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How can I perform payment reconciliation for ESR payments (v11)?

 

 

What are v11 files?

If you send orange payment slips or use the ESR process (payment slip with reference) for your invoices, you can perform simplified payment reconciliation in bexio using something called v11 files. Activate the ESR process in the settings for your banking account ("Settings - All settings - Functions & modules - Banking account (liquid funds)").

Payments received from your clients via orange payment slips are processed by your bank in v11 files. You can import these files into bexio.

 

Where can I get the v11 files?

v11 files can only be downloaded from your e-banking portal. If you can only download ESR files, please contact your bank's client advisor and ask whether they offer the option of receiving the data in v11 format. Your client advisor can also tell you where you can find and download v11 files in your e-banking portal.

 

Where can I import v11 files into bexio?

In bexio you can import v11 files under "Sales - Other - Upload ESR client payments".

 

How do I perform this import?

Step 1

Upload the v11 file from your e-banking portal and save it locally on your computer. Make a note of where you save it because you will need to be able to find the file again later. The best thing to do is to save the file on your desktop (Windows and Mac).

 

Step 2

Open the v11 import as described under "Sales - Other - Upload ESR client payments". In the overview, click "New import".

 

Step 3

Click "Browse" and select the v11 file you saved under Step 1 and click "Open". Then press the "Upload file" button to start importing the file.

 

Step 4

You will then receive a summary of all entries (also called credit records or simply records) or incoming payments contained in the v11 file. For a detailed view of an entry from the overview, left click the entry.

The meaning of each of the messages can be found under the heading "What do the messages mean and what happens when the file is imported?"

 

Step 5

If your entries are correct, you can import the import by clicking the "Import" button in the lower left. Once the import has been completed successfully, you will see a message at the top indicating that the import worked.

 

Step 6

You will once again see an overview of the imported payments. Here, too, you can click an entry to show the details of that payment.

 

Step 7 (optional)

Once you have completed Step 6, all of the payments will have been correctly posted. If you want, you can generate the corresponding invoices in PDF format and print them out.

In the upper right-hand portion of the overview for the import, you also have the options "With letterhead" (using the stationery you stored) or "Without letterhead" (on a white background).

With standing order

If one of your clients has submitted a standing order for an invoice, the invoice for which the standing order has been submitted will look like the image below. Entries with the comment "Transfer from client account" mean that the standing order resulted in an overpayment of this invoice which, of course, will be credited to the client's account.

 

One-time transfer

In the case of a one-time payment, the invoice will look like this:

 

What do the messages mean and what happens when the file is imported?

 

The client paid too much. The rest will be credited to the account.

Meaning

The amount specified by the client when setting up the transfer was too high, an amount higher than the invoice amount was transferred or the client set up a standing order on an orange payment slip.

What will happen?

The amount will automatically be credited to the client's account in bexio and can be deducted from another outstanding invoice for the same client.

This entry has already been imported.

Meaning

This is an entry in the v11 file that has already been imported into bexio. Important: This message only appears if the entry is exactly the same as one that has already been imported. That could happen if, for instance, your bank provides payment files (v11 files) on a weekly basis, you import the files on a weekly basis and the bank also provides you with an additional payment summary file (v11 file) at the end of the month which contains the new entries.

What will happen?

The entry is ignored and not re-imported.

 

Corresponds precisely with remaining amount

Meaning

The paid-in amount corresponds precisely with the invoice amount.

What will happen?

The amount is posted as an incoming payment on the invoice and the status of the invoice will then be "Paid".

 

This entry exists multiple times. It will still be imported.

Meaning

The same payment file (v11 file) contains the same amount with the same date and the same reference number more than once. This can happen, for instance, if you always charge the same amount for monthly services, your client possibly forgot an invoice and paid multiple invoices directly using the same payment slip.

What will happen?

The entry will be imported anyway. In this case, the surplus amount on the invoice will also be credited to the client's account and can then be applied to other outstanding invoices for the same client.

 

An outstanding remaining amount is left.

Meaning

The invoice amount was transferred, however not the complete amount. The client might have rounded down, made a typing error or misread the amount and transferred a smaller amount as a result.

What will happen?

The amount is posted on the invoice and the status of the invoice will then be "Partial".

The status of the invoice is "Unpaid". Because of this, the payment cannot be imported.

Meaning

 

The status of the invoice was set to "Unpaid".

That means it was posted as a loss on receivables because no more payments are expected to be received from this client. In this case, e-mail the corresponding invoice number to support@bexio.com so that our technicians can remove the status because you cannot change the status of "Unpaid" invoices back to "Outstanding" on your own.

What will happen?

The payment will not be posted.

 

The reference number could not be verified. There might be a typo.

Meaning

No reference number exists that corresponds to this payment. Either the client made a typing error or a user deleted the invoice from your bexio account.

What will happen?

The payment was not posted because no corresponding document exists.

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