Create payments

Create payments for invoices and expenses

This page allows you to create payments for invoices or expenses that have previously been posted through 2Click Accounting. When an invoice or expense is posted, it automatically becomes available on the "Create payments"-tab.

Efficient and automated payment process

You can easily mark the desired payments and complete them automatically, without having to:

• Visit the bank.
• Download documents.
• Perform manual processes.

This automation reduces the time and effort usually required to individually process each payment, making the process more efficient and less time-consuming.

Overview of posted invoices and expenses

The list in "Create payments" provides a detailed overview of all posted invoices and expenses. Each record contains the following information:

• Vendor Name: The name of the vendor or recipient. 
• Invoice number: The reference number of the invoice.

• Discount amount: The early-payment discount available for the invoice, calculated based on the vendor’s discount terms. (Setting must be switched on in Bank settings)

• Discount date: The final date on which the discount can be applied if the invoice is paid early. (Setting must be switched on in Bank settings)

• Due date: The date when the payment is due.
• Payment date: The date of the scheduled payment.
• Amount: Indicates the total amount of the expense or invoice, shown in the appropriate currency.

Flexible list-sorting 

You can sort the list in ascending or descending order based on the above parameters. This is done by clicking on the column headers in the table, making it easy to customize the view to suit your needs.

What is Discount Amount and Discount Date?

If your company uses early-payment discounts, 2Click Accounting can automatically calculate and display them for each payment.

These fields appear in the Create payments overview when the discount functionality is enabled in Bank Settings, and when a discount agreement has been defined for the specific vendor in Vendor setup. The discount terms used here are retrieved from your ERP system.

A typical discount term could be: “1%, 10 days, 30 days”, meaning:

• 1% discount if the invoice is paid within 10 days,

• 30 days is the normal net due date.

When discount rules are set up for the vendor:

• Discount amount shows how much will be deducted if paid before the discount date.

• Discount date shows the last day the discount can be applied.

This allows you to schedule payments in a way that takes advantage of early-payment savings while keeping all details synchronized with your ERP.

Details and editing payment information for invoices and expenses

Any invoices or expenses that are ready for payment are shown in the table. There are two ways to retrieve additional information about an invoice or expense:

1. Click on the invoice number: This will open a detailed view of the payment details as well as the activity log for the selected invoice.
2. Click on the "Expand" button: Located on the far right, this button gives access to the same information as that displayed by clicking on the invoice number.

Editing a payment's information

By expanding the details of a payment, you can press the "Edit"-button, allowing you to make changes to the payment before processing it. By doing so, the following payment information can be changed:

• Payment Type: Select the payment method, such as local payment types (e.g. FIK, KID, Giro), bank transfers, international payments, or mark the invoice as paid. 
  • Payment Info: Based on the selected payment type, the relevant fields will be displayed to complete the payment (e.g. IBAN, SWIFT/BIC, branch number, account number).
• Purpose Code: For payments exceeding certain thresholds (e.g. 100.000 NOK or 150.000 SEK), a purpose code is required by the bank for regulatory reporting purposes. These codes are provided by the banking system and have been integrated into 2Click, allowing users to specify the nature of the payment in compliance with local reporting requirements.
• Message to receiver: Enter the message that will be shown to the payment recipient in their bank.

Features and buttons for detailed information

When you expand a row in the table, the following buttons will be available:

• "Expand": Used to get more details about the invoice or expense, as well as the ability to edit the payment information.
• "Download": Used to download the invoice or receipt as a file to your device.
• "Edit": Allows you to change the payment information before the payment is created.
• "Reset": Used to reset the payment information if changes have been made that you want to cancel.

Credit memos and their use

If an amount is displayed with the symbol ⓘ, it means that a credit memo has been created with the vendor in question. The credit memo can be used as follows:

• Partial offset: Used to reduce an invoice-based payment if the payment hasn't yet been completed.
• Future payment or cash compensation: If the full invoice amount has already been paid, the credit note can be used as a set-off against a future payment to the supplier or as a basis for claiming compensation.

Changes to vendor information

If the vendor's name in the table has the symbol ⓘ, it indicates that there have been changes in the vendor's reg.nr. and/or account number since the invoice was reported. This allows you to check that payments are being handled correctly against the updated information.

This functionality ensures that payment information is easily accessible and can be adjusted so that payments are made accurately and efficiently.

Creating a payment

To set up a payment correctly, it's crucial that the setup is set up accurately. This ensures a flawless completion of the subsequent payment process:

1. Select the payments to create from the list.
2. To mark the payments, tick the box.
3. Select the payment date you want.
4. Select the appropriate bank account from the list.
5. Click the green "Confirm/Approve"-button
6. Verify the info shown in the preview.
7. Enter your PIN.
8. Enter the OTP (one-time password) that you receive on your phone.
9. Click "Confirm/Approve" again to complete the payment.

Payment Batch Preview

When creating a payment batch, 2Click Accounting displays a Payment Batch Preview before the batch is finalized. This preview appears automatically whenever you click the green Create button (the checkmark) in the top-right corner, regardless of whether the batch contains a single payment or multiple payments.

The preview gives you a complete overview of all payments included in the batch, allowing you to verify the details before submitting it to the bank.

Partial payment and reconciliation of open items

Each open item is displayed with the full amount. It is possible to click on the amount field and enter the desired payment amount. Please note that the entered amount must not exceed the original posted amount. Once a partial payment has been made, the system will automatically display the remaining amount due.

By hovering over the amount field, additional information will be shown – including how much has already been paid and the original amount.

Automatic reconciliation of partial payments

If a partial payment is created and paid on an open item, the system will automatically reconcile the partial payment once it is processed, reducing the outstanding amount of the open item. This process will continue automatically until the total of all related transactions is fully matched with the open item.

Creating a Payment Batch

You have the option to select multiple payments at once and create a single payment envelope. The number of selected payments is displayed next to the green "Confirm/Approve" button.

• If you want to remove all selections, you can click on the grey "Reset Selection of Payments"-button.

Important buttons and functions:

• "Reset Selection of Payments": Removes all flagged payments.
• "Confirm/Approve": Displays the number of selected payments in a blue circle.

Selecting a bank account

When you create your bank accounts in 2Click Accounting, you will be given the option to choose the preferred bank account to which the payments should be created. To ensure a smooth payment process, it is important to have a bank account set up before payments can be completed.

The "Select Housebank" field  gives you an overview of your set up bank accounts, from which you can select the appropriate account for the payment.

Exporting and Importing filtered payment lists

It is possible to import and export payment lists as csv-files, which will include all the active payments found in the "Create Payments" list. This file includes filters and data, which can be edited in Excel and imported back into 2Click, which reduces the labour of changing single payments manually within 2Click. 

Simply press the "Export"-button to download the csv-file. To import the csv-file into 2Click again, make sure to save it to your device, before pressing "Import" and selecting it from your files. 

Please note that confidential information has been hidden from the image above

Field with the value amount of marked invoices and expenses

Invoices and expenses can be in different currencies, which can make handling payments complex, especially when creating multiple payments simultaneously. The system simplifies this process by presenting a bar that shows the total amount of the selected invoices and expenses. Currency calculations are done automatically, and an estimated value is presented in the company's primary currency.

To get a detailed overview of the selected payments in each currency, you can click on "Total in DKK" where the amounts per currency are displayed according to the selected invoices and expenses.

Message to Recipient

Setup for suppliers to receive payment receipts
To ensure that suppliers receive a complete payment notification when the message exceeds 140 characters:

• Open the creditor’s information in your ERP system

• Locate the “Payment notification email” field

• Enter the supplier’s email address

• The system will then send messages exceeding 140 characters as an attached document in the payment notification

We also recommend setting up a configuration for your own company, so you can receive payment notifications as well.

Receive Payment Receipts in Your Own Company

To set up a notification email for your company’s payment receipts:

• Go to Bank, then Settings

• Open the “Payment receipts” field

• Enter the email address that should receive the notifications

Managing Multiple Bank Accounts and Failed Payments

When creating payments, a company may have several bank accounts. The system therefore supports automatic splitting of payments into separate payment batches per bank account.

How It Works

When you create a larger payment batch, the system automatically reviews all payments and groups them according to the bank account they are to be paid from.

Example:

• Bank Account A → Batch 1
• Bank Account B → Batch 2
• Bank Account C → Batch 3

The system then attempts to process all the underlying batches.

Handling Errors

If one or more payments cannot be processed, the system does not stop the entire payment run.

Instead, the following happens:

• Valid payments are processed and passed on to Approve.
• Failed payments are moved to the Failed filter.

Once processing is complete, an error message is displayed showing which payments could not be created and why.

Viewing Failed Payments

Once the payment run has completed, you are automatically taken to the page showing failed payments.

Under the Failed filter, you can:

1. See all payments that were not processed.
2. Click Expand next to the individual payment.
3. See the specific error message explaining the cause of the error.

This allows you to correct the error and retry the payment without having to recreate the other payments.

The system ensures that payments on different bank accounts are handled in separate batches, and that errors in individual payments do not prevent the remaining payments from being processed.

Search box

The system includes a search box where you can quickly find specific information by entering one of the following parameters:

• Vendor Name
• Vendor number
• Payment type
• Payment reference
• Reg.nr.
• Account Number
• Invoice number

The search bar also includes an "X"-button, which allows you to quickly clear the search and start over.

Filter buttons: Payments, Rejected, and Failed

To make it easy to navigate between different payment statuses, the system offers three filter buttons:

1. Payments: Displays invoices and expenses that are ready to be created for payment.
2. Declined: Contains payments that have been rejected by one or more approvers. These are returned in order for you to correct the information and try again.
3. Failed: Shows payments that couldn't be sent to the bank. Typical causes of failed payments include:
   • Invalid payment information.
   • Technical problems with the bank's systems.
   • Lack of sufficient funds in the account.

By expanding a line in the table, you can see the reason why a payment has been declined or failed. When you click a filter button, it activates and is marked with a background color.

Select or clear filter

Filtering invoices can help organize and prioritize payments. You can choose from the following filtering options based on due date:

• Past due date
• Due date within the next 7 days
• Due date within the next 14 days
• Select a due date period

To remove the selected filter, click on "Clear Filter". Alternatively, you can sort the columns in the table by clicking on the column headers and selecting ascending or descending order.

Export and Import of Open Payments

The system allows you to export open payments to Excel, enabling you to review, plan, and adjust your payment run before execution.

Exporting open payments

You can export all open payment entries to an Excel file. This provides an overview of upcoming payments and allows you to make changes outside the system.

Editing payments in Excel

In the exported file, you can:

• Filter and select which payments to include
• Adjust payment dates
• Modify payment amounts (only to a smaller amount than the original)
• Add or update messages to recipients

This makes it easier to plan and structure your payment run efficiently.

Importing payments

Once your changes are completed, the file can be imported back into the system. The updated payments will be applied, and any remaining amounts will appear as new open payment entries, ready for future payment runs.

Set payment date

You can assign the same payment date to several payments at once. This is useful when creating a batch, as all selected payments will then share the same payment date.

How to use it:

1. Select the payments you want to update by marking them in the list.

2. Click Set payment date above the table.

3. Choose the date you want.

All selected payments will now be updated with the chosen payment date, and this date will follow them into the batch you create.

Table buttons

At the bottom of the table you will find tools to navigate and customize the view:

• On the left side: Navigation buttons for flipping back and forth in the table.
• On the right: Buttons to select the number of items to display in the table. The currently selected view is marked with a green background.

This flexible design ensures that you can easily customize the view and navigate between payment information efficiently.

Overview of buttons and their functions

"Choose Filter" and "Clear Filter" buttons are used to enable or reset filter settings in the table, allowing you to quickly sort by relevant criteria.

"Set payment date" button is used to select a specific payment date for all marked payments instead of doing it manually for every single one. 

"Export": Allows the user to export the payments into an Excel file for documentation. 

"Import": Allows the user to import Excel files with the changes from the exported files.

"Expand" & "Collapse" button  is used to open and view more details about a specific invoice or expense. Collapse is applied to close the extended details and return to the compact view.

"Download" button is used to download an invoice or receipt from the system to your computer.

"Edit" button is used to change payment information for a specific invoice or expense.

"Reset Payment Information" button.
  This button becomes available when changes have been made to payment information. It allows you to reset to the original information.

Table navigation buttonsUsed to navigate back and forth between pages in the table.

Buttons for the number of items displayed in the table. Used to select how many items to display in the table at once. The current view is marked with a green background.

"Reset Markups" button is used to remove all selected markups in the table.

The "Confirm" button is used to confirm actions such as approving payments.

The "Confirm" button with the number of selections shown in a blue circle displays the number of selections selected and confirms the action of the selected items.