Unplaced payments in the Client Portal

An unplaced payment is a bank payment that could not be matched to a debt. When you share one with a client, the client can help resolve it from the Client Portal: ask for it to be matched to its invoices, transferred to its client account, returned to the sender, or removed from its list. Every match, transfer and return is a request. Nothing is booked until you approve it in the Operations Portal.

Which payments a client sees

A client only sees the unplaced payments you have shown to it. Open the payment in the Operations Portal and use Show to client. The payment needs a client assigned. To take it away again, use the same action on a payment that is already shown: the dialog then reads Hide for client, and on the unplaced payment page the action is called Hide from client.

You cannot show or hide a payment while a client match or transfer request on it is open. Resolve the request first, see Handle the client’s requests.

The payment list for a client starts with the payments that still have an unplaced amount. Fully placed payments are hidden until the client turns on Show closed.

Who can use it

The Unplaced Payments menu item, with a count of open payments, only appears for a client user whose role has the right to search unplaced payments. Without that right the page stays hidden, which is also how you keep unplaced payments hidden from a client.

The actions each need their own right on the client role:

What the client sees	Needs
The page and its list	The right to search and read unplaced payments
Match, Transfer to Client Account and the row checkboxes	The right to link unplaced payments
Return to Sender	The right to return unplaced payments
Delete	The right to ignore unplaced payments

If a client user can open the page but sees no actions, the role is missing the matching right. The rights are listed in the rights catalogue, and Rights, roles and users explains how to put them on a role. Approving requests in the Operations Portal needs rights of its own on your side, see below.

The list

Column	Shows
Type	The state of the payment: Open, Pending (a request is waiting for you), Denied or Closed
Payment Date, From, Customer, References	What the bank reported about the payment
Original Amount	The amount that arrived
Unplaced Amount	What is still unplaced
Requested Amount	What the client has asked for in requests that are still pending
Placed Amount	What has already been placed

The buttons above the table filter on All, Open, Pending and Denied. The search box finds a sender or an amount, and the table can be exported to CSV. A payment with earlier requests has an arrow at the start of its row: expand it to see its history, with entries such as Pending Match, Approved for Match, Denied Match, Pending Return, Approved for Return, Denied Return, Pending Transfer, Approved for Transfer, Denied Transfer and Handled by Administrator.

What the client can do

Each row has an Actions menu. It is empty, and therefore hidden, while the requests already made cover the whole unplaced amount, or while a return is pending.

Action	What happens
Match	Opens Match Payment. The client adds one row per invoice (Invoice Number, Linked Amount) and presses Match. A request is sent to you
Transfer to Client Account	Asks for the unplaced amount to be moved to the client’s own account. A request is sent to you
Return to Sender	Opens Return Unplaced Payment. A return is created for you to authorize
Delete	Removes the payment from the client’s list, as long as it has no pending match or transfer request. The payment itself stays in the Operations Portal and you can show it again

Match

The invoice must belong to the client, have the status activated, paused or disputed, not be a credit invoice, be in the same currency as the payment and have a balance above zero. The amount cannot be larger than the invoice’s remaining balance or the payment’s unplaced amount. The dialog also has an optional Note, with an attachment if the client wants to add one. The attachment needs a note.

The requested amount is reserved on the invoice until you book or deny the request. A manual link on the same invoice can therefore be refused while the request is open, see Way of Working: Unplaced Payments.

Transfer to Client Account

The destination is fixed: the client’s fund account for invoice factoring (sell) in the payment’s currency. The client cannot choose another account. The dialog shows Payment Date, Sender, Amount to Transfer, an optional Reference that is shown on the transfer, the Destination and an optional Note. A payment that already has an open match request is transferred with the amount that is left.

• Several payments at once. Tick the rows, then use the Transfer to Client Account button above the table, next to Clear selection. It is not in the row actions. While rows are ticked, the row Actions buttons are disabled. Only payments with an amount left that no open request has claimed can be ticked.
• No account in that currency. The request is refused with “No client account available for currency”, followed by the currency. Fix it by setting up a client fund account in that currency.
• Several accounts in that currency. It is refused with “Several client accounts match currency”, followed by the currency, and a note to contact your administrator. Set a default service provider for the client so that one account wins.

Return to Sender

The dialog is Return Unplaced Payment. The client enters a Reference to Receiver and an optional comment. The Receiver name is asked for only when the payment has no sender name, and the account only when Quiddly cannot find one, see below. Quiddly refuses a receiver name or an account that it can fill in itself. For a payment in SEK the client picks the Account type (Bankgiro, Bank account or IBAN & BIC), for other currencies it is IBAN & BIC. Where the money goes depends on what Quiddly can find:

• If the sender’s account is known, the refund goes to the account the payment came from.
• Otherwise it goes to the account registered for the customer.
• If neither exists, the client types the account and has to attach a proof of account before the request is accepted.

Handle the client’s requests

1. Match and transfer requests. Open Daily Routines > Import Payments > Client Link Requests (the page is called Review Client Link Requests). Expand a row to see what the client asked for. Use Book to carry it out or Deny to reject it, for the whole payment or for one requested invoice. An automatic confirmation or rejection note is sent to the client, and you can add your own text with Add note.

2. Return requests. Open Daily Routines > Import Payments > Payment Returns. A return the client asked for has a Client initiated label and shows who requested it. Use Authorize to send it on to payout or Deny to reject it. When the client typed the account by hand, a warning tells you to verify the attached proof of account before you authorize.

3. Check the result. The payment’s state in the client’s list changes to the matching approved or denied entry in its history.

Approving a request needs its own rights on your side: one to book a client’s link request, one to deny it, and the usual rights for returns. See the rights catalogue.

Notes

A note you add in the Operations Portal is internal unless you tick Show note to client in the note dialog. A note that is shown to the client appears under Payment Notes on the payment in the Client Portal, and a payment with such a note gets a notes column in the client’s list.

Two things people get wrong

A client who cannot find a Transfer to Client Account action after ticking several payments is not looking at a fault: with a selection, the button is above the table and the row actions are disabled.

Delete does not delete the payment. It only takes it off the client’s list.

See Way of Working: Unplaced Payments for the operator side of unplaced payments, including Show to client.