Setup Bank Accounts

Summary

The bank account registry is a central part of setting up the system. We recommend that you install all bank accounts that will have transactions somehow related to the operational use of Quiddly. Most bank accounts will be your own, but there can also be cases where you have to register bank accounts owned by an external party. The bank accounts will be used either for payments, payouts, holding funds or just for transactions between different bank accounts.

“Bank Account Aliases”: In some locales there are cases where a bank account can have several aliases. A bankgiro number (SE) or plusgiro number (FI) are examples of aliases to a bank account. If a bank account has an alias please enter it as the “Account No” and create one Bank Account per alias. This means that there can be several bank accounts pointing to the same underlying bank account but with different alias (Account No).
Two accounts in the same currency. A second account in the same currency, for example a separate account for VAT, is registered in the registry in the same way. When you register a payment by hand (under Daily Routines > Import Payments, with the add button), choose the right account for that payment in the field Payment receiver account. Accounts in the payment’s currency are listed first.

1. Registry MANDATORY

This is your registry of your installed bank accounts in Quiddly. The list can be narrowed by Currency and each row has an Edit action.

“Id”: Internal ID for the bank account.
“Currency”: Bank account currency.
“Bank Name”: Name of the bank where the bank account is registered. It is printed on invoices, reminders and credit notes that show the account as IBAN and BIC, see What the account looks like on documents.
“Account No”: The account number for the bank account. Can be a account number, bankgiro number (SE), plusgiro number (SE).
“Is DCA”: A check mark when the account is marked as a Debt Collection Agency account. Shown for every account, and can be changed only when DCA payments are enabled.
“IBAN”: IBAN for the bank account.
“BIC”: BIC for the bank account.
“Receiver Name”: The name printed as the receiver on documents that show the account in the Swedish, Norwegian or Danish layout. The IBAN and BIC layout does not print it.
“Type”: COMMON, DEDICATED or EXTERNAL. Accounts you add yourself are DEDICATED, which only makes the account dedicated to a client once exactly one client has been assigned to it, see Dedicated bank account.
“Enabled”: A check mark when the account takes part in the system. Incoming payments are only booked against enabled accounts.
“Entity”: Which of your entities the bank account belongs to. Only applicable if you are running the system with multiple entities.
“Bookkeeping Account Bank”: Connected asset bookkeeping account to the bank account. This is the bookkeeping account that will be used for transactions on this bank account.
“Bookkeeping Account Unplaced”: Connected debt bookkeeping account for unplaced payments. This is the bookkeeping account that will be used for Unplaced Payments registered on this bank account.

2. Create Bank Account MANDATORY

Add Bank Account

“Entity”: Select which entity the bank account belongs to. Only applicable if you are running the system with multiple entities.
“Bank name”: Name of the bank where the bank account is registered. Printed on documents that show the account as IBAN and BIC.
“Currency”: Bank account currency.
“IBAN”: IBAN for the bank account. Must be a valid IBAN number.
“BIC”: BIC for the bank account. Must be a valid BIC number.
“Account number / Bankgiro”: The account number for the bank account. Can be a account number, bankgiro number (SE), plusgiro number (SE). It is printed on documents exactly as you type it, see Account numbers.
“Receiver name”: The receiver name printed on documents that show the account in the Swedish, Norwegian or Danish layout.
“Bookkeeping account (Bank)”: Connected asset bookkeeping account to the bank account. This is the bookkeeping account that will be used for transactions on this bank account.
“Bookkeeping account (Unplaced payments)”: Connected debt bookkeeping account for unplaced payments. This is the bookkeeping account that will be used for Unplaced Payments registered on this bank account.
For accounts in SEK, two more options are shown: “Account for Enforcement Authority payments” (all incoming payments on the account are then marked as unplaced for manual handling) and “Ignore BgMax rows in CAMT file”, see Bankgiro payments in a CAMT file.
“Enabled”: Clear it to retire the account. Incoming payments then stop matching it, which keeps a retired duplicate out of the payment import without renaming its Bankgiro.
Press [Add] to create the bank account.

Operations Portal Edit bank account dialog for a SEK account showing the Enforcement Authority, Ignore BgMax rows in CAMT file, Enabled and DCA checkboxes.

Account numbers

IBAN and BIC are checked when you save: the IBAN must be a valid IBAN, including the country prefix and check digits, and the BIC a valid BIC.
Account number: in a Swedish or Norwegian setup it must be 1 to 16 digits, or 3 or 4 digits, a hyphen and 4 digits (for example a Bankgiro written 123-4567). In other setups digits only.
Printed as entered. A Bankgiro or Plusgiro is printed on invoices exactly as it is stored in the registry. If the hyphen is missing on the invoice, edit the account, type the number with the hyphen, and save. Payment accounts are remembered for up to an hour, so wait before you regenerate the invoice and send it again.
Payout accounts of a client (the account the client receives money on, shown on the client under Payout Accounts) are a different thing, see Payout accounts and payment accounts. For a Bankgiro or Plusgiro there, only that a number has been entered is checked, not where the hyphen is placed. Hyphens and spaces are always removed in the payout file sent to the bank, so a misplaced hyphen does not make a payout fail.

3. Assign System Bank Accounts MANDATORY

4. Assign Client Bank Accounts OPTIONAL

On the client’s page, section Bank Accounts, the two tables Standard payout accounts and Standard payment accounts each list the accounts the client uses. The button under a table adds a row; a row has an Account, Currency, Product and Service provider, and can be edited or deleted.

Bank Accounts section of client C.100671 with no standard payout accounts and one standard payment account row showing Account, Currency, Product, Type and Service Provider.

5. Which bank account is used

Payments: the account on invoices and credit notes

The account a document shows as the place to pay is looked up in this order, and the first hit is used:

The client’s own standard payment account for the currency, product and service provider.
Older: the account assigned to the service provider for the currency.
The system default payment account for the currency, product and service provider.
The system default for the currency and product without a service provider.
Older: the default account that was linked to the client when it was created.

If none is found, the document cannot be built and the error says “No payment account found for client”.

A new client gets the accounts that are default at the time it is created. Accounts you add or make default later are not linked to existing clients. For a currency, product or service provider the client does not have an account for, assign one under the client’s Bank Accounts > Standard payment accounts, or ask Quiddly to add a system default.
Symptom. A credit note in a new currency fails with “No payment account found for client” when the client has no payment account for that currency, product and service provider.
Payment accounts are not payout accounts. The accounts listed under Standard payout accounts are used for payouts and play no part here. The Payout Accounts section on the client is a third thing: where the client receives money.
Payment account lookups are remembered for up to an hour, so a new or changed payment account can take up to an hour to show on newly generated documents.

Payouts: the account the payout is sent from

The bank account a payout is sent from is looked up in this order, and the first hit is used:

The client’s standard payout account for the currency, product and service provider.
The client’s standard payout account for the currency and product without a service provider.
The system default payout account for the currency, product and service provider.
The system default payout account without a service provider.
Older: the account flagged as the default payout account for the currency.

If none is found, the client’s payouts in that currency are skipped and Payout Overview shows No bank account to pay out from. Assign standard payout accounts to the client per currency, so the result does not depend on a system default.

Each row is its own. A row under Standard payout accounts controls payouts for that currency, product and service provider only. There is no shared default that your change overwrites, and it does not affect where incoming payments land. A change to a payout row takes effect at once.
The payout file follows the sending account. The file is created for the bank account the payout is sent from, with that account’s IBAN and BIC, and the layout follows the bank of that account (for example DNB and Nordea use their own variants). When you change bank, update the registered accounts here before you generate payout files.
Payout file details. The initiating-party block is written only when the entity has a bank customer id or a bank division id registered, which is not visible in the Operations Portal, so contact Quiddly support to have it set. The Purpose element is written only for domestic payments, where the sender and recipient IBAN country is the same. For payment returns sent from an account with BIC DABASESX, a postal address block (street, post code, town, country) is added from the address entered on the return, see Payout Overview. Variations like these are valid and accepted by the banks.

6. Incoming payments and bank accounts

When a payment file is imported, each deposit is placed on a bank account by the number the file carries (for a Bankgiro file, the Bankgiro) and the currency. If no account has that number, the IBAN is tried. The money is never placed by looking at the bank account it lands on or at the bookkeeping account. This means:

Each Bankgiro is its own bank account. Several Bankgiros can share the same underlying bank account, but each needs its own row with its own number in Account No.
The same number must not be on two enabled accounts. If it is, one of them receives the payments and the system logs an error. Clear Enabled on all but the one that should receive them. If every account with that number is disabled, the import fails and the message says to tick Enabled on the account that should receive the payments.

Bankgiro payments in a CAMT file

“Ignore BgMax rows in CAMT file” is shown for accounts in SEK and starts ticked.

A CAMT file here is a camt.054 notification, the only camt type Quiddly reads. See Import payment files.

Setting	What happens
Ticked	The BgMax file is the source for Bankgiro payments. Bankgiro rows in a CAMT file are ignored so a payment is not registered twice
Unticked	The CAMT file is the source for Bankgiro payments. BgMax files for that account are rejected, and the import reports a message such as “2 of 2 deposits failed to import”. This is expected

The value is stored on each bank account separately, so untick it on every Bankgiro account that the CAMT file covers and save. Reopen the account to check that the box is cleared.

Dedicated bank account

A bank account is dedicated to a client when the account is of type DEDICATED and exactly one client has it assigned. Payments that arrive on a dedicated account are tagged with that client, so an unplaced payment on it already shows the client, and only that client’s invoices are candidates when the payment is matched (see Setup Matching Engines).

To dedicate an account, create the bank account, then open the client, go to Bank Accounts and assign it under Standard payment accounts. If a second client is assigned to the same account, it is no longer dedicated. The change applies at once.

7. What the account looks like on documents

The payment box on an invoice, reminder or credit note is headed Payment, or Credit on a credit note. It is built from the account found in Payments: the account on invoices and credit notes, and what it shows depends on the debtor’s address and the currency:

Debtor and currency	Shown in the box
Debtor in Sweden, invoice and base currency SEK	The account number labelled Bankgiro (unless the account is set up as Plusgiro or as an account number), then Receiver with the account’s Receiver Name
Debtor in Norway, NOK, a Norwegian bank	Bank, Account number and Receiver
Debtor in Denmark, DKK, a Danish bank	Creditor (the number) and Receiver
Anything else, for example a foreign debtor	Bank, IBAN and BIC. No receiver name is printed, so the receiver reads as the bank

That is why a Swedish customer’s credit note names the operator as receiver while a foreign customer’s names only the bank. Bankgiro exists only in Sweden. Which label a Swedish layout uses is set on the account by Quiddly.

Documents that lack payment details

No account for the currency. An invoice needs a payment account for its currency, at client or system level. If there is none, the payment details on the document are blank. Add the account, see Which bank account is used.
Generated once. A document is generated once and is not updated when you add or change accounts. After adding the account, open the invoice, go to the Document tab and choose Regenerate on the invoice documents (Type INVOICE and INVOICE_FULL), wait until the document has been generated, and send it again. A claim document that was generated before the account existed needs the same.

Payout accounts and payment accounts

Payment account: where debtors pay. Assigned to a client under Bank Accounts > Standard payment accounts, or as a system default through Quiddly.
Payout account (the bank account payouts are sent from): assigned under Bank Accounts > Standard payout accounts, or as a system default through Quiddly.
Payout Accounts on the client page: the bank details where the client itself receives its payouts. Not the same as either of the above.