Daily Routines: Step-by-step guide

This guide details the daily workflow for processing payments, managing reminders, billing charges, and generating client payouts.

Prerequisite: Ensure you have downloaded the necessary payment files (e.g., BgMax and Camt files) from your bank portal (e.g., Danske Bank) before starting.

1. Import Payments

The first step is to import the payment data files into the system.

1. Navigate to Daily routines > Import Payments.
2. Click the Import button located in the bottom-right corner.
3. In the Import payment files dialog, drag and drop your downloaded bank files (BgMax as .txt, camt.054 as .xml) into the upload area. camt.053 account statements are not supported. See Import payment files for the formats and for what to do when a file does not import.
4. Once the files appear in the list with the status “Uploaded”, locate the specific file row and click the Import icon to process the file.
5. Monitor Status: The system processes imports in the background.

2. Match Payments

Once imported, payments must be matched to existing invoices in the system.

1. Important: Select a subset of batches (recommended: 10 at a time) to ensure system runs smoothly if there are a lot of payments.
2. Click the Match button in the bottom-right action bar.
3. Click Confirm in the dialog box.
4. Wait for the process to complete. Successful batches will move from the Imported tab to the Matched tab.

3. Bookkeep Payments

After matching, the payments must be recorded in the ledger.

1. Navigate to the Matched tab within Payment Batches.
2. Select the matched batches you wish to bookkeep.
3. Click the Bookkeep button in the bottom-right action bar.
4. Click Confirm.
5. Wait for the process to complete. The batches will move to the Booked tab upon success.

4. Handle Unplaced Payments

Payments that could not be automatically matched (e.g., due to missing OCR or other discrepancies) require manual intervention.

1. Navigate to Daily routines > Import Payments > Unplaced Payments.
2. Review the list. You can either:
   1. Click on a specific Payment ID to view details, including the original bank string/message and the sender.
   2. Click the three dot action menu on a payment in the list and link directly from there without going into payment details view. In the linking modal References, Sender and Descriptions is available to speed up the process.
   3. Click a Category to work with system categorised unplaced payments in bulk.
3. Investigate: Use the sender name or payment reference to search for the correct invoice in the global search bar or Invoice Registry.
4. Link Payment:
   • Inside the unplaced payment view, click Link.
   • Enter the correct Invoice ID found during your investigation.
   • Click Link to assign the payment.
5. Handle Write-offs (if necessary):
   • If a payment discrepancy exists (e.g., unpaid interest below the automatic threshold but above the write-off limit), you may need to manually write off the balance.
   • Navigate to the invoice view.
   • Select the appropriate write-off action (e.g., Write off interest) from the invoice actions menu.
   • Confirm the amount and submit.

How the Reminders, Part Invoices and Charges lists work

These three pages share the same behavior.

• Each page has tabs for the stages, for example Generated and Authorized. The actions for the tab you are on are in the bottom-right action bar.
• To process everything on the tab, leave all check boxes unticked. A blue box on the page says so. Ticked rows apply to the page you are on, and the largest page holds 500 rows, so tick at most 500 rows at a time.
• Authorize, Bookkeep, Activate and Bill run in the background. The page shows the progress and moves to the next tab when the run is done.

5. Generate and Process Reminders

Once payments are settled, generate reminders for overdue invoices. Note: It is critical to process payments (Steps 1-4) before generating reminders to avoid sending reminders for paid invoices.

1. Generate:
   • Navigate to Daily routines > Reminders.
   • Click Generate.
   • In Generate reminders, choose the Entity (or All entities) and the Reminder Date, then click Generate. The date is today by default, and in production it can only be today.
   • Wait for the background task (e.g. tasks.reminder_generate) to complete.
2. Authorize:
   • Go to the Generated tab.
   • Select all reminders (or specific ones) and click Authorize.
   • Click Confirm.
3. Bookkeep:
   • Go to the Authorized tab.
   • Select the reminders and click Bookkeep.
   • Click Confirm.

How a reminder run works:

• Reminders are created only for activated invoices, and only when you run Generate. An invoice that is activated after the last run gets its reminder at the next run.
• A run catches up everything that is due up to the Reminder Date and has not been sent, but each invoice moves one step per run. An invoice that is several steps behind needs several runs.
• The Reminder Date is the date on the reminder, and the reminder’s Expire Date is counted from it.
• Generate is refused while payment batches are still being booked, and while reminders from an earlier run are still on the Generated or Authorized tab, in any entity. Bookkeep them first. This is why a user in one entity can be blocked by reminders that someone in another entity has not finished.
• The reminder document is created when you bookkeep, so the Download action on a reminder row appears a short while after Bookkeep, once the document has been generated.

6. Process Part Invoices

If you use part invoices, the ones that part payment plans produce, process them here. If you do not use them, skip this step.

1. Navigate to Daily routines > Part Invoices.
2. On the Generated tab, click Generate. In Generate part invoices, choose the Part Invoice Date and click Generate.
3. Select the generated part invoices and click Authorize, then Confirm.
4. On the Authorized tab, select the part invoices and click Activate, then Confirm. There is no Bookkeep action on this page.

Part invoices are not separated per entity: there is no Entity choice, and the page always works on all entities. Generate is refused while payment batches are still being booked and while reminders in any entity are still on the Generated or Authorized tab, and only one set of part invoices can be in progress at a time. Finish Reminders, and finish the part invoices of the day, before users in other entities start their own routine.

7. Bill Charges

Bill your clients for service fees (e.g., distribution costs, reminder fees).

1. Navigate to Daily routines > Charges.
2. Under the Created tab, select the charges to be processed.
3. Click Authorize and confirm.
4. Switch to the Authorized tab.
5. Select the charges and click Bill.
6. Confirm the action to create the invoices for your clients. Billing runs in the background, and the page shows Billing charges while it works.

On the Created tab, Generate creates the recurring charges that are due, such as subscription fees, for the entity and date you choose. It also runs by itself every day, so you only need it when a recurring charge is missing.

Bill is refused with a message that starts “Daily routine lifecycle error” while reminders are still on the Generated or Authorized tab, or while a payout run is not finished. Finish Reminders before you bill, as in the order of this guide.

Billing creates bills. Open Bills, under Charges in the menu, and run Export and then Bookkeep on them. Payouts cannot be generated while bills are still being exported or bookkept.

Create a manual charge

Use Create charge, at the top right level with the Charges heading. It is separate from the Generate, Authorize and Bill actions at the bottom right.

1. Click Create charge.
2. Choose the Client, the Product and the Article, and enter the Amount and the Currency. The amount can be negative but not 0. Amount Locale is calculated for you.
3. Fill in Invoice only if the charge belongs to an invoice. It takes the invoice ID, which starts with I., not the invoice number the debtor sees.
4. Add a Description if you want one, and click Create.

The charge appears on the Created tab. Authorize and bill it like any other charge. Create it before you run Authorize and Bill if it must go out in today’s bills.

• Add a missing charge, for example a financing limit fee: create a charge with a positive amount, the same client, currency and product as the other charges of that fee (for example Invoice factoring sell), and the matching article.
• Correct a wrong charge that has been billed: create a charge with the same client, currency and product and a negative amount, then authorize and bill it. If you fill in Invoice on a negative charge, it must be an invoice ID.
• Remove a charge that has not been billed: use Delete in the charge’s action menu. It is available only while the charge is Created or Authorized. The check boxes do not choose what is deleted. They choose what Authorize and Bill process.

8. Generate and Export Payouts

The final step is paying out collected funds to your clients.

Before you generate, open the Payout Overview tab to see what the run will pay out and which accounts will not go through. See Review payouts before you generate.

1. Generate:
   • Navigate to Daily routines > Payouts and open the Generate tab.
   • In the Generate payouts card, click Generate.
   • Choose the Entity (or All entities) and click Confirm.
2. Authorize:
   • When the run is done, click Review on the Generate payouts card.
   • In Generated payouts, select the payouts and click Authorize.
3. Bookkeep:
   • In the Authorize payouts card, click Review.
   • In Authorized payouts, select the batches, check the Bookkeeping date and click Book.
4. Export:
   • In the Book payouts card, click Review.
   • In Booked payouts, select the batches and click Export.
   • Download: Once processed, open the Exported tab and click the download icon next to the batch to retrieve the payment file (e.g., LB/ISO format) for upload to your bank.

The Bookkeeping date decides the date the payouts are bookkept on. It starts as today plus the number of days in the system setting BOOKKEEPING_DATE_ADD_DAYS, moved to the following Monday when that falls on a weekend. With 0 days it is today, and with 1 day it is the next working day. Change the date in the window when you need another one.

Undoing a payout run

• A payout batch can be deleted until it is booked. In Authorized payouts, use the delete icon on the batch. Once booking has started, the batch cannot be deleted and the page answers “Only created or authorized payout batches can be deleted”.
• Payment returns, the refunds of payments, are listed under Import Payments > Payment Returns. A return is edited with Save and authorized with Authorize while it is Created, and can be refused with Deny while it is Created or Authorized. Once it is authorized, Return pays it out.