Introduction to Exports in the Purchase Ledger

The 'Exports' function allows you to export certain information from your Enterprise by HansaWorld database to tab-delimited text files from where you can incorporate it in word processing programs for mailmerge, in spreadsheets for further statistical analysis or in page make-up programs for incorporation in publicity material or published reports. Alternatively and depending on which Export option you choose, you can often import the information into other Enterprise by HansaWorld databases or Companies using the 'Automatic' and 'Manual file search' import functions in the System module. Remember that you can also print reports to disk, so most of the information that is stored in an Enterprise by HansaWorld is available to other applications via the medium of the text file.

To begin exporting, click the [Routines] button in the Master Control panel. A list of routines appears: click the [Exports] button in the list of routines to open the 'Exports' list illustrated below. This lists the Exports that you can produce from the Purchase Ledger. You can also use the Ctrl-E (Windows and Linux) or ⌘-E (Mac OS X) keyboard shortcut to open the 'Exports' list. Double-click the item that you need in the list. A specification window will then appear, where you can decide the contents of the exported text file. Click [Run] and a 'Save File' dialogue box will appear, where you can name the file and determine where it is to be saved. If you are exporting with the intention of importing into another Standard ERP database or Company using the 'Automatic' and 'Manual file search' Import routines, do not name the file with two leading minus signs/hyphens (e.g. --Data.txt). Information will not be imported from files named in this way.

There is also one Export function relevant to the Purchase Ledger in the Integration module. To use this function, you must log in as a Global User or Person whose Access Group explicitly grants full access to the Integration module. Change to the Integration module, and then proceed as described in the previous paragraph.

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Please click the links below for details about each export function:

Download:
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Banking File

Select this option when you want to export a selection of Payments from your Purchase Ledger. You can send the resulting files to your bank for use by a credit transfer system. These files will therefore take the place of printed payment orders.

The format of the export files created by this function is dependent on the Payment File Format chosen in the Bank Transfer setting. The function is not operational in every country: please refer to your local HansaWorld representative for full details.

Payment No.
Range Reporting    Numeric
Enter a Payment Number to export a single Payment, or a range of Payment Numbers separated by a colon (:).

If you choose the Unexported Only option below, only Payments in the range that have been Ordered but not marked as OK will be exported. An exception to this is when the Payment File Format is Namibia, in which case both Ordered Payments and Payments that have been marked as OK will always be exported.

If the Payment File Format is Namibia, you must specify a Payment Number or a range of Numbers: nothing will be exported if you leave this field empty.

Sent Currency
Paste Special    Currency register, System module
Enter a Currency here if you only want to export Payment rows with a particular Currency.

You can use this field with the following Payment File Formats:
  • Czech - ABO (Only Payment rows with the specified Currency as Bank Currency will be exported.)

  • Czech - CITI bank (Only Payment rows with the specified Currency as Bank Currency will be exported.)

  • All New Zealand banks (Only Payment rows with the specified Currency as Bank Currency will be exported.)

  • All Norwegian banks (Only Payment rows with the specified Currency as Sent Currency will be exported. If you select the Foreign Country Payment option below, you must also specify a Currency in this field. Otherwise, specifying a Currency is optional.)
Character Set
Default taken from    Local Machine setting, User Settings module (Default Export Codepage field)
Paste Special    Choices of possible entries
Specify here the character set that you want to be used in the export file.

In most cases, you should ignore this field as the character set will be determined by the Payment File Format. However, if the Payment File Format is Finland - SEPA or Spain - SEPA, some banks will require files using UTF-8 and some ISO-8559-1. Specify here which one is to be used.

If you use the DOS Format option below, the character set will be CP437, irrespective of the Payment File Format and the character set chosen here.

Pay Method
Depending on the Payment File Format you are using, you will sometimes be able to insert a flag into an export file that signifies the urgency of the payments in that file. Select the appropriate option here.

You can use this option together with the following Payment File Formats when also selecting the Foreign Country Payment option:
You can use this option together with the following Payment File Formats when not selecting the Foreign Country Payment option:
If you are using the following Payment File Formats and do not select the Foreign Country Payment option, you will also be able to choose a Payment Method using the options on the 'Bank' card of an individual Payment. If you choose "Express" or "Extra Urgent" here in the specification window, all Payments will be so marked in the export file. If you choose "Normal", only those Payments that you have individually marked as "Express" or "Extra Urgent" will be so marked in the export file.
Please follow the links to the descriptions of the individual Payment File Formats for more details.

Status
Use these options to choose whether to export all Payments in the range or only those that have not been exported before. ange or only those that have not been exported before. The Unexported Only option will also prevent the export of Payments that have been marked as OK.

Note that the same flag is used to keep a record of whether a particular Payment has been printed and whether it has been exported. So, printing an Ordered Payment will prevent it being exported using the Unexported Only option. Similarly, exporting an Ordered Payment will prevent it being printed by the Cheque Document and Payment Form documents using the Unprinted Only option.

These options are not used if the Payment File Format is Namibia. In this case, all Ordered Payments and Payments that have been marked as OK in the range will always be exported, and the act of exporting will not set the flag to prevent further exporting or printing.

Bank Fees
Default taken from    Payment Settings setting, Purchase Ledger
Depending on the Payment File Format you are using, you will sometimes be able to insert a flag into export files that signifies who will pay any bank fees incurred when processing payments. Select the appropriate option here.

You can use this option together with the following Payment File Formats when also selecting the Foreign Country Payment option:
You can use this option together with the following Payment File Formats when not selecting the Foreign Country Payment option:
Please follow the links to the descriptions of the individual Payment File Formats for more details.

Bank 1/Bank 2
You can use these options with the following Payment File Formats as follows:
  • Sweden - SE-Banken (When Foreign Country Payment is selected, this option changes the flag that is exported in RT3 position 74 (i.e. immediately before the Supplier's Country) (Bank 1 causes "0" to be exported, Bank 2 causes "1" to be exported)).
Prod. No.
Default taken from    Bank Transfer setting, Purchase Ledger (Prod. No. field)
Specify here a Production Number to be included in the export file.
You can use this field together with the following Payment File Formats:
  • All Norwegian banks (Specify the division code for your bank branch, to be included in positions 60-70 in the first line of the export file.)

  • Sweden - PlusGirot (Enter a single digit, to be exported as character 13 in the first line of the export file. "1" will be exported if you leave the field blank.)
Pay on Due Date
Default taken from    Payment Settings setting, Purchase Ledger
Use this option to control whether the exported payments are to be executed on the current date (not selected) or on the Due Dates of the Purchase Invoices being paid (selected).

You can use this option together with the Payment File Formats listed below when not selecting the Foreign Country Payment option.
Please follow the links to the descriptions of the individual Payment File Formats for more details.

DOS Format
Default taken from    Payment Settings setting, Purchase Ledger
This option ensures the character set used in the export file will be CP437.

Foreign Country Payment
You can use this option together with the Payment File Formats listed below to create files containing international payments. These files have different formats compared to those containing domestic payments.

The primary purpose of this option is to change the export format from domestic to international. Depending on the Payment File Format you are using, it usually does not act as a filter: i.e. it does not separate domestic and international Payments so that only the international ones are exported. You should therefore do this yourself by entering relevant ranges of Payment Numbers in the Payment No. field above, to ensure that domestic and international Payments aren't mixed in the same file.

If a Payment File Format is not listed below, it should be assumed that selecting this option will either not change the format of the export file or create an empty file.
  • Finland - SEPA (If Foreign Country Payment is not selected, Payment rows where the Bank Currency is not Base Currency 1 will not be exported. If Foreign Country Payment is selected, domestic and international Payments will not be separated.)

  • Lithuania - LITAS-ESIS 1.1 (Domestic and international Payments will not be separated.)

  • All Norwegian banks (If you specify a Currency in the Sent Currency field above, only Payment rows with that Currency as Sent Currency will be exported. If Foreign Country Payment is not selected, specifying a Sent Currency is optional. If Foreign Country Payment is selected, you must specify a Sent Currency, otherwise nothing will be exported.)

  • Spain - SEPA (If Foreign Country Payment is not selected, Payment rows where the Bank Currency is not Base Currency 1 will not be exported. If Foreign Country Payment is selected, domestic and international Payments will not be separated.)

  • Sweden - Handelsbanken (Domestic and international Payments will not be separated.)

  • Sweden - Nordea (Domestic and international Payments will not be separated.)

  • Sweden - SE-Banken (Domestic and international Payments will not be separated.)
One Payment per Supplier
If a Payment record contains more than one row paying the same Supplier, you can use this option with the Payment File Formats listed below if you would like those rows to be treated as a single payment in the export file (i.e. issuing a single payment order to the bank).

If you are using this option, note that there may not be enough space to show all the Purchase Invoice numbers being paid (depending on the length of the numbers) so it is recommended that you send this information separately to the Supplier.

If you select this option when you are using one of the Payment File Formats listed below, all Payments in the range will be exported on a One Payment per Supplier basis. If you do not select this option, only those Payments where the Payment Format (on the 'Bank' card) is "Per Supplier" will be exported on that basis.
  • Finland - SEPA (the One Payment per Supplier option is only used when the Foreign Country Payment option is not selected).

  • All New Zealand banks

  • Spain - SEPA (the One Payment per Supplier option is only used when the Foreign Country Payment option is not selected).

  • UK - BACS
This option has no effect when you are using the Payment File Formats listed below. However, Payments where the Payment Format is Per Supplier will be exported on that basis:
The following Payment File Formats will always export Payments as if this option has been selected:
Batch Booking
Default taken from    Payment Settings setting, Purchase Ledger
Use this option together with the Finland - SEPA or Spain - SEPA Payment File Formats. It causes "true" or "false" to be exported in the tag <BtchBookg>. If you do not select this option, "false" will be exported, signifying that the payment transactions will be processed separately on the bank side.
Click the [Run] button in the Button Bar to proceed. Enterprise by HansaWorld will open a dialogue box where you can name the export file and specify where it is to be saved. Enter a name for the file. Click [Save] or press the Enter key. The export file will be created and saved. When the export has finished, you can close the 'Export' window using the close box and then send the resulting file to your bank after checking.

You can also create a Banking File export file from an individual Payment. Simply open the Payment in a record window and choose 'Banking File Export' from the Operations menu. This function will usually behave as if the default options in the 'Specify Banking File' window are selected (i.e. as shown in the illustration above). However, depending on the Payment File Format you are using, you can override some of these defaults using the options on the 'Bank' card of the Payment window.

On the pages linked below, the various Payment File Formats are listed individually, providing some guidance about where to enter information in order for it to be included correctly in export files. Not every Payment File Format will be available in every country. Please refer to your local HansaWorld representative for more details and for advice about the suitability of a particular Payment File Format for your requirements.

Export functions in the Purchase Ledger and Integration modules:
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Banking File - Australia - ABA

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Australia - ABA Payment File Format.

Configuration

  1. In the Banks setting:

    1. Enter a record for your own Bank. The Code should be the three-letter bank acronym code (ANZ, CBA, WBA, etc.).

    2. Enter your APCA User Number in the Payments field on the 'Banking File' card.

  2. In the Contact records for each Supplier:

    1. Enter the Supplier's bank account number in the Bank Account field.

    2. Enter the name of the Supplier's bank in the Account Operator field.

    3. Enter the branch identifier or BSB of the Supplier's bank in the BSB field. When exporting, a hyphen will be inserted automatically as the fourth character if it is missing.

    4. If you enter a Reference for a Supplier, it will be copied to each Purchase Invoice and from there to the Bank Reference field in each Payment row.

  3. In the Payment Modes setting:

    1. Enter your bank account number in the Bank A/C No. field in each Payment Mode.

    2. Enter the name of your bank in the Bank Name field.

    3. Enter the branch identifier or BSB of your bank in the BSB field. When exporting, a hyphen will be inserted automatically as the fourth character if it is missing.

    4. Enter your Bank on flip D using 'Paste Special'.
Payments
  1. Add a Reference to each Payment header. If a Payment row does not have a Bank Reference, the Reference from the Payment header will be exported instead (positions 63-80).
Exporting
  1. For a Payment row to be exported, the To Bank A/C in the row and the Own Bank A/C in the Payment header must both not be blank.
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Export functions in the Purchase Ledger and Integration modules:

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Banking File - Croatia (Croatia - SEPA)

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Croatia Payment File Format (Croatia - SEPA).

Configuration

  1. In the Company Info setting:

    1. Ensure the Company Name, VAT Reg. No. and Country are correct. The Country should use the two-character ISO 3166 format.

    2. Enter your bank account number in IBAN format including two-character country prefix in the Bank 2 field. The bank account number will be used if the Bank A/C No in a Payment Mode is blank (step 4 below), and the country prefix will be used as the country in which you are located (the export function will sometimes use the country prefix and sometimes the Country field itself for this purpose).

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. For your own Bank, specify a BIC (SWIFT) and enter the Account (IBAN).

    3. If you will be sending Payments to a Supplier's Bank in Currencies other than the Euro (i.e. if you will use Currencies other than the Euro as the Bank Currency in Payment rows to the Supplier), you may need to specify an Exchange Rate Contract Number in that Supplier's Bank record. This will be exported in the <CtrctId> tag inside <XchgRateInf>.

    4. If a Supplier's Bank is not in your country, specify a BIC (SWIFT) in their Bank record, and enter the word "Foreign" in the Sort Key field.

    5. For your Suppliers' Banks, enter the country in which they are located in the Country field (in two-character ISO 3166 format).

  3. In the Contact records for each Supplier:

    1. Enter the address ensuring that you use the second and third Invoice Address fields. Both fields must be filled in for the address and the country to be exported (in the <PstlAdr> tag inside <Cdtr>). The country will be taken from the prefix in the Supplier's IBAN.

    2. Enter the Supplier's bank account number in IBAN format including two-character country prefix in the IBAN Code field.

      If the bank account number is not in IBAN format, enter it in the Bank Account or Bank Account 2 fields, and enter the Supplier's country in the Country field (in two-character ISO 3166 format).

    3. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. In the Payment Modes setting, enter your Bank on flip A of each Payment Mode using 'Paste Special' and ensure the Account (IBAN) is brought into the Bank A/C No field.
Payments
  1. Ensure the To Bank A/C on flip H of each row contains the relevant Supplier's IBAN. Usually this will have been copied from the Purchase Invoice being paid. If this field is empty, the Supplier's bank account number will be taken from the IBAN Code, Bank Account or Bank Account 2 fields in the Contact record for the Supplier If the bank account number is not in the IBAN format, the tag <IBAN> in <CdtrAcct> will not be exported and instead the bank account number will be exported in the tag <Othr>.

  2. If there is a Bank Reference in a Payment row (flip H), it will be exported in the tag <Ref> inside <RmtInf>. By default, the Bank Reference will have been copied from the Reference in each Purchase Invoice being paid but you can add one or edit the default. If there is no Bank Reference, the <Ref> tag will not be exported, and instead the Supp. Inv. No. of the Purchase Invoice being paid will be exported in the tag <Ustrd> (also inside <RmtInf>). If the Purchase Invoice does not have a Supp. Inv. No., the Purchase Invoice Number or, in the case of a Prepayment or On Account Payment, the word "TRANSFER" will be exported in <Ustrd>.

    If you export a Payment on a "Per Supplier" basis (points 7 and 9 below), the export function will check each row paying a particular Supplier for a Payment Code or Bank Reference (both on flip H, and both will have been copied from each Purchase Invoice). The first Payment Code or Bank Reference that it finds will be exported in the <Ref> tag. If no row has a Payment Code or Bank Reference, the <Ustrd> tag be exported instead. This will contain a text string constructed from the Supp. Inv. Nos. of each Purchase Invoice, in the format <Ustrd>Invoice No.: Supp. Inv. No, 1, Supp. Inv. No. 2</Ustrd>. If any Purchase Invoice does not have a Supp. Inv. No. or if a Payment row is a Prepayment or On Account Payment, the text "TRANSFER" will be exported (e.g. <Ustrd>Invoice No.: TRANSFER, Supp. Inv. No. 2</Ustrd>).

  3. Select "Per Supplier" as the Payment Format on the 'Bank' card if appropriate.
Exporting
  1. Select "Shared" as the Bank Fees option in the 'Specify Banking File' window if appropriate. This will cause "SLEV" to be exported in the tag <ChrgBr>. You can use the Payment Settings setting to choose which option in the specification window will be selected by default.

  2. If a Payment record contains more than one row with the same Supplier, you can select One Payment per Supplier in the 'Specify Banking File' window if you want those rows to be grouped together as a single payment in the export file. If you select this option, all Payments will be exported on a One Payment per Supplier basis. If you do not select it, only those Payments where the Payment Format is "Per Supplier" (step 7 above) will be exported on that basis.

  3. If a Payment record contains a row paying an international Supplier, the BIC (SWIFT) of the Supplier's bank will be exported in the tag <BIC> inside <FinInstnId> inside <CdtrAgt>. The payment to an international Supplier will be detected by comparing the country prefix in your IBAN (in the Company Info setting) with that in the Supplier's IBAN. If the Supplier does not have an IBAN, the country prefix in your IBAN will be compared with the Country in the Supplier's Bank record or in the Contact record for the Supplier. The Supplier's country will be exported in the tag <Ctry> inside <Dtls> inside <RgltryRptg>. These tags will not be exported when paying domestic Suppliers, unless you select Foreign Payment in a particular Payment record. Do not select Foreign Country Payment in the 'Specify Banking File' window, because the resulting file will not contain any payments.

  4. If you select the Unexported Only option in the 'Specify Banking File' window, Payments in the range that have not been marked as Ordered and those that have been marked as Ordered will be exported. Payments that have been marked as OK will not be exported. After the export process, any unordered Payments in the range will be marked as Ordered automatically. If you need to export a Payment that has been marked as OK, select the All option in the 'Specify Banking File' window but be careful when specifying the range of Payments to be exported as any Payments in the range that have previously been exported will be exported again. Payments and individual Payment rows that have been invalidated will never be exported.
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Export functions in the Purchase Ledger and Integration modules:

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Banking File - Czech banks

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Czech - ABO and Czech - CITI bank Payment File Formats.

Czech - ABO


Configuration
  1. In the Company Info setting, ensure the Company Name is correct.

  2. In the Contact records for each Supplier:

    1. Enter the Supplier's bank account number in the Bank Account field.

    2. Enter the branch code of the Supplier's bank in the Sort Code field.

  3. In the Payment Modes setting:

    1. Enter your bank account number in the Bank A/C No. field in each Payment Mode.

    2. Enter the branch code of your bank in the Sort Code field.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Payments
  1. Enter a Reference Number on flip G of each Payment row. In the export file, this will be added to the Sort Code of the Supplier's bank as a suffix.
Exporting
  1. If you specify a Currency in the Sent Currency field in the specification window, only Payment rows with that Currency as Bank Currency will be exported.

Czech - CITI bank


Configuration
  1. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers.

    2. Enter the bank branch code in the Sort Key field.

  2. In the Contact records for each Supplier:

    1. Specify the Supplier's Bank in the Account Operator field using 'Paste Special'.

    2. Enter the Supplier's bank account number in the Bank Account field.

    3. If you enter a Reference for a Supplier, it will be copied to each Purchase Invoice and exported from there.

  3. In the Payment Modes setting:

    1. Enter your bank account number in the Bank A/C No. field in each Payment Mode.

    2. Enter the name of your bank in the Bank Name field.
Purchase Invoices
  1. Specify a Reference in each Purchase Invoice.
Exporting
  1. If you specify a Currency in the Sent Currency field in the specification window, only Payment rows with that Currency as Bank Currency will be exported.
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Export functions in the Purchase Ledger and Integration modules:

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Banking File - Denmark

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the various Danish Payment File Formats.

Denmark - BGBank


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your bank account number in the Bank 2 field.

  2. In the Contact records for each Supplier:

    1. The address in the first Invoice Address field will be exported.

    2. Enter the Supplier's bank account number in the Bank Account field.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice (will only be exported when the Supplier's bank account number is not known).
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. If the total amount payable to a Supplier in a single Payment record is negative, that Supplier's Payment rows will not be exported.

Denmark - Den Denske Bank


Configuration
  1. In the Company Info setting, ensure the Company Name is correct.

  2. In the Contact records for each Supplier:

    1. Enter the address using the first and second Address fields.

    2. Enter the Supplier's bank account number in the Bank Account field.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice (will only be exported when the Supplier's bank account number is not known).
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. If the total amount payable to a Supplier in a single Payment record is negative, that Supplier's Payment rows will not be exported.

Denmark - Jyske Bank


Configuration
  1. In the Contact records for each Supplier:

    1. The address in the first Invoice Address field will be exported.

    2. Enter the Supplier's bank account number in the Bank Account field.

  2. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. If the total amount payable to a Supplier in a single Payment record is negative, that Supplier's Payment rows will not be exported.

Denmark - Midtbank


Configuration
  1. In the Contact records for each Supplier, enter the Supplier's bank account number in the Bank Account field.

  2. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice (will only be exported when the Supplier's bank account number is not known).
Payments
  1. Add a Reference to each Payment header.
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. If the total amount payable to a Supplier in a single Payment record is negative, that Supplier's Payment rows will not be exported.

Denmark - SYDBANK


Configuration
  1. In the Banks setting, enter a separate record for each Bank used by your Suppliers. Only the Code and Name are required in each record.

  2. In the Contact records for each Supplier:

    1. Enter the address using the first three Address fields.

    2. Enter the Supplier's bank account number in the Bank Account field.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  2. If the total amount payable to a Supplier in a single Payment record is negative, that Supplier's Payment rows will not be exported.

Denmark - Unibank


Configuration
  1. In the Company Info setting, ensure the Company Name is correct.

  2. In the Contact records for each Supplier:

    1. Enter the address using the first, second and third Address fields.

    2. Enter the Supplier's bank account number in the Bank Account field.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice (will only be exported when the Supplier's bank account number is not known).
Exporting
  1. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  2. If the total amount payable to a Supplier in a single Payment record is negative, that Supplier's Payment rows will not be exported.
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Export functions in the Purchase Ledger and Integration modules:

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Banking File - Estonia - Riigikassa

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Estonia - Riigikassa Payment File Format.

Configuration

  1. In the Company Info setting, ensure the Company Name and Reg. No. are correct.

  2. In the Banks setting, enter a separate record for each Bank used by your Suppliers.

  3. In the Contact records for each Supplier:

    1. Enter the address using the first three Invoice Address fields.

    2. Enter the Supplier's bank account number in the Bank Account field.

    3. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

    4. Enter the Supplier's company registration number in the Reg. No. 1 field.

  4. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Reference in each Purchase Invoice. This will be exported in the tag .
Payments
  1. Depending on your configuration of the RiigiTarkvara setting in the Nominal Ledger, a Reference Number (Riigikassa viitenumber) will be added to each Payment row automatically (flip G). This will be exported in the tag .
Exporting
  1. Select "Normal", "Express" or "Extra Urgent" as the Pay Method in the 'Specify Banking File' window as appropriate. These options will cause "T", "K" or "X" respectively to be exported in the tag <makse_tyyp>.

  2. Select "We Pay", "Suppliers Pay" or "Shared" as the Bank Fees option in the 'Specify Banking File' window as appropriate. These options will cause "M", "S" or "K" respectively to be exported in the tag <kulud_kannab>.

  3. Select "We are the daughter company", "We are the mother company" or "Other" as the Our relationship with Supplier option in the 'Specify Banking File' window as appropriate. These options will cause "M", "E" or "T" respectively to be exported in the tag <omandishue>.
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Export functions in the Purchase Ledger and Integration modules:

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Banking File - Finland - SEPA

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Finland - SEPA Payment File Format.

Foreign Country Payment not selected - Domestic Payments


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your company's address in the first two Address fields (street in the first field, post code and town in the second field) and the Country field. The Country must use the two-character ISO 3166 format (i.e. "FI"). All three fields must be filled in for the address to be exported.

    3. Optionally enter a Bank Customer ID. This will be used if the Bank ID Code in a Bank record is blank (point 2c below).

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. Specify a BIC (SWIFT) in each Bank record.

    3. For your own Bank, enter the Account (IBAN), Bank ID Code (i.e. business ID or customer number at the bank) and, if you will be sending Payments in Currencies other than the Euro, an Exchange Rate Contract Number.

    4. If a Bank is outside the EU, specify a Clearing Code (use the ISO format i.e. five-character country code followed by a bank identifier), up to four lines of address and a Country (two-character ISO 3166 format).

  3. In the Contact records for each domestic Supplier:

    1. Enter the address using the second and third Invoice Address fields (street in the second field, post code and town in the third field) and the Country field (Country must use the two-character ISO 3166 format). All three fields must be filled in for the address to be exported.

    2. Enter the Supplier's bank account number in the IBAN Code field or, if it is not in IBAN format, in the Bank Account or Bank Account 2 fields.

    3. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. In the Payment Modes setting, enter your Bank on flip D of each Payment Mode using 'Paste Special'.
Payments
  1. Add a Bank Reference to each Payment row (flip H). This will be copied from the Reference in each Purchase Invoice being paid, and is the comment that will be visible to the Supplier. If a Payment row does not have a Bank Reference, the Supp. Inv. No. will be exported.

  2. Select "Per Supplier" as the Payment Format on the 'Bank' card if appropriate.

  3. Select "Express" or "Extra Urgent" as the Payment Method if appropriate.
Exporting
  1. For a Payment row to be exported, the Bank Currency must be Base Currency 1.

  2. Select "Express" or "Extra Urgent" as the Pay Method in the 'Specify Banking File' window if appropriate. This will cause "URGP" to be exported in the tag <Prtry> in <SvcLvl>. If selected, all Payments will be exported as "URGP". If not selected, only those Payments marked "Express" or "Extra Urgent" in step 7 above will be exported as "URGP".

  3. Select "Shared" as the Bank Fees option in the 'Specify Banking File' window if appropriate. This will cause "SLEV" to be exported in the tag <ChrgBr>. You can use the Payment Settings setting to choose which option in the specification window will be selected by default.

  4. Select Pay on Due Date if appropriate. If you select this option, the later of the Payment Date from the Payment and the current date will be exported in the tag <ReqdExctnDt>. Otherwise, the current date will be exported.

  5. If a Payment record contains more than one row with the same Supplier, you can select One Payment per Supplier if you want those rows to be grouped together in the export file. If selected, all Payments will be exported on a One Payment per Supplier basis. If not selected, only those Payments where the Payment Format is Per Supplier (step 6 above) will be exported on that basis.

  6. When a Payment is exported on a "Per Supplier" basis, the <Ustrd> tag will contain a long text string made up of references to each Purchase Invoice being paid. Usually, the Bank Reference from flip H of each Payment row will be exported in this tag in the format RFS//Bank Reference 1/Bank Reference 2. If there is no Bank Reference and you are using the Export Supplier Invoice Number option in the Bank Transfer setting, the Supp. Inv. No. of the Purchase Invoice being paid will be exported instead (e.g. RFS//Supp. Inv. No. 1/Bank Reference 2). If you are not using this option, the text "TRANSFER" will be exported (e.g. RFS//TRANSFER/Bank Reference 2).

  7. Deselect Batch Booking if the payment transactions will be processed separately on the bank side. This option causes "true" or "false" to be exported in the tag <BtchBookg>.

Foreign Country Payment selected - International Payments


Configuration
  1. In the Company Info setting, ensure the Reg. No. is correct.

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers.

    2. Specify a BIC (SWIFT) in each Bank record, and up to three lines of address.

  3. In the Contact records for each international Supplier:

    1. Enter the address using the first three Address fields.

    2. Enter the country where the Supplier is located in the Country field (two-character ISO 3166 format).

    3. Enter the Supplier's bank account number in the IBAN Code field or, if it is not in IBAN format, in the Bank Account or Bank Account 2 fields.

    4. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. Select the appropriate Pay Method option in the 'Specify Banking File' window. "M" will be exported if Normal is selected or "P" otherwise.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Germany - SEPA

This page contains some guidance about where to enter information in order for it to be included correctly
in Banking File export files when they are produced
using the Germany - SEPA Payment File Format.

Configuration

  1. In the Company Info setting:

    1. Ensure the Company Name and Reg No. are correct.

    2. Enter your company's address in the first two Address fields. Both fields must be filled in for the
      address and country to be exported.

    3. Enter your bank account number in IBAN format including two-character country prefix in the
      Bank 2 field. The bank account number will be used if the Bank A/C No in a Payment Mode is blank (step
      4 below), and the country prefix will be used as the country in which you are located.

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own
      Bank.

    2. For your own Bank, specify a BIC (SWIFT) and enter the Account (IBAN).

    3. If you will be sending Payments to a Supplier's Bank in Currencies other than the Euro, specify an
      Exchange Rate Contract Number in that Supplier's Bank record.

    4. If a Supplier's Bank is not in your country, specify a BIC (SWIFT) in their Bank record, and enter
      the word "Foreign" in the Sort Code field.

    5. For your Suppliers' Banks, enter the country in which they are located in the Country field (in
      two-character ISO 3166 format).

  3. In the Contact records for each Supplier:

    1. Enter the address using the first two Address fields. Both fields must be filled in for
      the address and country to be exported (the country will be taken from the prefix in the Supplier's IBAN).

    2. Enter the Supplier's bank account number in IBAN format including two-character country prefix
      in the IBAN Code field.

      If the bank account number is not in IBAN format, enter it in the Bank Account or Bank Account 2
      fields, and enter the Supplier's country in the Country field (in two-character ISO 3166 format).

    3. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. In the Payment Modes setting, enter your Bank
    on flip D of each Payment Mode using 'Paste Special' and ensure the Account (IBAN) is brought into the
    Bank A/C No field on flip A.
Payments
  1. Ensure the To Bank A/C on flip H of each row contains the relevant Supplier's IBAN. If
    this field is blank or contains a bank account number that is not in the IBAN format, the tag
    <IBAN> in <CdtrAcct> will not be exported and instead the bank account number will be
    exported in the tag <Id> instead .

  2. If you add a Bank Reference or a Payment Code to at least one Payment row (flip H), it will be
    exported in the tag <Ref> inside <CdtrRefInf>. The Bank Reference and Payment Code will be
    copied from the Reference or Payment Code respectively in each Purchase Invoice being paid.

  3. Select "Per Supplier" as the Payment Format on the
    'Bank' card if appropriate.
Exporting
  1. Select "Shared" as the Bank Fees option in the 'Specify Banking File' window if
    appropriate. This will cause "SLEV" to be exported in the tag <ChrgBr>. You can use the
    Payment Settings setting to choose which option
    in the specification window will be selected by default.

  2. If a Payment record contains more than one row with the same Supplier, you can select One
    Payment per Supplier     if you want those rows to be grouped together in the export file. If selected, all
    Payments will be exported on a One Payment per Supplier basis. If not selected, only those Payments
    where the Payment Format is "Per Supplier" (step 7 above) will be exported on that basis.

  3. When a Payment is exported on a "Per Supplier" basis, the <Ustrd> tag will contain a long
    text string made up of references to each Purchase Invoice being paid. Usually, the Supp. Inv. No. of each
    Purchase Invoice will be exported in this tag in the format Invoice:Supp. Inv. No, 1, Supp. Inv. No. 2. If If
    any Purchase Invoice does not have a Supp. Inv. No., the text "TRANSFER" will be exported (e.g.
    Invoice:TRANSFER, Supp. Inv. No. 2).
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Hungary - HVB

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Hungary - HVB Payment File Format.

Configuration

  1. In the Company Info setting, enter your company's bank account number in the Bank 1 field. This will be used if the Bank A/C No. in a Payment Mode is blank.

  2. In the Contact records for each Supplier, enter the Supplier's bank account number in the Bank Account field.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Exporting
  1. A Payment row will only be exported if the Bank Currency is Base Currency 1.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Italy - SEPA

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Italy - SEPA Payment File Format, for domestic payments.

Configuration

  1. In the Company Info setting:

    1. Ensure the Company Name and VAT Reg. No. are correct.

    2. Fill in the E-Invoice Account and Bank 1 fields. The Bank 1 field should contain the ABI code of your bank account.

    3. Enter your bank account number in IBAN format including two-character country prefix in the Bank 2 field. The bank account number will be used if you have not specified an Account (IBAN) in the record in the Banks setting representing the Bank from where you will issue payments (steps 2b and 4 below).

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. For your own Bank, enter the Account (IBAN).

  3. In the Contact records for each Supplier:

    1. Enter the Supplier's company registration number in the Reg. No. 1 field.

    2. Enter the Supplier's bank account number in the IBAN Code field.

    3. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. In the Payment Modes setting, enter your Bank on flip A of each Payment Mode using 'Paste Special'.
Payments
  1. If there is a Bank Reference in a Payment row (flip H), it will be exported in the tag <Ustrd> inside <RmtInf>. By default, the Bank Reference will have been copied from the Reference in each Purchase Invoice being paid but you can add one or edit the default. It is the comment that will be visible to the Supplier. If a Payment row does not have a Bank Reference, the Reference or, if that is blank, the Supp. Inv. No. of the Purchase Invoice being paid will be exported.

    If you export a Payment on a "Per Supplier" basis (points 6 and 8 below), a text string constructed from the Bank References in each Payment row paying a particular supplier will be exported in <Ustrd> inside <RmtInf>. In effect this text string will list the Bank References of the Purchase Invoices being paid, using the format <Ustrd>/Bank Reference 1/Bank Reference 2</Ustrd>. If a Payment row does not have a Bank Reference, the Reference or, if that is blank, the Supp. Inv. No. of the Purchase Invoice being paid will be exported instead (e.g. <Ustrd> /Supp. Inv. No. 1/Bank Reference 2</Ustrd>).

  2. Select "Per Supplier" as the Payment Format on the 'Bank' card if appropriate.
Exporting
  1. Select Pay on Due Date in the 'Specify Banking File' window if appropriate. If you select this option, the later of the Payment Date from the Payment and the current date will be exported in the tag <ReqdExctnDt>. Otherwise, the current date will be exported.

  2. If a Payment record contains more than one row with the same Supplier, you can select One Payment per Supplier in the 'Specify Banking File' window if you want those rows to be grouped together as a single payment in the export file. If you select this option, all Payments will be exported on a One Payment per Supplier basis. If you do not select it, only those Payments where the Payment Format is "Per Supplier" (step 6 above) will be exported on that basis.

  3. Do not select the Foreign Country Payment option in the 'Specify Banking File' window, because the resulting file will not contain any payments.

  4. If you select the Unexported Only option in the 'Specify Banking File' window, Payments in the range that have not been marked as Ordered and those that have been marked as Ordered will be exported. Payments that have been marked as OK will not be exported. After the export process, any unordered Payments in the range will be marked as Ordered automatically. If you need to export a Payment that has been marked as OK, select the All option in the 'Specify Banking File' window but be careful when specifying the range of Payments to be exported as any Payments in the range that have previously been exported will be exported again. Payments and individual Payment rows that have been invalidated will never be exported.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Latvia - FidaVista

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Latvia - FidaVista Payment File Format.

Configuration

  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter the VAT Reg. No. of your company.

    3. Enter the Country (two-character ISO 3166 format i.e. "LV").

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. Specify a BIC (SWIFT) in each Bank record.

    3. For your Suppliers' Banks, the address in the first Address field will be exported.

  3. In the Contact records for each Supplier:

    1. The address in the first Invoice Address field will be exported.

    2. Specify a Reg. No. 1 or VAT Reg. No.

    3. Enter the country where the Supplier is located in the Country field (two-character ISO 3166 format).

    4. Enter the Supplier's bank account number in the Bank Account field.

    5. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Reference or a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. Select the appropriate Pay Method option in the 'Specify Banking File' window. "N" will be exported in the tag <Priority> if Normal is selected, "U" if Express is selected or "X" if Extra Urgent is selected.

  2. Select the appropriate Bank Fees option in the 'Specify Banking File' window. "OUR" will be exported in the tag <Comm> if We Pay is selected, "BEN" if Suppliers Pay is selected or "SHA" if Shared is selected. You can use the Payment Settings setting to choose which option in the specification window will be selected by default.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Lithuania

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Lithuania - LITAS-ESIS 1.1 Payment File Format.

Foreign Country Payment not selected - Domestic Payments


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name and Reg. No. are correct.

    2. Enter your company's bank account number in the Bank 2 field. This will be used if the Bank A/C No. in a Payment Mode is blank.

  2. In the Contact records for each domestic Supplier:

    1. Enter the Supplier's address using the first two Invoice Address fields.

    2. Enter the Supplier's company registration number in the Reg. No. 1 field.

    3. Enter the Supplier's code for your company in the Their Customer Code field.

    4. Enter the Supplier's bank account number in the Bank Account field.

    5. If the Supplier has a Purch. Invoice To Supplier, follow steps (a)-(c) above for that Invoice To Supplier. All Supplier details in the export file except the bank account number will be taken from the Invoice To Supplier. The bank account number in the export file will be taken from the To Bank A/C field in each Payment row. This field takes its default from the Supplier, not the Invoice To Supplier, so be sure to specify the correct Bank Account in the Supplier record.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. Each Payment record should only contain payments (rows) to one Supplier. If a Payment record contains payments to more than one Supplier, it will not be exported.

  2. Select the appropriate Pay Method option in the 'Specify Banking File' window. "1" will be exported in the fourth column in the export file (Mokejimo rusis (Prioritetas)) if Normal is selected, "2" otherwise.

Foreign Country Payment selected - International Payments


Configuration
  1. In the Company Info setting, enter your company's bank account number in the Bank 2 field. This will be used if the Bank A/C No. in a Payment Mode is blank.

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers.

    2. Specify a BIC (SWIFT) in each Bank record, and two lines of address.

    3. Specify a Clearing Code (use the ISO format i.e. five-character country code followed by a bank identifier).

  3. In the Contact records for each international Supplier:

    1. Enter the Supplier's address using the first two Invoice Address fields.

    2. Specify the Supplier's Bank in the Account Operator field using 'Paste Special'.

    3. Enter the Supplier's bank account number in the Bank Account field.

    4. If the Supplier has a Purch. Invoice To Supplier, follow steps (a)-(b) above for that Invoice To Supplier. All Supplier details in the export file except the bank account number will be taken from the Invoice To Supplier. The bank account number in the export file will be taken from the To Bank A/C field in each Payment row. This field takes its default from the Supplier, not the Invoice To Supplier, so be sure to specify the correct Bank Account in the Supplier record.

  4. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. Each Payment record should only contain payments (rows) to one Supplier. If a Payment record contains payments to more than one Supplier, it will not be exported.

  2. Select the appropriate Pay Method option in the 'Specify Banking File' window. "1" will be exported in the fourth column in the export file (Mokejimo rusis (Prioritetas)) if Normal is selected, "2" if Express is selected or "3" if Extra Urgent is selected.

  3. Select the appropriate Bank Fees option in the 'Specify Banking File' window. "1" will be exported in column 31 in the export file (Uzsienio banko mokesciai) if We Pay is selected, "3" if Suppliers Pay is selected or "2" if Shared is selected. You can use the Payment Settings setting to choose which option in the specification window will be selected by default.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Namibia

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Namibia Payment File Format.

Configuration

  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your bank account number in the Bank 1 field (11 characters will be exported).

    3. Enter the Sort Code (branch code) of your bank in the Bank 2 field (six characters will be exported).

  2. In the Contact records for each Supplier, enter the Supplier's bank account number in the Bank Account field and the branch code of the branch where the account is held in the Sort Code field. This information will be exported from the Contact records for each Supplier, not from the Payment rows. So if you forget to enter a Supplier's bank details before entering a Payment, you can make the correction in the Supplier record before exporting. However, any changes that you make to a Supplier's bank details in a Payment row won't be exported.
Payments
  1. Each Payment record should only contain payments (rows) to one Supplier. If a Payment record contains payments to more than one Supplier, it will be exported incorrectly.
Exporting
  1. You must specify a Payment No. or range of Payment Nos. in the specification window.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - New Zealand

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the various New Zealand bank Payment File Formats.

Configuration

  1. In the Company Info setting, ensure the Company Name is correct (not needed for National Bank).

  2. In the Banks setting:

    1. Enter a record in this setting for your own Bank (only needed for ANZ and BNZ).

    2. For your own Bank, enter your Subscriber ID in the Sort Key field (only needed for ANZ (16 characters) and BNZ (seven characters)).

    3. Enter the appropriate Payment File Format in this Bank record ('Banking File' card): you must set a Payment File Format both in each Bank record and in the Bank Transfer setting.

  3. In the Contact records for each Supplier:

    1. Enter the Supplier's bank account number in the Bank Account field. This should consist of a Bank ID, Branch Code, Account Number and a Suffix.

    2. Enter the branch code of the branch where the account is held in the BSB field (not needed for Westpac).

    3. If the Supplier has a Factoring Supplier, follow steps (a) and (b) above for that Factoring Supplier. Payments will be sent to the Factoring Supplier.

  4. In the Payment Modes setting:

    1. Enter your bank account number in the Bank A/C No. field in each Payment Mode. This should consist of a Bank ID, Branch Code, Account Number and a Suffix (not needed for ANZ or National Bank).

    2. Enter the branch code of the branch where the account is held in the BSB field (not needed for Westpac).

    3. If your bank is ANZ or BNZ, enter it on flip D using 'Paste Special'. This will allow the Subscriber ID to be included in the export file.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Payments
  1. If you enter a Reference in a Payment header, it will be exported if the BSB in the Payment header is empty (in the 'Reference' position) or if the BSB in a Payment row is empty (in the 'Other Party Reference' position).

    In the case of ASB and Westpac, the Reference will always be exported.

  2. Select "Per Supplier" as the Payment Format on the 'Bank' card if appropriate.
Exporting
  1. If you specify a Currency in the Sent Currency field in the specification window, only Payment rows with that Currency as Bank Currency will be exported.

  2. If a Payment record contains more than one row with the same Supplier, you can select One Payment per Supplier if you want those rows to be grouped together in the export file. If selected, all Payments will be exported on a One Payment per Supplier basis. If not selected, only those Payments where the Payment Format is Per Supplier (step 7 above) will be exported on that basis.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Norway

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the various Norwegian bank Payment File Formats.

Foreign Country Payment not selected - Domestic Payments


Configuration
  1. In the Company Info setting:

    1. In the Bank Customer ID field, enter your company's VAT number with non-numeric characters removed. For example, if your company's VAT number is NO 987654321 MVA, enter 987654321.

    2. Enter your bank account number in the Bank 1 field.

  2. In the Bank Transfer setting:

    1. Specify a User on the 'Norway' card.

    2. Optionally, enter the division code for your bank branch in the Prod. No. field.

  3. In the Contact records for each domestic Supplier:

    1. Enter the address using the first three Address fields. The third field should contain the four-digit postal code (in "XXXX" or "N-XXXX" format) and the town, separated by a space.

    2. Enter the Supplier's bank account number in the Bank Account field.
Purchase Invoices
  1. Enter a KID Code for each Purchase Invoice in the Reference field. The code will be checked for validity.
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. If the total amount payable to a Supplier in a single Payment record is negative, that Supplier's Payment rows will not be exported.

  4. If you specify a Currency in the Sent Currency field in the specification window, only Payment rows with that Currency as Sent Currency will be exported.

  5. Specify the division code for your bank branch in the Prod. No. field in the 'Specify Banking File' window (if you entered one in the Bank Transfer setting in step 2b, it will be copied to the 'Specify Banking File' window as a default). This will be included in positions 60-70 in the first line of the export file.

Foreign Country Payment selected - International Payments


Configuration
  1. In the Company Info setting:

    1. In the Bank Customer ID field, enter your company's VAT number with non-numeric characters removed. For example, if your company's VAT number is NO 987654321 MVA, enter 987654321.

    2. Enter your bank account number in the Bank 1 field.

  2. In the Bank Transfer setting:

    1. Specify a User on the 'Norway' card.

    2. Optionally, enter the division code for your bank branch in the Prod. No. field.

  3. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers.

    2. Specify a BIC (SWIFT) in each Bank record, or a Name and three lines of Address.

    3. Enter a division code (bank branch code) in the Sort Key field in each Bank record.

    4. Enter the Supplier's bank account number in the Account (IBAN) field. This means you will need a unique Bank record for each Supplier.

  4. In the Contact records for each international Supplier:

    1. Enter the address using the first three Address fields.

    2. Enter the country where the Supplier is located in the Country field (two-character ISO 3166 format).

    3. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

    4. If you enter a Reference for a Supplier, it will be copied to each Purchase Invoice and exported from there.
Purchase Invoices
  1. Specify a Reference or a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. If the total amount payable to a Supplier in a single Payment record is negative, that Supplier's Payment rows will not be exported.

  4. You must specify a Currency in the Sent Currency field in the specification window. Only Payment rows with that Currency as Sent Currency will be exported.

  5. Specify the division code for your bank branch in the Prod. No. field in the 'Specify Banking File' window (if you entered one in the Bank Transfer setting in step 2b, it will be copied to the 'Specify Banking File' window as a default). This will be included in positions 60-70 in the first line of the export file.

  6. Select the appropriate Bank Fees option in the 'Specify Banking File' window. "OUR" will be exported if We Pay is selected or "BEN" otherwise. You can use the Payment Settings setting to choose which option in the specification window will be selected by default.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Poland

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the various Polish Payment File Formats.

Poland - BPH


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your company's address in the first three Address fields.

    3. Enter your bank account number in the Bank 1 field. This will be used if the Bank A/C No. in a Payment Mode is blank.

  2. In the Contact records for each Supplier:

    1. Enter the address using the first three Address fields.

    2. Enter the Supplier's bank account number in the Bank Account field.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.

    In most banking file exports, the payer bank account will be taken from the Payment Mode specified in the Payment header. Poland - BPH is unusual in that you can specify a Payment Mode in a Payment row and the payer bank account will be taken from there.

Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Payments
  1. Ticking the Foreign Payment box on the 'Bank' card will prevent a Payment from being exported.

  2. Select "Per Supplier" as the Payment Format if appropriate. If a Payment record contains more than one row with the same Supplier, this option will cause those rows to be grouped together in the export file. The One Payment per Supplier option in the 'Specify Banking File' window has no effect, so this instruction will be taken from Payment records only.

Poland - ING Bank


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your company's address in the first three Address fields.

    3. Enter your bank account number in the Bank 1 field. This will be used if the Bank A/C No. in a Payment Mode is blank.

  2. In the Contact records for each Supplier:

    1. Enter the Supplier's address using the first three Invoice Address fields.

    2. Enter the Supplier's bank account number in the Bank Account field.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. For a Payment row to be exported, the Bank Currency must be Base Currency 1 or blank.

Poland - Reiffaisen Bank


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your company's address in the first three Address fields.

    3. Enter your bank account number in the Bank 1 field.: this will be used if the Bank A/C No. field in a Payment Mode is empty.

  2. In the Contact records for each Supplier:

    1. Enter the address using the first three Address fields.

    2. Enter the Supplier's bank account number in the Bank Account field.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. A Payment row will only be exported if the Bank Currency is Base Currency 1 or blank.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - South Africa - First National Bank

This section contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the South Africa - First National Bank Payment File Format, for domestic payments.

Configuration

  1. In the Company Info setting, enter your bank account number in the Bank Customer ID field.

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers.

    2. Enter the Branch Code of the Bank in the Bank ID Code field. A Payment will not be exported if it contains a row whose Supplier does not have a Bank specified in its Account Operator field (step 3b below) or if the Bank ID Code field in the relevant Bank record is blank.

  3. In the Contact records for each Supplier:

    1. Enter the Supplier's bank account number in the Bank Account field. This will be copied to each Purchase Invoice. A Payment will not be exported if it contains a row in which the Purchase Invoice being paid does not have a Bank Account.

    2. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. Select the Require Supp. Inv. No. option in the Purchase Invoice Settings setting.
Payments
  1. Add a Reference to each Payment header. If a Payment does not have a Reference, the Payment No. will be exported instead (as the Own Reference).

  2. Add a Reference Number to each Payment row (flip I). If a Payment row does not have a Reference Number, the Supp. Inv. No. of the Purchase Invoice being paid will be exported instead (as the Recipient Reference). A Payment will not be exported if it contains a row in which there is no Reference Number or Supp. Inv. No.
Exporting
  1. The period that you specify in the 'Specify Banking File' window should be one day in length. If it is longer, only Payments from the first date in the period will be exported.

  2. If you select the Unexported Only option in the 'Specify Banking File' window, Payments in the range that have not been marked as Ordered and those that have been marked as Ordered will be exported. Payments that have been marked as OK will not be exported. After the export process, any unordered Payments in the range will be marked as Ordered automatically. If you need to export a Payment that has been marked as OK, select the All option in the 'Specify Banking File' window but be careful when specifying the range of Payments to be exported as any Payments in the range that have previously been exported will be exported again. Payments and individual Payment rows that have been invalidated will never be exported.

  3. The One Payment per Supplier option in the 'Specify Banking File' window is not used with the South Africa - First National Bank (selecting it will have no effect on the resulting file), while selecting the Foreign Country Payment option will result in an empty file.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Spain - SEPA

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the Spain - SEPA Payment File Format.

Foreign Country Payment not selected - Domestic Payments


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your company's address in the first two Address fields (street in the first field, post code and town in the second field) and the Country field. The Country must use the two-character ISO format (i.e. "ES"). All three fields must be filled in for the address to be exported.

    3. Optionally enter a Bank Customer ID. This will be used if the Bank ID Code in a Bank record is blank (point 2c below).

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. Specify a BIC (SWIFT) in each Bank record.

    3. For your own Bank, enter the Account (IBAN), Bank ID Code (i.e. business ID or customer number at the bank) and, if you will be sending Payments in Currencies other than the Euro, an Exchange Rate Contract Number.

    4. If a Bank is outside the EU, specify a Clearing Code (use the ISO format i.e. five-character country code followed by a bank identifier), up to four lines of address and a Country (two-character ISO 3166 format).

  3. In the Contact records for each domestic Supplier:

    1. Enter the address using the second and third Invoice Address fields (street in the second field, post code and town in the third field) and the Country field (Country must use the two-character ISO 3166 format). All three fields must be filled in for the address to be exported.

    2. Enter the Supplier's bank account number in the IBAN Code field or, if it is not in IBAN format, in the Bank Account or Bank Account 2 fields.

    3. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. In the Payment Modes setting, enter your Bank on flip D of each Payment Mode using 'Paste Special'.
Payments
  1. Add a Bank Reference to each Payment row (flip H). This will be copied from the Reference in each Purchase Invoice being paid, and is the comment that will be visible to the Supplier. If a Payment row does not have a Bank Reference, the Supp. Inv. No. will be exported.

  2. Select "Per Supplier" as the Payment Format on the 'Bank' card if appropriate.

  3. Select "Express" or "Extra Urgent" as the Payment Method if appropriate.
Exporting
  1. For a Payment row to be exported, the Bank Currency must be Base Currency 1.

  2. Select "Express" or "Extra Urgent" as the Pay Method in the 'Specify Banking File' window if appropriate. This will cause "URGP" to be exported in the tag <Prtry> in <SvcLvl>. If selected, all Payments will be exported as "URGP". If not selected, only those Payments marked "Express" or "Extra Urgent" in step 7 above will be exported as "URGP".

  3. Select "Shared" as the Bank Fees option in the 'Specify Banking File' window if appropriate. This will cause "SLEV" to be exported in the tag <ChrgBr>. You can use the Payment Settings setting to choose which option in the specification window will be selected by default.

  4. Select Pay on Due Date if appropriate. If you select this option, the later of the Payment Date from the Payment and the current date will be exported in the tag <ReqdExctnDt>. Otherwise, the current date will be exported.

  5. If a Payment record contains more than one row with the same Supplier, you can select One Payment per Supplier if you want those rows to be grouped together in the export file. If selected, all Payments will be exported on a One Payment per Supplier basis. If not selected, only those Payments where the Payment Format is Per Supplier (step 6 above) will be exported on that basis.

  6. When a Payment is exported on a "Per Supplier" basis, the <Ustrd> tag will contain a long text string made up of references to each Purchase Invoice being paid. Usually, the Bank Reference from flip H of each Payment row will be exported in this tag in the format RFS//Bank Reference 1/Bank Reference 2. If there is no Bank Reference and you are using the Export Supplier Invoice Number option in the Bank Transfer setting, the Supp. Inv. No. of the Purchase Invoice being paid will be exported instead (e.g. RFS//Supp. Inv. No. 1/Bank Reference 2). If you are not using this option, the text "TRANSFER" will be exported (e.g. RFS//TRANSFER/Bank Reference 2).

  7. Deselect Batch Booking if the payment transactions will be processed separately on the bank side. This option causes "true" or "false" to be exported in the tag <BtchBookg>.

Foreign Country Payment selected - International Payments


Configuration
  1. In the Company Info setting, ensure the Reg. No. is correct.

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers.

    2. Specify a BIC (SWIFT) in each Bank record, and up to three lines of address.

  3. In the Contact records for each international Supplier:

    1. Enter the address using the first three Address fields.

    2. Enter the country where the Supplier is located in the Country field (two-character ISO 3166 format).

    3. Enter the Supplier's bank account number in the IBAN Code field or, if it is not in IBAN format, in the Bank Account or Bank Account 2 fields.

    4. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

  4. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Exporting
  1. Select the appropriate Pay Method option in the 'Specify Banking File' window. "M" will be exported if Normal is selected or "P" otherwise.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Sweden

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the various Swedish bank Payment File Formats

Sweden - Handelsbanken, Sweden - Nordea, Sweden - SE-Banken and Sweden - Swedbank
Foreign Country Payment not selected - Domestic Payments


Configuration
  1. In the Contact records for each domestic Supplier:

    1. Enter the Supplier's bank account number in the Bank Account or Bank Account 2 field. If the Supplier's bank account is held at the bank selected as the Payment File Format, enter the Supplier's bank account number in the Bank Account 2 field. Otherwise, enter it in the Bank Account field. For example, if the Payment File Format is Sweden - Nordea and the Supplier's bank account is held at the Nordea bank, use the Bank Account 2 field. If it is held at a different bank, use the Bank Account field. If the Payment File Format is Sweden - Swedbank and the Supplier's bank account is held at Swedbank, use the Bank Account 2 field. and so on.

    2. If you enter a Reference for a Supplier, it will be copied to each Purchase Invoice and exported from there.

  2. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Reference or a Supp. Inv. No. in each Purchase Invoice.
Payments
  1. Information will be exported in different formats depending on whether the Supplier's bank account is held at the bank selected as the Payment File Format. This is determined by checking whether the To Bank A/C in a Payment row is the same as the Bank Account (account at a different bank) or the Bank Account 2 (account at the same bank) in the Contact record for the Supplier. If the To Bank A/C in a row does not match either of the Bank Accounts in the Contact record, the row will not be exported correctly. Therefore, you should not change the To Bank A/C in any Payment row.
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. Select Pay on Due Date in the 'Specify Banking File' window if appropriate. Selecting this option will cause the later of the Payment Date and the Due Date of the Purchase Invoice being paid to be exported for each Payment. Otherwise, the Payment Date of each Payment will be exported.

Sweden - Handelsbanken
Foreign Country Payment selected - International Payments


Configuration
  1. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. Specify a BIC (SWIFT) in each Bank record.

    3. For your own Bank, enter the Account (IBAN) of your bank account.

    4. For your Suppliers' Banks, specify a Clearing Code (use the ISO format i.e. five-character country code followed by a bank identifier).

  2. In the Payment Codes setting, enter Payment Codes as listed at http://www.skatteverket.se.

  3. In the Bank Transfer setting, enter an N/L Method and a Contract. The N/L Method will be exported in RT6 position 80 and, if the N/L Method is "T", the Contract will be exported in RT6 positions 45-54.

  4. In the Contact records for each international Supplier:

    1. Enter the address using the first, second and third Address fields.

    2. Enter the Supplier's bank account number in the IBAN Code field or, if it is not in IBAN format, in the Bank Account field. The IBAN format is recommended for cross-border payments within Europe, and mandatory for payments in EUR within the EU, EES and Switzerland.

    3. In the Sort Code field, enter the two-character ISO 3166 Country Code of the country where the Supplier's bank is located. Using the Sort Code field for this purpose allows a Supplier and its bank to be located in different countries.

    4. If you enter the Supplier's Bank in the Account Operator field using 'Paste Special'. the Clearing Code and BIC (SWIFT) will be exported from that Bank record to RT4 positions 44-67 and 68-78 respectively. In this case, the Supplier's bank account number in (b) above should be in IBAN format because "BP" will be exported in positions 79-80.

      Otherwise, you should enter the Clearing Code in the Bank Account 2 field and the BIC (SWIFT) in the Account Operator field, to be exported in RT4 positions 44-67 and 68-78 respectively.

    5. If you enter a Payment Code for a Supplier, it will be copied to each Purchase Invoice and from there to each Payment row.

    6. If you enter a Reference for a Supplier, it will be copied to each Purchase Invoice and from there to the Bank Reference field in each Payment row (flip H).

  5. In the Payment Modes setting:

    1. Enter your bank account number in the Bank A/C No. field in each Payment Mode (Bankgiro number).

    2. Enter "SE" in the Sort Code field.

    3. Enter your Bank on flip D using 'Paste Special'.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Payments
  1. Ensure each Payment row has a Payment Code and a Bank Reference (both flip H).
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. Select the appropriate Bank Fees option in the 'Specify Banking File' window. "9" will be exported in RT3 position 78 if We Pay is selected, "1" if Suppliers Pay is selected or "0" otherwise. You can use the Payment Settings setting to choose which option in the specification window will be selected by default. "0" is the most common option.

  4. Select the appropriate Pay Method option in the 'Specify Banking File' window. "T" will be exported in RT3 position 79 if Express or Extra Urgent is selected, "C" if Normal is selected and the Type of the Payment Mode is "Received Cheques" or "Own Cheques", or "B" otherwise.

Sweden - Nordea and Sweden - SE-Banken
Foreign Country Payment selected - International Payments


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your company's address in the first three Address fields.

  2. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. Specify a BIC (SWIFT) in each Bank record.

    3. For your own Bank, enter the Account (IBAN) of your bank account.

    4. For your Suppliers' Banks, specify a Clearing Code (use the ISO format i.e. five-character country code followed by a bank identifier), and the Supplier's Account Number in IBAN format in the Account (IBAN) field. This means you will need a unique Bank record for each Supplier.

  3. In the Contact records for each international Supplier:

    1. Enter the address using the first, second and third Address fields.

    2. Enter the country where the Supplier is located in the Country field (two-character ISO 3166 format).

    3. The Nordea and SE-Banken exports do not use the Payment Code field or the Payment Codes setting. Instead you should enter a three-character payment code for each Supplier in the Sort Code field, referring to the list at http://www.skatteverket.se. It will be copied to each Purchase Invoice and from there to each Payment row (exported in RT7 positions 9-11).

    4. If you enter the Supplier's Bank in the Account Operator field using 'Paste Special'. the BIC (SWIFT), Account (IBAN) and Clearing Code will be exported from that Bank record to RT4 positions 9-20, 21-50 and 51-80 respectively.

      Otherwise, you should enter the BIC (SWIFT) in the Account Operator field, the Supplier's bank account number in the Bank Account field and the Clearing Code in the Bank Account 2 field, to be exported in RT4 positions RT4 positions 9-20, 21-50 and 51-80 respectively.

  4. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Payments
  1. Ensure each Payment row has a Sort Code (i.e. payment code).
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. Select Bank 1 or Bank 2 as appropriate in the 'Specify Banking File' window. "0" will be exported in RT3 position 74 if Bank 1 is selected or "1" if Bank 2 is selected (Sweden - SE-Banken only, Sweden - Nordea will create an empty file if Bank 2 is selected).

  4. Select the appropriate Bank Fees option in the 'Specify Banking File' window. "2" will be exported in RT3 position 78 if We Pay is selected or "0" otherwise. You can use the Payment Settings setting to choose which option in the specification window will be selected by default.

  5. Select the appropriate Pay Method option in the 'Specify Banking File' window. "1" will be exported in RT3 position 80 if Express is selected or "0" otherwise.

Sweden - Swedbank
Foreign Country Payment selected - International Payments


Configuration
  1. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. Specify a BIC (SWIFT) in each Bank record.

    3. For your own Bank, enter the Account (IBAN) of your bank account.

    4. For your Suppliers' Banks, specify a Clearing Code (use the ISO format i.e. five-character country code followed by a bank identifier), and the Supplier's Account Number in IBAN format in the Account (IBAN) field. This means you will need a unique Bank record for each Supplier.

  2. In the Contact records for each international Supplier:

    1. Enter the address using the first, second and third Address fields.

    2. Enter the country where the Supplier is located in the Country field (two-character ISO 3166 format).

    3. The Swedbank export does not use the Payment Code field or the Payment Codes setting. Instead you should enter a three-character payment code for each Supplier in the Sort Code field, referring to the list at http://www.skatteverket.se. It will be copied to each Purchase Invoice and from there to each Payment row (exported in RT7 positions 9-11).

    4. If you enter the Supplier's Bank in the Account Operator field using 'Paste Special'. the BIC (SWIFT), Account (IBAN) and Clearing Code will be exported from that Bank record to RT4 positions 9-20, 21-50 and 51-80 respectively.

      Otherwise, you should enter the BIC (SWIFT) in the Account Operator field, the Supplier's bank account number in the Bank Account field and the Clearing Code in the Bank Account 2 field, to be exported in RT4 positions RT4 positions 9-20, 21-50 and 51-80 respectively. In this case, no payment code will be exported unless you enter them in the Bank Code fields in Purchase Invoices yourself.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Supp. Inv. No. and a Bank Code (i.e. payment code) in each Purchase Invoice.
Exporting
  1. For a Payment row to be exported, the To Bank A/C must not be blank.

  2. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  3. Select the appropriate Bank Fees option in the 'Specify Banking File' window. "2" will be exported in RT3 position 78 if We Pay is selected or "0" otherwise. You can use the Payment Settings setting to choose which option in the specification window will be selected by default.

  4. Select the appropriate Pay Method option in the 'Specify Banking File' window. "1" will be exported in RT3 position 80 if Express is selected or "0" otherwise.

Sweden - PlusGirot (Domestic Payments only)


Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name and Telephone Number are correct.

    2. Enter your Customer Number at PlusGirot in the Bank Customer ID field.

    3. Enter your bank account number in the Bank 2 field.: this will be used if the Bank A/C No. field in a Payment Mode is empty.

  2. In the Contact records for each Supplier:

    1. Enter the Supplier's bank account number in the Bank Account or Bank Account 2 field. If the Supplier's bank account is a PlusGirot account, enter the Supplier's bank account number in the Bank Account 2 field. Otherwise, enter it in the Bank Account field.

    2. If you enter a Reference for a Supplier, it will be copied to each Purchase Invoice and exported from there.

  3. In the Payment Modes setting, enter your bank account number in the Bank A/C No. field in each Payment Mode.
Purchase Invoices
  1. Specify a Reference or a Supp. Inv. No. in each Purchase Invoice.
Payments
  1. Information will be exported in different formats depending on whether the Supplier's bank account is a PlusGirot account. This is determined by checking whether the To Bank A/C in a Payment row is the same as the Bank Account (account is not a PlusGirot account) or the Bank Account 2 (account is a PlusGirot account) in the Contact record for the Supplier. If the To Bank A/C in a row does not match either of the Bank Accounts in the Contact record, the row will not be exported correctly. Therefore, you should not change the To Bank A/C in any Payment row.
Exporting
  1. A Payment record will only be exported if the Currency in the footer is SEK, EUR or blank.

  2. A Payment row will only be exported if the I. Cur. on flip B is SEK, EUR or blank.

  3. The Invoice No. in a Payment row must refer to a valid Purchase Invoice (i.e. Prepayments and On Account Payments will not exported).

  4. Select Pay on Due Date in the 'Specify Banking File' window if appropriate. Selecting this option will cause the Due Date of the Purchase Invoice being paid to be exported for each Payment. Otherwise, the Payment Date of each Payment will be exported. In both cases, if the date is in the past, the current date will be exported.

  5. Specify a single-digit Prod. No. in the specification window, to be exported as character 13 in the first line of the export file. If you leave the field blank, "1" will be exported. You can set a default value for this field in the Bank Transfer setting.
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Export functions in the Purchase Ledger and Integration modules:

Go back to:

Banking File - Sweden - ISO20022 SEB, Nordea and ISO20022 Handelsbanken

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the ISO20022 SEB, Nordea and ISO20022 Handelsbanken Swedish bank Payment File Formats . Please refer here for details about the Handelsbanken, Nordea, PostGirot, SE-Banken and Swedbank Payment File Formats.

Configuration

  1. In the Company Info setting:

    1. Ensure the Company Name and Country are correct. The Country should use the two-character ISO 3166 format.

    2. After entering a record for your bank in the Banks setting (point 3 below), enter its Code in the Bank Code field. This Bank will be used to supply the Bank ID Code if there is no Bank in a Payment Mode (this will usually be the case if you have a single bank account).

    3. Enter your bank account number in IBAN format including two-character country prefix in the Bank 2 field. The bank account number will be used if the Bank A/C No in a Payment Mode (point 5 below) and the Account (IBAN) in the Bank record for your Bank (point 3c below) are both blank, and the country prefix will be used as the country in which you are located (the export function will sometimes use the country prefix and sometimes the Country field itself for this purpose).

  2. In the Payment Codes setting, enter Payment Codes as listed at https://www.skatteverket.se.

  3. In the Banks setting:

    1. Enter a separate record for each Bank used by your Suppliers, and one for your own Bank.

    2. Specify a BIC (SWIFT) in each Bank record (optional in the case of the Banks used by your Suppliers, see point 4d below).

    3. For your own Bank, enter the Account (IBAN) and Bank ID Code (your Contract/Customer/Organisation ID at the bank). This will be exported in the <Id> tag (inside <InitgPty>) and is required by SEB (optional for other banks).

    4. If you will be sending Payments to a Supplier's Bank in Currencies other than the Euro (i.e. if you will use Currencies other than the Euro as the Bank Currency in Payment rows to the Supplier), you may need to specify an Exchange Rate Contract Number in that Supplier's Bank record. This will be exported in the <CtrctId> tag inside <XchgRateInf>.

    5. For your Suppliers' Banks, enter the country in which they are located in the Country field (in two-character ISO 3166 format).

    6. If you will pay a Supplier using the "Foreign" Payment Channel (point 4e below), specify a Clearing Code in that Supplier's Bank. Use the ISO format i.e. five-character country code followed by a bank identifier/clearing number.

  4. In the Contact records for each Supplier:

    1. Enter the Country in which the Supplier is located. This will be exported in the <PstlAdr> tag inside <Cdtr>. If you do not specify a Country, "SE" will be exported in this tag. When you specify the Country, the Payment Channel (point 4e below) will change depending on the VAT Zone in the connected record in the Countries setting.

    2. Enter the Supplier's bank account number in IBAN format including two-character country prefix in the IBAN Code field.

      If the bank account number is not in IBAN format, enter it in the Bank Account or Bank Account 2 fields. For example, if the Payment Channel (step 4e below) of a Supplier is "Bankgiro", enter their Bankgiro number in the Bank Account field. If the Payment Channel of a Supplier is "Bankgiro" or "Postgiro", the Bank Account will be copied to Purchase Invoices and onwards to Payment rows. For other Payment Channels, the IBAN Code will be copied.

    3. Enter the Supplier's Bank in the Account Operator field using 'Paste Special'.

    4. Optionally, enter the BIC (SWIFT) of the Supplier's bank account in the BIC (SWIFT) field. If you do not specify a BIC (SWIFT) in the Contact record for a Supplier, it will be taken from the relevant record in the Banks setting (points 4c and 3b above). For all Payment Channels (point 4e below) a BIC (SWIFT) here or in the Bank record is required if the bank account number is in IBAN format.

    5. Choose a Payment Channel on the 'Accounts' card in the Contact records for each Supplier. The available options are "Bankgiro", "Plusgiro", "Other Domestic", "SEPA Foreign" (i.e. foreign, within the Euro zone) and "Foreign". When you specify a Country (point 4a above), the Payment Channel will be set to "SEPA Foreign" (if the VAT Zone in the connected record in the Countries setting is "Inside EU" or "Inside EU (Post VAT)", to "Foreign" (if the VAT Zone in the connected Country is "Outside EU" or "Outside EU (Post VAT)" or to "Bankgiro" (otherwise or if you do not specify a Country). The Payment Channel will be copied to each Purchase Invoice and from there to each Payment row (flip K).

    6. If the Payment Channel in point 4e above is "Other Domestic", enter the Sort Code of the Supplier's Bank on the 'Accounts' card of their Contact record. This will be copied to each Purchase Invoice and from there to each Payment row (flip H).

    7. If the Payment Channel is "SEPA Foreign" or "Foreign", enter a Payment Code for the Supplier if necessary (i.e. if there will be high-value transactions). This will be copied to each Purchase Invoice and from there to each Payment row (flip H).

  5. In the Payment Modes setting, enter your Bank on flip A of each Payment Mode using 'Paste Special' and ensure the Account (IBAN) is brought into the Bank A/C No field. This step is optional if you have a single bank account.
Payments
  1. Ensure the To Bank A/C on flip H of each row contains the relevant Supplier's bank account number. Usually this will have been copied from the Purchase Invoice being paid. If this field is empty, the Supplier's bank account number will be taken from the IBAN Code, Bank Account or Bank Account 2 fields in the Contact record for the Supplier If the bank account number is not in the IBAN format, the tag <IBAN> in <CdtrAcct> will not be exported and instead the bank account number will be exported in the tag <Othr>.

  2. If there is a Bank Reference in a Payment row (flip H), it will be exported in <RmtInf>. By default, the Bank Reference will have been copied from the Reference in each Purchase Invoice being paid but you can add one or edit the default. If there is no Bank Reference, the Supp. Inv. No. of the Purchase Invoice being paid will be exported. If the Purchase Invoice does not have a Supp. Inv. No. or a payment row is a Prepayment or On Account Payment, the first 50 characters from Text in the Payment row will be exported.

    If you export a Payment on a "Per Supplier" basis (points 8 and 13 below), the <Ustrd> tag will be exported inside . This will contain a text string constructed from the Bank References from each Payment row or, if a Payment row does not have a Bank Reference, from the Supp. Inv. No. of the Purchase Invoice being paid, in the format <Ustrd>Bank Reference 1,Supp. Inv. No. 2,Bank reference 3</Ustrd>. If any Payment row does not have a Bank Reference and the Purchase Invoice does not have a Supp. Inv. No. or if a Payment row is a Prepayment or On Account Payment, the first 50 characters from the Text in the Payment row will be exported (e.g. <Ustrd>Bank Reference 1,Payment Row Text 2,Supp. Inv. No. 3</Ustrd>).

  3. Select "Per Supplier" as the Payment Format on the 'Bank' card if appropriate.

  4. Specify a Payment Channel, Urgency and Bank Fee on flip K of each row in a Payment, using 'Paste Special' in each case. By default, the Payment Channel will be copied from the Purchase Invoice being paid, and in turn the Payment Channel in the Purchase Invoice will be copied from the Contact record for the Supplier (point 4e above).

    If you need to keep SEPA payments separate (i.e. you do not want a Payment to include a row in which the Payment Channel is "SEPA Foreign" together with a row with any other Payment Channel), select the Do not allow mix of SEPA and non SEPA Payment rows option in the Payment Settings setting.

    If the Payment Channel is "Bankgiro" or "Plusgiro", you will not be able to save a Payment if the Urgency in any row is "Same day". If the Payment Channel is "SEPA Foreign" the Urgency in every row must be "Normal".

    The Urgency will be exported in the <SvcLvl> tag as follows:

    • If the Payment Channel is "Bankgiro" or "Plusgiro", the Urgency will not be used and "MPNS" (if the Payment File Format is ISO20022 SEB, Nordea) or "NURG" (if the Payment File Format is ISO20022 Handelsbanken) will be exported in the tag <Prtry>.

    • If the Payment Channel is "SEPA Foreign", the Urgency will not be used and "SEPA" will be exported in the tag <Cd>.

    • If the Urgency is "Normal" or "Same day", the Payment Channel is "Other Domestic" and the Supplier's bank account number is in IBAN format or has a BIC (SWIFT), "MPNS" will be exported in the tag <Prtry> (if the Payment File Format is ISO20022 SEB, Nordea) or "NURG" will be exported in the tag <Cd> (if the Payment File Format is ISO20022 Handelsbanken).

    • If the Urgency is "Normal" or "Same day", the Payment Channel is "Other Domestic", and the Supplier's bank account number is not in IBAN format and does not have a BIC (SWIFT), NURG" will be exported in the tag <Cd>.

    • If the Urgency is "Normal" or "Same day" and Payment Channel is "Foreign", "NURG" will be exported in the tag <Cd>.

    • If the Urgency is "Express", "URGP" will be exported in the tag <Cd>.

    If the Urgency is "Same day" and the Payment Channel is not "SEPA Foreign", the <SvcLvl> tag will be followed by "SDCL" inside <LclInstrm>. If the Urgency is "Normal" or "Same day", "SUPP" will then be exported inside <CtgyPurp>.

    If the Payment Channel is not "SEPA Foreign", Bank Fees of "Shared", "Supplier pays" and "We pay" will cause "SHAR", "CRED" and "DEBT" respectively to be exported in the tag <ChrgBr>.

    If the Payment Channel is "SEPA Foreign" or "Foreign", any Payment Code specified on flip H together with its Description from the Payment Codes setting will be exported in the tag <Dtls> inside <RgltryRptg>.

Exporting
  1. If you specify a Currency in the specification window, only Payment rows with that Currency as Bank Currency will be exported.

  2. Select Pay on Due Date if appropriate. If you select this option, the later of the Payment Date from the Payment and the current date will be exported in the tag <ReqdExctnDt>. Otherwise, the current date will be exported. You can use the Payment Settings setting to choose whether the Pay on Due Date option in the specification window will be selected by default.

  3. If a Payment record contains more than one row with the same Supplier, you can select One Payment per Supplier or Batch Booking in the 'Specify Banking File' window if you want those rows to be grouped together as a single payment in the export file. If you select either of these options, all Payments will be exported on a One Payment per Supplier basis. If you do not select either of them, only those Payments where the Payment Format is "Per Supplier" (point 7 above) will be exported on that basis.

  4. If you select the Unexported Only option in the 'Specify Banking File' window, Payments in the range that have not been marked as Ordered and those that have been marked as Ordered will be exported. Payments that have been marked as OK will not be exported. After the export process, any unordered Payments in the range will be marked as Ordered automatically. If you need to export a Payment that has been marked as OK, select the All option in the 'Specify Banking File' window but be careful when specifying the range of Payments to be exported as any Payments in the range that have previously been exported will be exported again. Payments and individual Payment rows that have been invalidated will never be exported.
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Export functions in the Purchase Ledger and Integration modules:

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Banking File - UK - BACS

This page contains some guidance about where to enter information in order for it to be included correctly in Banking File export files when they are produced using the UK - BACS Payment File Format.

Configuration

  1. In the Contact records for each Supplier:

    1. Enter the Supplier's bank account number in the Bank Account field and the Sort Code of the Supplier's bank in the Sort Code field (without hyphens or spaces). This information will be exported from the Contact records for each Supplier, not from the Payment rows. So if you forget to enter a Supplier's bank details before entering a Payment, you can make the correction in the Supplier record before exporting. However, any changes that you make to a Supplier's bank details in a Payment row won't be exported.

    2. If the Supplier has a Factoring Supplier, follow step (a) above for that Factoring Supplier. Payments will be sent to the Factoring Supplier.

  2. In the Payment Modes setting:
    1. Enter your bank account number in the Bank A/C No. field in each Payment Mode.

    2. Enter the Sort Code of your bank in the Sort Code field (without hyphens or spaces).
Purchase Invoices
  1. Specify a Supp. Inv. No. in each Purchase Invoice.
Payments
  1. Select "Per Supplier" as the Payment Format on the 'Bank' card if appropriate.
Exporting
  1. If a Payment record contains more than one row with the same Supplier, you can select One Payment per Supplier if you want those rows to be grouped together in the export file. If selected, all Payments will be exported on a One Payment per Supplier basis. If not selected, only those Payments where the Payment Format is Per Supplier (step 4 above) will be exported on that basis.
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Export functions in the Purchase Ledger and Integration modules:

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Intrastat Purchase Invoices

This obsolete function was removed from Enterprise by HansaWorld in version 7.2, replaced by the 'Intrastat Purchase Invoices (UK)' function.

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Please click the links below for details about each export function:

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Intrastat Purchase Invoices (UK)

Use this function to export Intrastat information in the format required by HM Revenue and Customs (HMRC) in the UK (CSV02).

If you will be using this function, you should carry out the following configuration work to ensure the correct information is included in the export files:

  1. In the Company Info setting, make sure you have recorded your Company Name, VAT Number and Commercial Registration Number. You can include non-numeric characters such as spaces and a “GB” prefix in the VAT Number, as these will be removed automatically by the export process. The Commercial Registration Number should be a three-digit branch identifier, only required if you will be submitting Intrastat returns from different branches using the same VAT Number.

  2. In the Contact records for each Supplier:

    1. Enter the country where the Supplier is located in the Country field. In the case of domestic Suppliers (i.e. Suppliers in the UK), enter "GB" (do not leave the field empty) to ensure their transactions will not be exported. HMRC requires you to use two-character ISO 3166 Country Codes: you can find a list in their Notice 60 document, available from https://www.uktradeinfo.com/Intrastat/IntrastatServices/Pages/Notice60.aspx.

    2. Enter Purchase Del. Terms for each Supplier. You can find a list of Delivery Terms acceptable to HMRC in their Notice 60 document.

    3. Ensure each Supplier is in the correct Zone.

  3. In the Item register:

    1. HMRC requires you to classify goods using commodity codes listed in the Intrastat Classification Nomenclature (ICN), available at https://www.uktradeinfo.com/TradeTools/ICN/Pages/ICNhome.aspx, with further help available in HMRC’s Notice 600, “Classifying your Imports and Exports”. In each Item record, enter the ICN commodity code in the Commodity Code field on the 'Recipe' card: Items without Commodity Codes will not be exported. Items without Commodity Codes will not be exported.

    2. Ensure each Item has a Weight (in kg).

  4. In each Purchase Invoice, ensure the Item and Quantity fields on flip B of each row are filled out correctly. If you will be creating Purchase Invoices from Purchase Orders or Goods Receipts (using the 'Create Purchase Invoice' Operations menu function in both cases), make sure you have chosen the Consolidate by Items and Project or Transfer Each Row Separately options in the Purchase Invoice Settings setting. These will ensure the appropriate information is transferred to Purchase Invoices automatically.

Period
Paste Special    Reporting Periods setting, System module
Specify the export period.

If you choose to export Based On Purchase Invoices, all Purchase Invoices with Invoice Dates that fall within the period specified here that are from the Inside EU and Inside EU (Post VAT) Zones will be included in the export file.

If you choose to export Based On Goods Receipts, all Goods Receipts with Transaction Dates that fall within the period specified here that are from the Inside EU and Inside EU (Post VAT) Zones will be included in the export file.

The period must consist of a calendar month, or a number of calendar months, otherwise no Purchase Invoices or Goods Receipts will be exported.

Invoice/GR No.
Range Reporting    Numeric
If necessary, enter here the Number of a Purchase Invoice or Goods Receipt (depending on the Based On option that you choose) that you wish to include in the export file. You can also enter a range of Numbers separated by a colon (:).

Supplier
Paste Special    Suppliers in Contact register
Range Reporting    Alpha
Specify a Supplier to include Purchase Invoices or Goods Receipts received from that Supplier in the export file. If you choose to export Based On Purchase Invoices, you can also enter a range of Suppliers separated by a colon (:).

Based On
Use these options to specify whether the information in the export file will be taken from Purchase Invoices or from Goods Receipts.
Purchase Invoices
For a Purchase Invoice to be exported, it must meet the following conditions:
  • The Country in the Contact record for the Supplier must not be "GB".

  • The Purchase Invoice must be from the Inside EU or Inside EU (Post VAT) Zones.
Goods Receipts
For a Goods Receipt to be exported, it must meet the following conditions:
  • The Country in the Contact record for the Supplier must not be "GB".

  • If the Goods Receipt was created from a Purchase Order (i.e. if the Purch. Order No. field on the 'Terms' card of the Goods Receipt is not blank), the Purchase Order must be from the Inside EU or Inside EU (Post VAT) Zones.

  • If the Goods Receipt was not created from a Purchase Order, the Supplier must be from the Inside EU or Inside EU (Post VAT) Zones.
Click the [Run] button in the Button Bar to proceed. Enterprise by HansaWorld will open a dialogue box where you can name the export file and specify where it is to be saved. Enter a name for the file. Click [Save] or press the Enter key. The export file will be created and saved. When the export finishes, you can close the 'Export' window using the close box.

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Please click the links below for details about each export function:

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Open Purchase Invoices

This Export function in the Integration module will export all open Purchase Invoices in the system (i.e. Purchase Invoices that have been marked as OK that are partially or wholly unpaid). You can use the resulting file to help with a change of financial systems or when creating a new database at the start of a financial year.

Use the Backup Comment to place a short description in the export file (up to 40 characters are permitted). This comment will be shown in the list of importable files that will appear when you use the 'Automatic' Import function in the System module (and also when you create a new database using the [Import Textbackup] button in the 'Welcome to Enterprise by HansaWorld' window).

When you import the file into a new database, the Purchase Invoices will be marked as OK, but no Nominal Ledger Transactions will be created (you should enter opening balances to the Nominal Ledger separately).

If you selected the Create Payments for Partly paid Invoices option before creating the export file, Payments will be created in the new database for the paid amounts on part-paid Purchase Invoices. Again these Payments will be marked as OK, but there will be no corresponding Nominal Ledger Transactions. If you select this option, you should also specify the Payment Mode that will be used in these Payments (using 'Paste Special' if necessary), Payment Date and the first Payment Number. Payment Numbers will be generated by the export function, not when the file is imported, so be sure to choose a First Payment Number that does not conflict with any Payments already in the new database. If you do not specify a First Payment Number, Payments in the new database will be numbered from 1. If you do not choose a Payment Mode, the first Payment Mode in the setting in the exporting database will be used.

If you also need Prepayments and On Account Payments to be transferred to the new database, select the Include On Account Payment option. You should only use this option if you also select the Create Payments for Partly paid Invoices option as it will have no effect otherwise. Prepayments and On Account Payments will be imported to the new database as On Account Payments.

You must specify a Payment Date, even if you choose not to use the Create Payments for Partly paid Invoices option.

If any of the amounts are in Currency, be sure to import all Currency and Exchange Rate records to the new database before importing the Invoices.

If you are exporting with the intention of importing into another Standard ERP database or Company using the 'Automatic' and 'Manual file search' Import routines, do not name the file with two leading minus signs/hyphens (e.g. --Data.txt). Information will not be imported from files named in this way.

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Please click the links below for details about each export function:

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P/L Liquidity List

Use this function to export open Purchase Invoices (i.e. Purchase Invoices that have been marked as OK that are partially or wholly unpaid) to a file that can then be used by a spreadsheet or page make-up program. The file contains the Due Date, Invoice Date, Purchase Order Number, Invoice Number, Supplier Name and the unpaid amount of each open Purchase Invoice.

When you select the function, the 'Specify P/L Liquidity List' window will open. Leave the single field blank if you need to export all open Purchase Invoices, or enter a Purchase Invoice Number or range of Numbers. Then, click the [Run] button to start the export process.

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Please click the links below for details about each export function:

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