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E-Invoices transactions - Overview

Updated

Introduction

This article will help you navigate through the Bank Account Operations view. It also shows how to manually settle Transactions. 

This view is dedicated to the Baltic region clubs - Latvia, Lithuania, Estonia - that cooperate with one of the following e-Invoice providers: Swedbank

  • This article will be helpful to PG Champion, Administrator, Club Manager, Finance, Accounting and Club Owner. 

Before you start

Mind that you need the right permissions to be able to use the Bank Account Operations tab. Permissions for this view and all actions are available under categories System administration/E-Invoices:

  • Bank Account operations view
  • E-Invoice generation
  • Manual transactions settlement

Feature description

How to navigate to the Bank Account Operations view?

Go to PGM → Finances → Electronic Payments → Bank Account Operations.

The Bank Account Operations view consists of parsed SEPA files that were received from the bank. Here, you can see all credit transactions from the Company's account. This view can help you investigate payment transactions and will allow you to manually match transactions if a payment has been made from an unknown account.

Mind that in the Bank Account Operations view you will not only see the payments received from club members, but also payment transactions received from other associates.

Automatic invoice generation mechanism

Perfect Gym system allows you to generate e-invoices and prepare DD billing by clicking just one button. 

The flow of this generation is as follows:

  1. Click the button Generate and wait till the invoice generation process is finished (be patient, it might take a couple of minutes)
  2. Once the process is finished go to the Bookings (Billing) tab, review and accept the already generated bill run. 

Automatic payment settlement mechanism

Perfect Gym system makes an attempt to automatically settle received SEPA files from the bank. The logic of this settlement is as follows:

1. System checks if Invoice ID matches any generated e-Invoice in PG system.

Usually format of this ID looks like XXXXX/R/MM/YY where X is a number.

When format of the invoice ID is not correct that means an outstanding transaction could not be found to be matched.

2. Based on other payment information, the system will try to match the user, either by user number if it exists in SEPA file, or by bank account number if found in the database.

  • If such user exists and has e-Invoice payment in progress, they will be matched and the transaction will be settled.
  • If the user found does not have any awaiting invoices, new direct debit transaction will be added (which you can find in EPayments tab in Member profile) and contract transaction which settles first outstanding debit transaction.
  • If no user was found based on received information from the bank, PG system is not able to automatically settle the transaction. In such case you can do this manually from Bank Account Operations view.

How to load the view?

1. To load transactions you must first apply filters:

  • The file received from date / File received by date (mandatory) - defines the time frame when we received the SEPA file from the bank (it may not include transactions from that time rage). Due to large volumes of data, the maximum range you can choose cannot be bigger than one month.
  • Bank account holder name (optional) - filers transactions with the provided name
  • Bank account number (optional) - filters transactions with the provided account number
  • Invoice ID (optional) - filters transactions made with provided Invoice ID
  • Provider payment ID (optional) - filters transactions with a provided provider payment ID
  • Show only unmatched transactions - if set to 'Yes', filters transactions that during automatic processing were not matched with any expected transaction or known member and as a result are not settled in PG system.

2. When necessary filters are set click Show.

How to read the view?

  • Is Settled - indicates if the transaction is matched and settled in the PGM system, marked as green if true.
  • Bank Account Holder Name - the name of the bank account holder, it may not be the same as the member's name. It could be payer's name or the name of the company from which you received payment.

Transactions from associates and contractors are not automatically settled in the PG system. But it is still possible to manually settle them for selected members.

  • Matched member - name of the member for which payment was settled. You can go to the member's profile by clicking the name from the selected row.
  • Amount - transaction amount
  • Bank account number - number from which you received payment. It could be the bank account number of the existing members that are attached as a payment source or the bank account number of the payer which is not known to the PG system.
  • Invoice ID - when payment was done correctly, it should be Invoice ID assigned by the PG system. In other cases, it can be any value that was provided by the bank.
  • Provider Payment ID - ID of the transaction which is assigned by the bank.
  • Operation Date - the date the transaction was posted to the company's account.
  • View entry - action button that allows you to see more details about a single transaction. It is part of the parsed XML file. To read it properly you need to be familiar with SEPA camt.053.001.02 format.
  • Settle - action button that allows you to manually match transactions and settle full payment amount for selected member. Additional permissions are required to use this feature.

How to settle unmatched transactions?

When you click the Settle button, a new pop-up window will be displayed. Here, you can enter the details of the user whose transaction should be settled.

  1. Select member - you can search by name, user number or email address.
  2. Select the associated contract to which transaction will be added.

3. You can additionally pick debit transactions that should be settled with the payment amount, although it is not necessary. 

  • If there are no associated transactions selected, the oldest unpaid transactions will be settled.
  • If there are no available options to match, an overpaid transaction will be added for future settlements.

4. You also need to provide a description of your transaction.

5. After a successful settlement, you will see a new manual contract transaction in Member profile. 

 

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