Payments

Every approved bill flagged for payment lands here as an outgoing payment ready to leave your bank. From this page you can produce a standard PAIN.001 file for any bank in the world, or — if you’ve connected one of the supported providers — push payments out directly.

A bill joins the queue once its AP transaction is approved and has the Payment File option ticked — set it on the vendor transaction, or switch it on by default with the Payment File and Payment File for Workflow settings under System → Defaults. Credit notes never join the queue; they are offset against the vendor’s next payment via Apply credit notes.

Navigate to Cockpit → Bank Payments to open the page (requires the bank-payments permission).

Pick a bank account first#

Everything on the page is scoped to the Bank Account you choose at the top. Export, Upload to Konfipay, and Pay with Revolut stay disabled until an account is selected; Pay with Amnis doesn’t depend on the selection.

The selector itself shows a warning when the selected account is missing details needed to pay out:

• IBAN missing — the account has no IBAN or QR-IBAN configured.
• BIC missing — the account has no BIC.

Both of these block the Export button (see PAIN.001 export below). Fix them on the bank account record under System → Bank Accounts.

Status tabs — how a payment flows#

The page has five tabs. A payment moves through the first four in order; the fifth holds what you’ve removed:

Statuses only move forward — Created → Exported → Uploaded → Completed. Most of the time they progress automatically as you act on the payments; the three-dot menu on each row (or the bulk Update Status dialog) lets you advance one by hand, but never back. If something went wrong, Delete the payment — possible from any status — and Restore later returns it to the status it was deleted from.

Selecting payments#

Each row has a checkbox. A row may be unselectable, in which case the checkbox is greyed out. The reasons are deliberate and worth understanding:

• No vendor bank account — the vendor doesn’t have a bank account on file, so there’s nothing to pay to. Open the vendor’s record (pencil icon in the Vendor column) and add one under the Bank Accounts tab.
• QR-IBAN with invalid DCN — when the vendor bank is a Swiss QR-IBAN, the payment must carry a valid structured payment reference (DCN, Document Control Number). The Bank Account column shows Valid DCN in green or Invalid DCN in red — the latter blocks selection.

If none of your providers are configured, payments missing a vendor bank account are selectable for PAIN export — many banks will still accept the file and look up the IBAN downstream.

Columns worth knowing#

Payment amount, execution date, vendor, and bank account can all be changed directly in the list — see Editing payment details inline.

Batch settings — Value Date and Batch booking#

Two controls in the toolbar apply to everything you send in one go:

• Value Date — the execution date requested from the bank. Every payment in the batch is sent with this date, and the invoices are updated to match. Use it to line a whole payment run up on one day instead of editing each row.
• Batch booking — when enabled, the bank debits your account once for the whole file, and you authorise a single collective payment in e-banking instead of one booking (and one authorisation) per payment. Applies to the PAIN.001 export and the Konfipay upload. The toggle starts from the Batch Booking default under System → Defaults → Settings; flip it here to override for this batch.

PAIN.001 export — always available#

The Export button generates a standard ISO 20022 PAIN.001 payment file that any bank can accept.

The button is enabled when:

1. A bank account is selected.
2. At least one payment row is ticked.
3. The selected bank account has an IBAN (or QR-IBAN) and a BIC.

If any condition fails, hovering the button shows the reason. The Export dialog summarises everything before generating: the number of selected payments, the total amount, the transfer-fees mode, whether batch booking is enabled, and the value date. Confirm to download the file. Validation errors (e.g. payments still missing a vendor bank) are listed before generation so you know what to fix.

If your bank account hasn’t yet been configured with IBAN and BIC, add them on the bank account under System → Bank Accounts. Without them, Export stays disabled.

After export, payments move to the Exported status. Submit the file to your bank through their portal as you would any other PAIN.001.

Transfer fees#

Cross-border transfers can carry a bank fee, and you can decide who covers it. By default every payment is sent as shared — you pay your bank’s charges and the recipient pays theirs. This is the normal arrangement and the only one allowed for Swiss domestic payments and EUR payments within the SEPA area, so for those you won’t see a choice.

As soon as your selection contains at least one genuine cross-border transfer — a currency like USD, a CHF payment to an account abroad, or a EUR payment to an account outside the SEPA area (for example Kosovo or Turkey) — a Transfer fees selector appears next to the bulk actions. You can switch it to:

• We pay all fees — the full transfer cost is charged to your account, so the recipient receives the exact amount.
• Beneficiary pays fees — fees are deducted from the amount, so the recipient receives slightly less.

The chosen mode applies to both the Export file and Upload to Konfipay, and works the same with batch booking enabled. In a mixed selection the mode only reaches the cross-border payments — Swiss domestic and SEPA payments always go out as shared, no matter what you pick. If you change the mode away from shared, the adjustment is recorded on the transaction history of each payment it applied to.

Direct payment providers#

In addition to PAIN export, neoo can push payments straight to a connected provider — and, unlike a file you hand to your bank, tell you afterwards if the bank refused one. These buttons appear only once the connection is live, so a missing button usually means the connection needs attention rather than a lost permission.

When a button is disabled, the tooltip explains why — typical messages:

• “Selected bank account is missing IBAN”
• “Selected bank account is missing BIC”
• “Select a Revolut-linked bank account (link accounts under Integrations → Revolut).”
• “Please select at least one payment”

Note that your own bank account needs both an IBAN and a BIC before you can export a PAIN file or upload to Konfipay — that’s the usual cause of a greyed-out Export button, and you fix it under Bank Accounts. Your vendor’s BIC is a different matter: it is no longer required by any rail and never blocks a payment. It’s only worth filling in for genuinely cross-border transfers, where the page flags the payments that would benefit.

Amnis and Revolut you connect yourself; Konfipay is connected for you by Support. See Bank Integrations.

Konfipay status dialog#

After Upload to Konfipay, a dialog opens showing the file ID and the raw status returned by Konfipay. The dialog polls Konfipay every few seconds for an update; use Refresh now to force an immediate check. Close it any time — polling stops automatically.

When the bank rejects a payment#

A rejected payment doesn’t disappear — it stays in the Uploaded tab with a red Failed chip and the bank’s rejection reason underneath it (hover for the full message). Opening the page re-checks pending Konfipay batches automatically and warns you if payments were rejected.

If an Amnis or Revolut upload only partly succeeds, an Upload partially failed dialog lists which payments reached the bank — those will be executed and must not be sent again — and which failed, so you can fix and resend just those.

Tracing what was sent#

Every payment that has left the queue keeps a record of the send. Rows in the Exported, Uploaded, and Completed tabs show who uploaded the batch, when, and a Reference — click it to copy, then paste it into the provider’s portal to find the corresponding entry. Konfipay uses one reference for the whole batch; Amnis and Revolut assign one per payment.

To find a specific batch later, use the quick search or the Filters button with the Uploaded By, Reference, and Uploaded Date filters. The Execution Date filter narrows the list to payments scheduled within a date range — handy for reviewing what is due to leave the bank on a given day.

If you want an email whenever payments are sent to the bank — for example so a second person always knows money is moving — subscribe to the Payments Uploaded notification under Email Notifications.

Bulk actions#

Select multiple payments to act on them together:

• Update Status — opens a dialog summarising the selection and lets you move every selected payment to one new status at once. It only offers statuses that every selected payment can legally reach.
• Execution Date — sets one execution date on every selected payment that is still in Created. Rows already exported or uploaded are committed to a bank file and are skipped (the dialog tells you how many).
• The provider buttons (Amnis, Konfipay, Revolut) and Export all act on the full selection.
• A small X button next to the count clears the selection.

Editing payment details inline#

Payments can be edited only while they sit in the Created tab — once exported or uploaded, the row is committed to a bank file and becomes read-only. Until then, you can adjust four things without leaving the page:

• Payment amount — click the underlined Payment Amount on a row. Enter the actual amount to pay (must be zero or positive). Use this for partial payments or to round to the nearest unit.
• Execution date — use Edit execution date in the Dates column. Useful when scheduling a single payment for a future date (use the batch Value Date to set the whole run at once). To reschedule several payments together, select them and use the bulk Execution Date action.
• Bank account — pick which of the vendor’s bank accounts to pay, straight from the dropdown in the Bank Account column.
• Vendor — click the pencil in the Vendor column. Opens the full vendor record so you can add bank accounts, fix the BIC, update the address, etc.

Apply credit notes#

If a vendor has issued you a credit note, there’s no need to pay their next invoice in full — neoo can offset the credit against the payment before anything is sent to the bank.

When a payment in the Created tab belongs to a vendor with open credit notes in the same currency, a blue badge in the Amount column shows how many are available (hover it to see the total). Click the badge to review the application:

• Credit notes are listed oldest first, each showing its reference, date, and the amount still available. A partially used credit note shows what remains of its original total.
• The To Apply column shows exactly how much of each note will be used, and the summary underneath shows the payment amount, the credit applied, and what remains to pay.
• Click Apply to book it. Both the invoice and the credit note receive a payment entry through the Payment Transfer Account, each carrying the other document’s invoice number as its reference — so the offset is fully traceable on both sides.

A credit note doesn’t have to be used up in one go: whatever isn’t needed stays open and is offered again on the vendor’s next payment. If the credit covers the full payment amount, nothing is left to transfer and the payment moves straight to Completed.

The Payment Transfer Account is set under System → Defaults (default: 1090 — Transferkonto). Applying credit notes is unavailable until one is configured.

Where payments go after they leave#

Once a payment shows up on your next bank statement, the matching debit line will appear in Bank Matching. Match it to the AP invoice and the loop closes — the invoice is fully paid, and the bank line is reconciled, in a single action.