Outgoing Payments (Purchases)

BestInvoicing offers three methods for executing outgoing payments (= payment of your purchases):

1. Payment via QR code

2. Payment via Ponto

3. Payment via SEPA file

In order to pay your incoming purchase documents, you first need to activate the module 'Purchases' in the list of 'Apps and Integrations'. Read here how to do this.

Payment Follow Up

In the menu on the left side, a button 'Purchases' will appear. If you click it, you'll see an overview of the purchase documents you've entered. In this overview you'll immediately see which documents have not been paid yet. This is indicated by the labels in the column 'Status'.

• green button 'Paid': the document has already been paid

• yellow button with payment date: the document has not yet been paid, but falls within the preset payment date

• red button with payment date: the document has not yet been paid, and has also surpassed the preset payment date

Paying Purchases from Within BestInvoicing

BestInvoicing offers three methods for executing outgoing payments (= payment of your purchases):

1. Payment via QR code

2. Payment via Ponto
3. Payment via SEPA file

In order to use any of these payment methods, you should definitely enter the IBAN and BIC bank account information from your supplier in BestInvoicing. If this information is missing or incomplete, you will not be able to use any of the payment methods (BestInvoicing will display a notification).

Payments from BestInvoicing: QR Code

It is possible to directly pay your purchase document after you've processed it in BestInvoicing. A QR code is generated based on the registered purchase information (amount, reference, IBAN number supplier, ...).

This code appears at the bottom of the purchase summary, under 'Payments'. By scanning it using your bank app, you can immediately execute the payment to the supplier, based on your purchase data:

Not every bank is able to read and process such SEPA QR code. Please check with the banks in your specific country.

• Is your bank account connected via e.g. Ponto: the payment will automatically be linked and the status of your purchase will automatically change to 'paid' if the payment is received after you fully processed the purchase in BestInvoicing.
• If your bank account is not connected, change the status of your purchase manually to 'Paid' (green button at the top in the purchase summary window).

Payments from BestInvoicing: Ponto

If you've activated the connection with Ponto in BestInvoicing for collecting your bank transaction data, a Ponto payment button will appear at the bottom. Select your connected bank account under 'Bank Account'.

Click the green button 'Pay' to be redirected to the online Ponto environment, where you'll be able to confirm and execute the payment.

Since your bank account is connected, they payment will automatically be linked to the purchase document and its status will automatically change to 'paid'.

Payments from BestInvoicing: SEPA File

From BestInvoicing, it is possible to execute multiple payments in one go to be paid via your web banking. This is done by creating a SEPA file. The SEPA file format is the Single Euro Payments Area . xml file format that is commonly used in European countries. You collect all payment information from within BestInvoicing, export it in a structured way, import it into your own online banking environment and the payments will be executed on the future payment dates as entered by yourself in BestInvoicing.

Step 1. Enter the future payment date

When processing your purchase, make sure to add a 'Payment date'. Bank transfers to be executed based on a SEPA file will be executed two days before the date you have recorded as 'Payment date' in BestInvoicing.

In BestInvoicing you enter the due date for a payment. You want to transfer at least 1 business day earlier, so that the payment is with the supplier on the due date. If you still want to make your payments later, you have to enter in BestInvoicing e.g. the 'due date + 2 days'.

Step 2. Exporting purchases to SEPA file

In the overview of purchases, select the purchases to be paid.

Go to the blue button 'Actions' and select the option 'Export to SEPA payment file' by clicking it. This will download the SEPA file. If you didn't fill the necessary IBAN and BIC information for all your suppliers, BestInvoicing will display an error message.

When exporting, you are asked if you want to mark the exported documents as 'planned'.

If you confirm this choice by clicking 'Yes', the payment will appear as 'Planned' in your purchases list.

Step 3. Importing the payment file into your online bank environment

The SEPA file is an xml file to be downloaded on your computer. It can subsequently be uploaded to your own online banking environment.

Each bank has its own trajectory on how to do this. Please contact your bank in order to understand how you may upload and process a SEPA file.

Matching Bank Transactions to Your Payments

If you use a direct bank connection such as Ponto, payments that you executed outside of BestInvoicing can also be matched to your purchase documents. If for instance you paid a purchase with your banking app or QR code, the bank connection will retrieve the payment data and mark it as 'paid'.

Payments that can not be linked to a document, end up in the processing list. From this list you can attribute them manually to the right purchase document.