Creating a payment order
A payment order is one of the non-cash methods used to settle the company's payables.
Below is an example of how to prepare a payment order in PANTHEON.
To import a payment order into the bank, it is necessary to create the orders in the valid ISO SEPA XML format (Slovenian), which must be supported by all banks, because this is the standard prescribed by the Economic and Monetary Union (EMU) policies of the European Union.
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WARNING
For instructions on how to use the ISO SEPA XML and ZBSXML payment standards, see the chapter SEPA in PANTHEON.
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CASE SUMMARY
Anne Accountant, Tecta's person responsible, wants to create a payment order for the receiving document 22-1000-000001 related to the purchase of a fixed asset Working machine 1.
The payment order for the selected document is created as follows:
- Setting up payment order registers
- Setting up liquidation document type
- Selecting an invoice for payment
- Creating a payment order
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Create an XML file for import into an online bank
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1. Setting up payment order registers
Before creating the first payment order, the related registers in PANTHEON must be adequately set up.
The registers that are important in relation to payment orders can be accessed in the menu Settings | Financials | Transactions.
A list of the following registers is displayed, which need to be set up before creating payment orders:
2. Setting up liquidation document type
Before actually creating a payment orders for the payment of invoices, the person responsible must create a liquidation document.
This is done in the Document types register for receiving documents.
The person responsible opens the Document types register by opening the menu Settings | Program | Document types.
In this case, the document type LI00 - Payment transaction - home is created.
On the left-hand side menu, the person responsible selects the panel Financials | Transactions | Payment orders - LCY, as shown in the image below.
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HINT
For more information on the Document types parameters for payment orders in local currency, see the chapter Payment orders – LCY.
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3. Selecting an invoice for payment
Then, the person responsible selects the invoice or receiving document to be paid.
In this case, the person responsible wants to pay the receiving document for the supplier Extra Lux d.o.o., document number 22-1000-000003.
The person responsible selects the document type based on which the invoice to be paid was created. In this case, the desired document type 1000 - Purchase - Materials warehouse is accessed in the menu Goods | Receiving.
The person responsible uses the toolbar navigation buttons to find the desired invoice.
The window of the selected document 22-1000-000003 opens.
The invoice has already been posted. For instructions on how to post this document, see the chapter Posting directly from the document.
4. Creating a payment order
The document made up of three parts: the document header, lines and value bar.
The document header contains data on the supplier, the date of receiving and receipt of the invoice, the due date and the person responsible.
In the document lines, the person responsible selects the tab Payments, where a payment order, instalment payment or cash disbursement can be created for the invoice received.
To create the payment order, the person responsible selects the tab Payment order.
Because the payment will be made in local currency to the domestic supplier, Extra Lux Ltd, the field LCY (local currency) is automatically filled in with data from the document type LI00 - Payment transaction - home.
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HINT
Alternative options for creating payment orders:
- For instructions on how to create a payment order using the menu Payment Orders - LCY based on outstanding items, see the chapter Payment orders.
- For instructions on how to create a payment order automatically, e.g. for payroll, see the chapter Salary calculation for all employees.
- For instructions on how to create a payment order based on the entered receiving documents, see the chapter Create payment orders from invoices.
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The field Account is automatically populated with the line number of the bank account that is selected in the Subjects register in the section General | Bank accounts as Default.
If the person responsible wants to make a payment to another bank account and the details of this bank account are entered in the Subjects register, the person responsible can select this bank account in the field Account.
The field Ref. is automatically populated with data based on the settings in the Document types register.
For the selected document type LI00 from the Document types register, the data on default reference value is pre-defined in the panel Default values.
A default value can also be set for the field Code or manually select it from the drop-down list on the selected account (as shown in the screenshot below).
In this case, the person responsible manually selects the purpose code COST.
The payment order reference format is set in the panel Default values by selecting the ID format from the drop-down list, in this case the ID selected is 00.
For the field Fill in doc, the person responsible selects the information that is to be displayed in the reference field for the debit.
The person responsible selected the option to automatically fill the field with 1-Document1.
The number entered in the field Linked document 1 of the document type 1200 is displayed.
In this case, the person responsible copies the number 2022-04.
The field From account is automatically populated with the line of the company's (Tecta's) bank account, which is selected in the Subjects register as the default account.
The checkbox Create payment order is checked by default according to the settings in the Subjects register.
By clicking the button Create payment order, the person responsible creates a document type LI00, in this case 22-LI00-000033.
The payment order contains data from the document and data according to the settings of the payment order document type.
The person responsible can correct the data prepared or duplicate it and create a new record before a report is created.
4.1 Payment order in preparation
The created payment order is displayed in the tab In preparation.
The person responsible opens the menu Financials | Transactions | Payment orders - LCY and selects the document type LI00 - Payment transaction - home.
The user interface for transactions opens, consisting of two sections.
The upper sections shows a list of Tecta's bank accounts from which the payables are settled, while the bottom section shows several tabs with data and tasks to facilitate the preparation of payment orders.
The person responsible can now carry out the payment of the created payment order.
On the tab In preparation, the lines or payment orders that will be included in the payment are selected.
In this case, the invoice received from the supplier Extra Lux d.o.o. is selected, as shown in the image below.
The person responsible clicks the button Pay.
The payment order is transferred to the tab In progress.
4.2 Payment order in progress
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HINT
In the tab In progress, payment orders are colored in different colors to indicate the orders according to their due date. In the Payment Transaction Document Types Chart you can set the colours as desired on the created Payment Transaction Document Type.
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The person responsible opens the tab In progress and selects the date of payment in the field Value date (currency date).
In this case, the date 18.5.2022 is selected.
The person responsible then selects the line of the payment order created to pay the invoice.
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HINT
If you want to pay several payment orders at once, you can select several lines using the function key CTRL.
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The field Selected is automatically populated with the value of the selected invoice to be paid.
In this case, the value of the payment is 37.210 EUR.
5. Create an XML file for import into an online bank
The person responsible will upload the selected payment order to the selected file location by clicking the button File.
An XML file is created and saved to the local disk or the location configured in the menu Administration Panel | Settings | Financials | Payment orders, as shown in the image below.
After clicking the button File, the following information window is displayed: File created sucessfully (C:\Datalab\Local|siTkDis.xml)!.
Then, the person responsible can import the file into their online bank and carry out the payment.
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HINT
For instructions on how to set up sending payment orders, see the chapter Send payment orders.
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