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How do I enter payments (accounts payable) into bexio?

Overview

 


Introduction video

This video will show you all key aspects for the entering and transfer of payments.

 


Supported payment methods in bexio

  • Orange payment slip (ESR) in CHF & EUR
  • Red payment slip (ES) in CHF & EUR
  • Bank or postal office payment in CHF and foreign currencies
  • Foreign transactions (SEPA and Swift)
Note
  • Bank transfers can only be made with IBAN.
  • Postal office payments can be made with an IBAN or postal account.
  • Payments to foreign countries require an IBAN.
  • Payments to the USA and Canada must be directly recorded in your bank's e-banking. The USA and Canada do not participate in SEPA. Consequently, an IBAN is not available for these countries and payment transactions a bit more complex as a result.

 


Paying bill

Principally, bexio recommends the use of bills as the basis for payments. Using this method, the necessaring accounting posts are automatically made in the background.

Bills can be paid only if they are in status "pending."

You have 3 options to make a payment based on a bill:

Directly in the bill

  1. Open a bill you need to pay
  2. In the right-hand navigation, click the link "+ Pay bill"
  3. Choose the bank account to which the payment is supposed to be made
    • If you have saved the banking information under the supplier, you can choose the respective account in "To which bank account do you want to submit the payment?" and click "Select account"
    • If you do not have any archived banking information for this supplier or if you want to transfer to a different account, choose button "Other account"
  4. Follow the instructions under "Enter payments"

090_purchase_payBill_en.png

In the bill overview

  1. Go to banking 
  2. On the right, click link "Show outgoing payments" under "Outgoing payments"
  3. Choose option "+ Edit" under dropdown "Actions" for the payment to be made
  4. Choose the bank account the payment will be made to
    • If you have saved the banking information under the supplier, you can choose the respective account in "Which bank account do you want to transfer the payment to?"and click "Choose account"
    • If you do not have any archived banking information for this supplier or if you want to transfer to a different account, choose button "Other account"
  5. Follow the instructions unde "Enter payments"

091_purchase_list_payBill_en.png

Directly in banking

  1. Go to banking
  2. Click the "new payment" button
  3. Here you can either
    • Click the bill to be paid under "Pay bill"
    • or enter a search term (such as supplier invoice number, supplier name, etc.) and choose the correct bill from the suggestions.
  4. Choose the bank acocunt you want to send the payment to
    • If you have saved the banking information under the supplier, you can choose the respective account in "Which bank account do you want to transfer the payment to?"and click "Choose account"
    • If you do not have any archived banking information for this supplier or if you want to transfer to a different account, choose button "Other account"
  5. Follow the instructions under "Enter payment"

100_banking_pay_bill_en.png

Note

Please note that the "Payable by" date (see tab "Conditions") is automatically set as the execution date in the payment screen.

You may define the desired execution date (date, on which your account may be debited) for the payment order as follows:

  • Latest execution date 60 calendar days ahead (as of the submission date)
  • Earliest execution date 10 calendar days in the past (as of the submission date)

 


Enter payments

bexio offers two options for the generation of payments:

  • Enter new payment
  • Bill as the basis for the payment

Enter new payment

Here you will find instructions for the generation of a new payment. Go to banking and your bank account, from which you want to send the payment:

  1. Click on the "New payment" button to start the transaction
  2. Enter the IBAN or account no. into the entry field and click on the "Next" button
  3. Alternatively, you can also click on "Next" right away without making any entry first. This will allow you to choose one of 3 payment methods:

    Bildschirmfoto_2015-12-16_um_11.42.23.png

    1. IBAN payment (domestic or foreign payments)
    2. Orange payment slip
    3. Red payment slip

  4. In the next step you will see the information required for the payment. 
  5. Enter the IBAN number. The other banking fields will be completed automatically. All fields with a red asterix are required fields. Their completion is mandatory.
  6. If the payment is for payroll, you can choose option "Salary payment (hide details in the statement of account)."
  7. Click on button "Add to payment list" and save the payment

The figure below shows an example of the form for the entry of an IBAN payment:

101_banking_payment_form_en.png

Note

You may define the desired execution date (date, on which your account may be debited) for the payment order as follows:

  • Latest execution date 60 calendar days ahead (as of the submission date)
  • Earliest execution date 10 calendar days in the past (as of the submission date)

Bill as the basis for payment

If you would like to make a payment based on a bill, see section "Paying a bill" to see how you have to initiate this transaction.

Once you have continued through to the payment form, all fields will already be filled (provided the supplier contact includes the banking information). If not, follow the instructions under "Enter new payment" starting under no. 5.

After you have generated the payment, the status of the bill goes from "pending" to "Bank payment created."

 


Transfer payments to e-banking

110_banking_payment_list_en.png

All entered payments (only one payment is available in the example above), are listed under "Outgoing payments" with status "pending". To send your payments to your e-banking for execution, proceed as follows:

  1. In banking, go to the bank account, from which you are making the payment
  2. Click link "Show outgoing payments"
  3. Select the payments to be executed (activate the check box at the end of the line)
  4. Next, click the "Transfer payments" button"
  5. In this dialog, you will now see the number of payments, the account to be devited and the total payment order amount
  6. Click the "Transfer payments" button
  7. Enter the login data for your e-banking (not required for UBS)
  8. Verify the login process with a code (different depending on the login method; not required with UBS)
  9. Some banks also require the entry of a confirmation code

The transfer process is now complete and the transferred payments' status is changed to "Transferred.".

We recommend that you verify payments made in e-banking to ensure they are there and have been accepted by the bank.

Note

Please remember that depending on the bank, payments in e-banking still have to be approved/signed/initiated so that the payment can be processed.

Important

One of the prerequisites for transfers of payments to e-banking is that you have linked your e-banking to bexio and have already received transactions successfully once before.

 


Download (pain.001) payment file

111_banking_payment_list_download_en.png

All entered payments (the example above provides only one payment) are listed under "Outgoing payments" and are assigned the "pending" status. To be able to download payments as payment files in the XML format (pain.001), proceed as follows:

  1. In banking, to to the bank account you made the payment from
  2. Click the link "Show outgoing payments"
  3. Select all payments to be made (activate the check box at the end of the line)
  4. Next, click on the arrow next to button "Transfer payments"
  5. Choose option "Download pain.001 (EZAG) file" in the drop down menu
  6. A dialog window now displays the number of payments, the account debited and the total payment order amount
  7. Click button "Download pain.001 (EZAG) file"

The download process is now complete and the payment file is stored on your computer. Normally, you will find the stored file in your download folder.

In bexio, the downloaded payments have been changed to status "downloaded."  

 


Delete payments

Deleting payments in banking

121_banking_outgoingPayments_delete_payment_en.pngPrincipally, payments in bexio can be deleted by taking the following steps:

  1. In banking, go to the bank account from which you transferred the payment
  2. Click the link "Show outgoing payments"
  3. Click tab "Transferred" or "Downloaded"
  4. Search for the payment to be deleted
  5. Choose option "Delete bank transfer payment" under "Actions" (drop down menu)
  6. Dialog "Bank payments already transferred/downloaded" will appear
  7. Confirm the deletion of the payment by clicking the "Delete bank transfer payment" button"
Important

Please remember that payments have to be deleted in both, bexio and your e-banking.

Although bexio maintains various interfaces with banks, they do not include any functions that will automatically cancel e-banking payments

Delete payment in the bill

120_bill_delete_payment_en.png

If you have generated a payment based on a bill, you can proceed as described above. Please remember that the status of the bill will reverse to "pending" if you delete the payment.

You also have the option to delete the payment directly in the bill:

  1. To do so, open the respective bill
  2. Choose the "Outgoing payments" tab
  3. Click button "Delete bank transfer payment"
  4. Dialog "Delete already transferred/downloaded bank payments" opens
  5. Confirm the deletion of the payment by clicking button "Delete bank transfer payment"
Important

Please remember that payments have to be deleted in both, bexio and your e-banking.

Although bexio maintains various interfaces with banks, they do not include any functions that will automatically cancel e-banking payments

  


Reconciling bank transactions 

Do you not just want to transfer a payment, but also reconcile inbound payments to your bank account using bexio? Click here to find out how.

To the overview «Banking with bexio».

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