Archive

Once a payment batch has been approved by one or more approvers, it will be archived in the payment archive. In this file, each payment batch is displayed along with the individual payments, including invoices and expenses.

In the payment archive, you can only see the payments that have been approved. These are displayed in the same structure as they were originally presented during the approval process.

Payments

The page displays two contiguous table lists: one list of payment batches and one list of the individual payments that belong to the selected payment batch.

The table on the left shows the payment batches, each containing one or more payments. This table serves as an overview and includes the following information:

• Vendor Name
• Total amount (ⓘ-symbol is displayed when an estimated total amount due to different currencies has been entered in the payment batch).
• Number of payments
   (Note that a vendor can have multiple invoices or attachments in one payment batch, which can result in the number of lines in the payment summary not necessarily matching the number of payments in the batch).
• Status change (date)

When a payment batch is selected, the table on the right will show the individual payments associated with the selected payment batch. Each payment is identified with a unique payment ID, which allows the specific payment to be tracked after creation in "Create payment".

Each payment contains additional information that can be accessed by clicking on the "Expand" button. By extending the payment, you will have access to more details and have the option to download any attachments if you wish to examine the vouchers further. 

• When a due date is overdue, it appears in red text so that it can be easily identified. 
• If an amount under the individual payments is marked in bold, it means that there is more than one attached document to that amount.

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

History (Activity Log)

The history acts as an activity log, recording the exact times of approval of payment batches by approvers, as well as system-generated actions, including:

• A payment is sent to the bank.
• Bank Processing

Bank Processing

In our system, integrations have been established with both domestic and foreign banks, which ensures an efficient and seamless handling of payments. Once a payment has been created and approved in the bank module, a number of automated processes are initiated that handle the transfer of the funds between the relevant bank and our system.

These banking processes include, among other things, validating payment information, communicating with the bank to initiate and confirm payments, and updating the system with the status of the payment. In the activity log, you will be able to find traces of these banking processes, which reflect the different phases a payment goes through, including:

• Confirmation of receipt of payment at the bank.
• Approval of payment to bank transfer.
• System-generated updates from the bank, including the status of completed payments or declined payments.
• Reason why a payment fails.

These integrations make it possible to follow the payment in real-time and ensure that any updates and changes in status are clearly visible in the system, creating a high level of transparency and control over the payment transactions.

Payment Statuses in 2Click

When a payment is created via 2Click, it moves through four statuses. These tell you how far along the payment is in the process - from when it is sent to the bank until it is fully settled in the system.

The process normally runs as follows:

Sent (overdue) 
The payment has been sent to the bank and is awaiting confirmation. The system expects to receive the transaction in the bank statement file within a window of payment date + 2 days. As long as we are within this window and have not yet received confirmation, the payment is shown as Sent (overdue).

Sent (unknown)
The window of payment date + 2 days has passed without the transaction being received. The status therefore changes to Sent (unknown). This status typically requires manual follow-up. You can, however, rest assured that if it had failed when being sent to the bank, the payment would have failed and been placed in Create Payment under the "Failed" filter.

Paid
The transaction has been received in the bank statement file and matches the payment made via 2Click. The payment is hereby confirmed as completed.

Settled
The system has automatically reconciled the transaction against an open entry (e.g. the original invoice). The payment is therefore both completed and closed from an accounting perspective — no further action is required. This is the normal end status.

Example

A payment has a payment date and due date of 01.01.26 and is executed on 01.01.26:

• Up to 03.01.26 (01.01 + 2 days): the status is Sent (overdue) while the system waits for bank confirmation.
• If confirmation is not received by 03.01.26 at the latest: the status changes to Sent (unknown).
• When the transaction is received: the status becomes Paid.
• When the system automatically reconciles against the open entry: the status becomes Settled.

Export from Payment Archive

Payments in the Payment Archive can also be exported to Excel, by pressing the "Export"-button. This provides an overview of completed payments for documentation, reconciliation, or analysis.

Note that archived payments are already executed and cannot be modified or re-imported into the system.

Navigation buttons and item display

At the bottom of the table you will find several buttons that allow you to customize the display of the table according to your preferences:

• On the left side, the navigation buttons are used to move back and forth in the table.
• On the right side, you can select the display of the number of items per page in the table. The currently selected view will be marked with a green background color.

Overview of buttons and functionality

"Expand": Used to get additional details about a specific record.

"Download": Used to download expenses or receipts to your device.

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

Navigation buttons: Used to navigate between the pages in the table.

Buttons for the number of items per page: Allows you to choose how many items to display on each side of the table.

ⓘ The symbol means that an estimated total amount has been given. This happens when a payment batch contains multiple payments in different currencies, and the system calculates a total value based on those currencies.