Paying supplier invoices

If you have opened a connection between Briox and a bank that supports sending of payments and you have set up a payment method with an online payment routine, you can create and send payment material electronically via the Supplier Invoice - Supplier Invoices section. If you have not opened a connection between Briox and the bank, but have set up a payment method with the file payment routine, you can create and download a file for payments via the payment routine section.

Sending payments / creating payment files

If you have open invoices in the Supplier Invoice - Supplier Invoices section, you can filter the list by selecting Ready for payment:

You can then select invoices you want to pay from the list of supplier invoices, and the Send Online Payment / Create Payment File) button will appear at the bottom of the page. The button text depends on which payment routine your default payment method is set up to.

NOTE! With SEPA payments, both IBAN and BIC must be found in the register for all suppliers. If this information is missing, the payment file will be rejected by the bank. Therefore, we recommend activating IBAN and BIC as visible columns in the supplier invoice list, so that you can see directly if you have this information for all the suppliers, whose invoices you are planning to pay:

Clicking the Send online payment / Create payment file button will take you to the section where the payment file is actually sent from / where the payment file is created. If you do not want to include one or more of the invoices to the payment, you can deselect the invoice row from the list. Before sending the payment material, you can change the payment dates and the amounts to be paid. The default amount is the open amount according to the ledger. By default, the due date of the invoice is offered as the date, unless the due date has already passed. Then the current day is offered as the date. At the bottom of the page you can specify which payment method you want to use when sending the payment material or for which payment method you want to create the payment file for:

Supplier invoice and credit note processing 

If you have posted both a standard invoice and a credit note to the same vendor in the program, we recommend that you register the same amount of payments on both invoices before sending the payment to the bank for the normal payment. It is not possible to include credit notes in the payment material sent to the bank.

There are two ways to manually register payments to supplier invoices:

1) Register payment -function which can be found in the workspace of open posted invoices.

2) By posting payments in the Supplier Invoice - Manual payments section.

NOTE! Neither of these methods send payment material to the bank, nor do they produce a downloadable file that you could submit to the bank. If you actually intend to pay your invoices, do not use these functions, but follow the instructions in the section Sending Payments / Creating Payment File.

If you want to register a payment to the supplier invoice and the corresponding credit note, we recommend that you register the payments in the Supplier Invoice - Manual payments section, as in this section you can register a payment to more than one invoice at a time.

In the section you can select the invoices for which you want to register payments. Before posting, you can change the amount of payments and dates.

NOTE! By default, the open amount of the invoice is offered as the total sum of payment. If you have received a partial credit invoice from the supplier and you want to post a part payment corresponding to the credit on the actual invoice, you must change the amount of the payment to be posted on the actual invoice. For example, if the amount of the actual invoice is 160.00€ and the amount of the credit is -60.00€ and you do not change the amount of the transaction to be recorded in the actual invoice, the transaction will be posted at 160.00€.

After selecting the invoices you want to process and completing all the necessary edits, you can post your payments to accounting with the Post button at the bottom of the page:

After posting a part payment on the actual invoice, you can, if you wish, create a payment file from the invoice according to the description in the section Send payment / creating payment file. We recommend that you process partially paid supplier invoices in the order described in this article. If you wish, you can also first create a payment file and only then post the manual payments in the purchase invoice and its credit invoice. When doing so, you should remember to edit the amount of the invoice to be paid before creating/sending the payment file. If you send the payment in the wrong amount to the bank and you want to cancel the payment, you must contact your bank.