the goods arrive.

  11. Use the Register as stock option in the context menu to register the SSA to stock.

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  12. Forward the SSA to a Supplier Invoice (SIN). Choose the Forward all items to supplier invoice.. option in the context menu.

  13. Press F12 to open the action menu and choose the Register Supplier Invoice option to set the SIN to status 4.

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  14. To offset the SIN and the open subsidiary ledger entries, create a manual PAY on the clearing bank.

  15. Enter the Payment (PAY) application.

  16. Click the Create PAY icon.

  17. Select the Clearing bank and press ENTER.

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    1. Select period in the Period field.

    2. Select the currency date in the CurDate field.

    3. Select Sup in the PayType field.

  18. Click the New PAY Item icon.

  19. In the Pay Item window, select the SUP in the Account field.

  20. Click on the InvoiceRef field and press ENTER.

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  21. Select the SIN and PAY documents and click the OK button.

  22. Press F12 to open the action menu and choose the Register Payment option to register the PAY.

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