Pay suppliers with a remittance

A remittance gathers the transfers to your suppliers into a single file for you to upload to your bank: an Excel file or a SEPA XML file, the banks’ standard format. Weikos prepares the file; you make the payment from your online banking. It only exists for expenses, not for income.

You need permission

This option only appears if your access role allows it. If you don't see it, ask the person who manages your institution to review your role.

Before you start

• The invoices must be Validated, Pre-booked or In remittance, with the payment method Transfer. See Register invoices.
• Each supplier needs a valid IBAN in their bank details, as explained in Manage clients and suppliers.
• For the SEPA file, your institution needs at least one bank account of its own, set up as explained in Set up accounting.

Export the remittance

1. Go to Finance › Expenses. Filter the invoices you want to pay or select them: if you don’t select any, everything that matches the filters is used.
2. Click Export and choose Excel for remittance or SEPA XML.
3. In Remittance preview you’ll see how many invoices are exported and the total. If there are several types, untick in Types to include the ones you don’t want to pay now, for example salaries.
4. Check the ones left out and why. To fix one, open View expense or Edit contact; then export again.
5. For a SEPA file, choose the Debtor account, the account the transfers come from, and the Execution date, the day the bank should make them. The default account and the next working day are suggested.
6. Click the export button and upload the downloaded file to your online banking.

The exported invoices change to In remittance and keep the account they’re paid to.

An invoice in remittance can be exported again. If you repeat the export with the same filters, it’s included in the file again: before exporting another remittance, leave out the ones you already sent to the bank so you don’t pay them twice.

Mark invoices as paid

Once the bank has made the transfers:

1. In Expenses, choose Execution view and filter by the status In remittance.
2. Select the paid invoices and use Actions › Change status to... › Paid.
3. Confirm the change. The payment date is set to today if it was empty; to enter a different one, use Set payment date.

If it doesn’t work

• An invoice is left out because of No payment account. Neither the invoice nor its supplier has an IBAN. Add it to the supplier’s bank details.
• It’s left out because of Invalid IBAN. The supplier’s IBAN is written incorrectly. Correct it in their contact.
• It’s left out because of Payment method is not transfer or Zero or negative amount. Only transfers with a positive amount are included: credit notes aren’t paid by remittance.
• An invoice doesn’t appear in the preview. It isn’t validated, pre-booked or in remittance, or it doesn’t match the list filters.
• No bank accounts configured. Add one in General settings → Bank accounts. appears. Your institution doesn’t have its own accounts yet: add one as explained in Set up accounting.
• Data has changed since the last preview. Review the updated content before exporting. appears. Someone changed an invoice while you were exporting. Check the preview and export again.

We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.