Leverantörsbetalningar User Manual
Contents
1. 5 6 Cancellations and date amendments sia ssicccaticsiceiuiatacciaacinintiunteniatadiwudsaunabdiadtateiwitebas 22 5 6 1 How do you make cancellations and date amendments cssceesees 22 50 2 PIMC SI DCS sa occ Senreltepnnassuvasladepsastnosetinnntseiladiadp o eaaa aaee aAA re DEEPEN Raae 22 5 6 3 Choose the right fOrM ssseessessesssosesosessseesseeesseesseessosessseesseesseesseessseessoes 23 5 6 4 Specify CUITENCY ag cesciioatbandand ye heahusassaasedainapveaseiovacniaceensaeadaaraepunarnsacaiiawaionn 23 5 6 5 When does Bankgirot need cancellations and date amendments 23 5 7 Cancelling a fixed information PECOIA 1 5 ibsecesccouncetecssadeconedesecennsedncedenedodesonedoposennaeneedias 23 5 8 Report comments and explanations ccccsscessccessccesssecesseecessecesseecesseecesseeessseeesaes 23 5 8 1 Comments in the Rejected payments PEPOTt ccsscesssecesseecseseecsseeeesseees 23 5 8 2 Comments in the Cancellation Amendment report ccsccesssceeesseeeeseees 26 G Contact channels and SOC Messe ciniia scensdectsansdereodaiioaveinssntsaundessnaadousenisadianibeclnannieaees 29 Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 3 29 1 Introduction This is the user manual for Leverantorsbetalningar or Supplier Payments in English The manual includes detailed information about Leverantorsbetalningar and is aimed at readers who w2. e Bankgiro number or PlusGiro number e OCR reference number or other invoice reference e Payment date Taxes and customs charges If you are going to pay taxes or customs charges via giro transfer specify e The pre printed reference number on the deposit slip as the payment reference tax payments 13 digits customs 10 digits e The due date as the payment date Tip When paying you can also generate the necessary reference number at www skatteverket se type OCR in the search box 5 2 3 Correct information for credit transfers If you are going to make a credit transfer specify the correct clearing number and account number Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 16 29 Tip e Always use the same money order number for the same payee on every payment occasion so you can set off credit invoices and deductions as well as make cancellations and date amendments e Never use Only zeroes 0 as a money order number The same money order number for different payees Notification If you need more space for information to the payee use a credit transfer with notification The information appears in both the notification sent to the payee and your report Reference For information on how to do this refer to the documentation for your accounting program or contact your software supplier This table shows how to specify the clearing number for credit and salary t
3. number bankgiro number has been used No amount specified No payment date specified The cancellation date amendment has not been made as there was no payment matching the information on the cancellation date amendment form The specified amendment code is not available for payments to PlusGiro numbers Use another amendment code Reference The correct amendment code can be found on form BG1098 Download this form from www bankgirot se under Services Outgoing payments Supplier Payments Select Manuals and forms in the Downloads section The specified amendment code does not exist Action Use another amendment code Reference The correct amendment code can be found on form BG1098 Download this form from www bankgirot se under Services Outgoing payments Supplier Payments Select Manuals and forms in the Downloads section Your company s customer number is not specified Action Check your customer number Information on payee incorrect or missing The new payment date is missing or contains non numeric characters The new payment date is incorrect bankgirot Page 27 29 Comment Explanation Action Original amount Shows the original amount of the credit invoice when the remainder has been cancelled Note The cancellation has been made and does not need to be resent Information classification Open Leverant rsbetalningar User Manual a l Iro February 2015 Page 28 29 6 Contact cha
4. 29 Term Sample files Anti tampering protection Giro transfer Internal payments Communication method Money order Credit transfer Credit initiation Credit invoice Customer number Information classification Open Leverantorsbetalningar User Manual February 2015 Definitions Sample files provided at www bankgirot se that the company can process to test how its accounts ledger handles different reports A useful tip is to refer to the technical manual for Leverantorsbetalningar This is available at www bankgirot se under Services Outgoing payments Supplier Payments Select Forms and manuals in the Download section For security reasons all files containing payment instructions that are sent to Bankgirot must be provided with electronic anti tampering protection This anti tampering protection can be a digital signature or authentication A payment method The transfer of money between two bank accounts via the bankgiro numbers of the payer and the payee A payment type Payments between parent companies and subsidiaries with accounts at the same bank The method a company uses to send files to and retrieve files from Bankgirot A payment method The payer has no details of the payee s bankgiro number or bank account A money order is sent to the payee s postal address for redemption at a bank A payment method A payment to a bank account A file based on payment instructions and sent to the pa
5. shun buiesiobpesecs ve kbs pesantdeummonsepunenaddetaanwieunwnins 12 3 L8 File transfer 2545 onaycrnrnnsteen ereer e Ei E a E 13 32 OPUONS oa ee veces ces vee feces AOOO A A RASARE RANER 13 3 2 1 Extended Reporting spcsnsissdnicnbatouleaissviccntiewonsniinn cess esr bncuten eb eutbesiicedsicedbcens 13 E PARTE ON US EEEE aa ceuicets elven E EE 13 4 PTA SUS osoen adresen a a eee ace ste tae aie vied due eben EAN EAEE aa aces 13 41 Agreement with Hank adept eieae leat ata at EEE R 13 4 2 Separate agreement for international payMeNtS cccccssecsseeeseeeseesteesseesseeeeeesseeeees 14 4 3 Adapting business SYSTEMS sssini sedere pieier i ieie eiieeii 14 4 4 Anti tampering protection and passwords cscccssccssscessesseessecessesssecsseeeseeesseesseeeees 15 4 5 Communication Method Une Aen mene mn naea errr aE rr epee EERE ear ar rr nr tree rer nr aetna trent 15 5 Using Leveranitiorsbetalinttner ccscasccesssstvvenessissveconvievdsnssaconnsvsivedasis ivannavivinestnievasselarseoans 15 Dil CUSLOMER TES lerre rnei EOE A EA AAA ERE EEE RE 15 5 2 Information in the payment initiation sseseeseeeeeeseeseessessreseessessessresresressessessresseseesee 16 5 2 1 Correct information important 5 c cnsecssnneesautcnusns ed canhelensusacubeusine sd sanivobennesssabeses 16 5 2 2 Correct information for giro transfer ccccceesecssscecssscecsseeecsseeesesseeeesees 16 5 2 3 Correct information for credit transfers ccscccssscs
6. Leverantorsbetalningar User Manual Information classification Open Bankgirocen tralen BGC AB 2013 All rights reserved a l i giro www bankgirot se Contents 1 nroductio nsen a easrnaciaascaaetceds reales a a a a aS 4 LI What is Bankgirot sessie i e E eE E E aaa 4 1 2 What is a bankgiro number ccesccssesssecssccssecessecssecssesessesssseseesessesseesssssessesesseeseess 4 1 3 Whatis Leverantors bet al ina ois ciusscssesmascniacusnntsustssassuceaatsoandianesuetscnsanomusaccuamauaabuedeete 4 2 Termsand CLEAN GINS apseciicnacdeupscuserecsaancodonsunsssdeutavbesaivotundate sabe aa a pesia ieie ini iois ae 5 3 Leverant rsbetalningar in practice yp ccqnasssusnsnasseasvanroaisnnnssstovbataneptinasagnnitucsantanece saa tieanian 9 3L Standard lal 10 90 maii e ee AAE EEE er errr EE RS 9 3 L1 Payment method and payment type ccssccessecsscecssscecssseeeesseeeesseeeesaees 10 3 L2 Automatic deferral xtc ssclins ce adiut atest daleonadutencsadieyiontee eie anen biai enoei eiia 11 3 L3 Reports from Bankgirot is siestivccassircaieneiversiontestinlen saeteesintenaasintewauneineris 11 3 14 Giro transfer to PlusGiro NUMER sssesessesseeseseseessesersseeseeseesseessessressessessees 11 32 15 Money ordeTS sroiseerenae ieee en S OE E e EO A EE EE NEEESE SiS 11 3 L6 Credit invoices and deductions sseseesseeseeseesseessesessseeserssressessrsseessesssssees 12 3 L7 International Poly CACTI cnaseivninsdoici sates
7. TK17 3 1 7 International payments International supplier invoices can be paid in certain cases Contact your bank for more information Payments of international supplier invoices can be made in the same file as Swedish payments This table shows how it works Step Description 1 Your company sends depending on the agreement with the bank a special payment order reconciliation order to the bank at the same time as the payment initiation for international payments 2 Bankgirot separates the international payment instructions and forwards them to your bank 3 The bank makes the payments and reports back to your company Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 12 29 3 1 8 File transfer The company can choose between several different communication methods for sending the payment initiation to Bankgirot Reference Descriptions of the communication methods are available at www bankgirot se 3 2 Options Contact your bank to access any of the options 3 2 1 Extended Reporting With Extended Reporting the company can enter an agreement for more than the standard reports on payment instructions 3 2 2 Reports The following optional reports are available e Payments specification with salary details e Payment monitoring by customer number e Audit report e Returned money orders Reference Read more about reporting in the section Payment Instruction Reports from Ban
8. ayment order The payment order assigns Bankgirot the task of executing the payment instructions sent in a payment initiation You send the payment order electronically to Bankgirot at the same time as you send the payment initiation 5 3 1 Different banks different procedures The Swedish banks have different procedures as regards the requirement to send a payment order to Bankgirot in conjunction with payments The following alternatives exist e Submitted payment initiations comprise approved payment orders e An electronic payment order ELU must be sent e A special payment order for international payments must be submitted to the bank Check with your bank to find out what applies 5 4 When does Bankgirot need the payment initiation 5 4 1 Bankgirot s processing days Your payments are processed on bank days If you have specified a non bank day as the payment date the payment is not processed until the next bank day Act in good time We recommend that you send the payment initiation as far in advance as possible Bankgirot monitors the payment date and you have time to correct any errors and avoid late or incorrect payments 5 4 2 Time limits This table shows the latest times that the different types of payment instructions must be received by Bankgirot Note The time limits also apply to cancellations and date amendments Payment type Received by Bankgirot no later than e Supplier payments 19 00 the bank day before the payment da
9. characters Incorrect currency code The specified currency is not permitted 5 8 2 Comments in the Cancellation Amendment report The Cancellation Amendment report can include comments describing the different errors that have arisen in conjunction with cancellations or date amendments Note All cancellations or amendments with any of the following comments must be rectified and resent to Bankgirot unless otherwise indicated in the table Comment Explanation Action Specified date incorrect missing Specified date incorrect or contains non numeric characters Specified date unreasonable The date does not exist Specified new date passed The specified payment date had already passed when Bankgirot received the payment instruction Payer BG no incorrect Your company s bankgiro number is incorrect Information classification Open Leverant rsbetalningar User Manual a I giro February 2015 Page 26 29 Comment Payer BG no does not match customer no Amount incorrect missing Payment date missing Payment record s missing Incorrect amendment code for PGBET Amendment code incorrect Customer number missing Payee incorrect missing New date incorrect missing New date unreasonable Information classification Open Leverantorsbetalningar User Manual February 2015 Explanation Action Your company s bankgiro number does not match the specified customer number Action Check that the right customer
10. e used as a money order number The same money order number must never be used for two different payees All companies receive reports on executed unexecuted and monitored payments Reporting comprises a number of reports that can be received on file and or paper The company can choose how often the reports are sent With the Extended Reporting option the company can receive reports other than those included in the standard agreement 3 Leverantorsbetalningar in practice 3 1 Standard functions This table shows how Leverantorsbetalningar works Step Description 1 The company sends a file the payment initiation containing payment instructions to Bankgirot Bankgirot monitors the due dates 2 Bankgirot sends a debit initiation for a balance check inquiry to the company s bank on the payment date The bank day before pay day in the case of salaries 3 Bankgirot compiles payments in SEK and EUR for Bankgirot s clearing service Bankgirot s clearing service sends settlement instructions in SEK to RIX and in EUR to TARGET 2 where the money in each currency changes banks 4 Bankgirot sends a credit initiation to the payee s bank and reports the event to the company Information classification Open Leverant rsbetalningar User Manual February 2015 sa 9 bankgirot 3 1 1 Payment method and payment type With Leverantorsbetalningar a company can make several types of payments in several different ways There are four diff
11. erent payment methods e Giro transfer e Credit transfer e Money order e Set off against credit invoice or deduction Since different payments such as salaries and taxes must be handled differently payments must be classified into types There are five different payment types e Supplier invoices Salaries Taxes Payments to PlusGiro numbers Internal payments This table shows which payment types can be combined with which payment methods as well as which currencies can be used Payment Payment method Payee Currency type Supplier e Giro transfer Accounts in all Swedish Swedish kronor invoices e Credit transfer banks or euro money e Money order orders only SEK e Set off against credit invoice or deduction Salaries e Credit transfer Accounts in all Swedish Swedish kronor e Money order banks and to personal or euro money e Set off against credit accounts at Nordea orders only SEK invoice or deduction Taxes Giro transfer Swedish Tax Agency or Swedish kronor Swedish Customs bankgiro number Payments to Giro transfer PlusGiro numbers and Swedish kronor PlusGiro Nordea accounts numbers Information classification Open Leverant rsbetalningar User Manual a I giro February 2015 Page 10 29 Payment Payment method Payee Currency type Internal e Giro transfer Accounts in all Swedish Swedish kronor payments e Credit transfer banks or euro money e Money order orders only SEK e Set off against credit invoice or deduct
12. errors that have arisen in conjunction with payment Note All payments with any of the following comments must be rectified and resent to Bankgirot unless otherwise indicated in the table Information classification Open Leverant rsbetalningar User Manual a I giro February 2015 Page 23 29 Comment Deduction credit invoice cannot be sent to Swedish Tax Agency bankgiro number Deduction amount greater than payment or different account numbers addresses Incorrect deduction day Deduction record rejected last payment date passed Bankgiro number lacks payee account Deregistered bankgiro number Bank account missing for credit transfer Non numeric amount Payment approved excess information record s rejected Payment instruction received too late Information classification Open Leverantorsbetalningar User Manual February 2015 Explanation Action The Swedish Tax Agency does not accept credit invoices deductions Action Contact the Swedish Tax Agency A payment and a deduction are rejected because either e The deduction amount is greater than the payment or e The account numbers addresses are different Note Always reported together with the comment Payment rejected due to following record Deduction day missing or incorrect The specified payment date has passed without the deduction being utilised set off The account has been closed by the bank Action Contact the payee T
13. g wrong If the money order is incorrectly addressed Bankgirot reports this address fact The payer s account is reimbursed Redemption of money Payees can redeem Bankgirot Money Orders at banks throughout orders Sweden as well as at stores in the Voucher Redemption network Information classification Open Leverant rsbetalningar User Manual a l Iro February 2015 Page 11 29 Reporting unredeemed Bankgirot reports any unredeemed money orders The money is money orders reimbursed no earlier than 12 days after the expiry date Many money orders If the company is to issue more than 10 000 money orders on the same payment date special arrangements must be made with the bank Contact your bank 3 1 6 Credit invoices and deductions Set offs against credit invoices and deductions can be made in Swedish kronor and euro This table presents the different set off options Type How it works Monitoring Deduction The entire credit invoice is set off on the same The company payment date as the outgoing payment monitors the Transaction code TK15 decion Credit invoice with The credit invoice is set off completely or Bankgirot monitoring partially each time an outgoing payment is made monitors the Transaction code TK16 to the invoice recipient deduction Credit invoice with The credit invoice is set off in its entirety the monitoring of entire first time the entire credit amount is covered by amount an outgoing payment Transaction code
14. he bankgiro number has been deregistered by the bank Action Contact the payee No account number specified in the payment initiation The amount contains non numeric characters The payment has too many information records max 90 for payments to bankgiro numbers nine for payments to PlusGiro numbers Note The payment is approved and does not need to be resent The specified payment date had already passed when Bankgirot received the payment instruction bankgirot Page 24 29 Comment Explanation Action Payment rejected due to following A payment and a deduction are rejected because record either e The deduction amount is greater than the payment or e The account numbers addresses are different Note Always reported together with the comment Deduction amount greater than payment or different account numbers addresses Incorrect currency for money order Money orders can only be made in Swedish kronor Error in OCR number incorrect The OCR reference number has an incorrect check check digit digit Error in OCR number incorrect The OCR reference number has an incorrect length length First monitoring date incorrect First monitoring date missing or incorrect Credit transfer to bank not The payee s bank is not connected to Bankgirot connected to Bankgirot Recipient missing No bankgiro or money order number specified in the payment instruction Payee s bankgiro number non The bankgiro number contai
15. ill e Makea decision on whether to use Leverantorsbetalningar e Adapt the company s procedures to be able to use Leverantorsbetalningar 1 1 What is Bankgirot Bankgirot is a European clearing house tasked with delivering market leading solutions in the payments area that increase customers competitiveness As the only clearing house for mass payments in Sweden Bankgirot has a central role in the Swedish payments infrastructure and processes the great majority of these types of payments The bankgiro system is e Anopen system for both payers and your company e The link between payers and payees All payment institutions operating in Sweden can sign an agreement to participate in the bankgiro system Bankgirot processes payments and information about incoming and outgoing payments for all parties Regardless of your bank connection e Asapayee you can receive payments from all payers e Asapayer you can reach all payees Within the framework of the bankgiro system Bankgirot has established collaborations with several of the largest business accounting and communication software companies Together we create efficient business solutions for all payment needs saving your business both time and money 1 2 What is a bankgiro number A bankgiro number is an address that points to a bank account number A bankgiro number can be associated with the bank and account number of your choice When you want to receive payment you simply
16. instructions sent in a payment initiation It ELU must be sent to Bankgirot at the same time as the payment initiation Note The banks have different procedures for payment orders Payment method There are four different payment methods e Giro transfer Credit transfer Money order Set off against credit invoice or deduction Payment initiation The file the company sends to Bankgirot containing the payments to be made Payment instructions The payments Bankgirot accepts and processes Payment type Since different payments such as salaries and taxes must be handled differently payments must be classified into types There are five different payment types e Supplier invoices Salaries Taxes Payments to PlusGiro numbers Internal payments Check digit A check digit that always appears last in for example an account number an OCR reference number or a bankgiro number Date amendment form Forms used to amend the date of records in a payment initiation or of the entire payment initiation Debit initiation A file based on payment instructions and sent to the payer s bank for debiting the payer s bank account Automatic reconciliation Payees receive their reports in files from Bankgirot so that they can reconcile their payments automatically ELU An abbreviation of Elektronisk Utanordning an electronic payment order Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 6
17. ion 3 1 2 Automatic deferral Automatic deferral means that the final payment date can have passed when the payment initiation reaches Bankgirot The standard value is 20 days though anything from 1 to 40 days can be specified Reference Contact your bank if you want to change the standard value 3 1 3 Reports from Bankgirot The company receives a report on all events in the Leverantorsbetalningar service Reporting comprises a number of reports that can be received on file and or paper The frequency of the reports can also be selected These reports are available as standard e Payments specification with salary details and payment types e Reconciliation report payment monitoring e Stopped payments e Rejected payments e Cancellations date amendments Reference For more information on reports from Bankgirot see the section Payment Instruction Reports from Bankgirot 3 1 4 Giro transfer to PlusGiro number In some cases giro transfers can be made to PlusGiro numbers For more information contact the bank 3 1 5 Money orders Money orders Bankgiro Money Orders in Swedish kronor can be made out to payees without a bankgiro number or bank account This table describes the money order process Event Handling Printing and posting Bankgirot prints the money orders on the payment date and sends them by post to the payees The money orders are valid for about six weeks and the expiry date is printed on the money orders Reportin
18. kgirot 4 Prerequisites 4 1 Agreement with bank The company signs an agreement with its bank on Leverantorsbetalningar for a new or existing bankgiro number This table lists the details that the agreement between the company and the bank must include Detail Comment Bankgiro number Which bankgiro number or numbers to use Customer number Existing or new assigned by Bankgirot Automatic deferral The maximum number of days that may have passed since the final payment date when Bankgirot receives the payment initiation The standard value is 20 days though up to 40 days can be specified Chosen communication method Reference See Communication method below Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 13 29 Options Report address How you receive your reports How often you receive your reports Name s and phone number s of the contact s at the company for issues concerning e Finances e IT e Passwords e Security The date on which you can start using the service Extended Reporting the reports chosen by the customer Where the reports will be sent For printed reports One of the following e The company s address e The company s bank e The company s service bureau For electronic reports A customer number or service bureau number for electronic reports You can receive your reports on paper and or on file When the reports will be se
19. ll transactions via a bankgiro number since the previous report was sent as well as outstanding monitored payments Payments that the bank has stopped after the balance check inquiry Payment instructions containing errors and therefore not processed Information classification Open Leverantorsbetalningar User Manual February 2015 Delivery method e File e Paper e Paper e File e Paper e File e Paper e File e Paper Page 20 29 Delivery time e Periodic e Daily e Schedule e Daily e Periodic e Daily e Periodic only on paper Daily Daily Comment Payment types e A Salary e B Taxes e C Supplier payments e D Internal payments e P Payments to PlusGiro numbers Payments specification on file includes all salary details A good basis for liquidity planning if you have many bankgiro numbers Important information on unexecuted payments Comments in the report indicate the error source bankgirot Report Cancellations and date amendments 5 5 5 Contents Delivery method Executed and e File unexecuted cancellations and date Paper amendments Options Extended reporting Delivery time Daily Comment Comments in the report indicate the error source The table describes the optional reports available in Leverantorsbetalningar Report Payments specification with salary details Payment monitoring by custome
20. nitions This table lists Bankgirot s definitions of the terms associated with the Leverantorsbetalningar Service Term User manual Automatic deferral Deduction Information classification Open Leverantorsbetalningar User Manual February 2015 Definitions A manual that describes a service how it is used and howa company adapts its procedures to use the service Specifies the number of days that may have passed since the final payment date when Bankgirot receives the payment initiation The standard value is 20 days though up to 40 days can be specified A negative payment instruction with a specific deduction date The payer must monitor the deduction to ensure that there is a payment instruction in the same currency on the same day against which the deduction can be made If there is no payment instruction to match the deduction on the specified payment date this is entered in the Rejected payments report bankgirot Page 5 29 Term Definitions Bank day All days except Saturdays Sundays Epiphany Good Friday Easter Monday First of May Ascension Day Sweden s National Day Midsummer Eve Christmas Eve Christmas Day Boxing Day New Year s Eve and New Year s Day all according to the Swedish calendar as well as any other days currently stipulated by the Swedish Act 1989 253 on Public Holidays Electronic payment An electronic payment order that assigns Bankgirot the task of order executing the payment
21. nnels and addresses Contact channels and addresses Bankgirot s Customer Telephone fax and e mail to Customer Service can be found at Service www bankgirot se under Contact www bankgirot se contactus Postal address Bankgirot s postal address Bankgirot 105 19 Stockholm Website Why not visit our website www bankgirot se where you can find the latest information on our services frequently asked questions manuals and printed materials Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 29 29
22. ns non numeric numeric characters Payee s bankgiro number incorrect The bankgiro number has an incorrect check digit Action Contact the payee Payee s bank account inoorrect The bank account number has an incorrect check digit Action Contact the payee Payee s bank account non numeric The bank account number contains non numeric characters Payee s clearing number incorrect The clearing number for the payee s bank is incorrect Action Contact the payee Payee s name and or address Name and address missing for a payee without missing bankgiro number February 2015 Page 25 29 Information classification Open Leverant rsbetalningar User Manual a I giro Comment Explanation Action Mandatory transaction code Valid transaction codes missing een Action Check your software Unreasonable date The date does not exist Records received in incorrect order The transaction codes do not comply with the established layout Check your software Final monitoring date incorrect Final monitoring date missing or incorrect Stopped after balance check The bank has stopped the payments inquiry Contact your bank Action Contact your bank Original amount Final monitoring Shows the original amount of a credit invoice when a date reached remainder has been rejected due to the final monitoring date having passed Incorrect money order number The money order number has an incorrect check digit or contains non numeric
23. nt One of the following e Daily e Periodically or e According to a schedule Note If any of the above information changes contact your bank branch No earlier than the day after the agreement is signed two bank days in the case of Other communication 4 2 Separate agreement for international payments Your company must have a separate agreement with the bank to process international payments via Leverantorsbetalningar If you want to process international payments contact your bank for help and advice 4 3 Adapting business systems In order to use Leverantorsbetalningar the company s suppliers ledger must be adapted to the service This table shows where you can find more information about the business system What do you want to know more about Information classification Open Leverantorsbetalningar User Manual February 2015 Page 14 29 Reference bankgirot How Leverantorsbetalningar will Contact the company s software supplier work with your current business system If the company uses proprietary software see the record and file descriptions in the technical manual for Leverantorsbetalningar This is available at www bankgirot se under Services Outgoing payments Supplier Payments Select Forms and manuals in the Download section Communication and security For communication and security solutions solutions e See Communication method below or e Contact the company s software sup
24. plier 5 Using Leverantorsbetalningar 5 1 Customer test To check that everything works you can perform a test at Bankgirot that returns the test results as soon as possible Information classification Open Leverant rsbetalningar User Manual a l Iro February 2015 Page 15 29 This table shows how it works Step Description 1 Your company creates a file from authentic material 2 Your company sends the file to Bankgirot as a test file 3 Bankgirot or the bank if testing international payments sends confirmation of a successful test Tip You can use the sample files available at www bankgirot se to help you create report files 5 2 Information in the payment initiation The payment initiation is the file you send to Bankgirot containing the payments to be made Separately or together with a payment order it comprises a payment instruction to Bankgirot 5 2 1 Correct information important It is important that all information in the payment initiation is correct so that the payee can identify who has paid and what the payment is for Always check e Bankgiro number account number and money order number e Reference number from the invoice such as an OCR reference number or invoice number If this information is incorrect it is more difficult to reconcile payments especially for payees that use automatic reconciliation 5 2 2 Correct information for giro transfers If you are going to make a giro transfer specify
25. plier 4 4 Anti tampering protection and passwords The file must contain anti tampering protection in one of the following forms e A digital signature e Batch authentication or e Section authentication Reference For more information on anti tampering protection with authentication see Anti tampering protection with authentication It can be found at www bankgirot se Upon signing an agreement with the bank on Leverantorsbetalningar if your company has chosen Other communication method you will receive authentication keys for anti tampering protection together with passwords from Bankgirot or your bank If your company uses the same customer number and the same contact for other services the company will automatically receive the same password and authentication key for anti tampering protection for Leverantorsbetalningar The same authentication key for anti tampering protection and the same password can be linked to several customer numbers Contact your bank for more information 4 5 Communication method Payment instructions and reports are sent between your company and Bankgirot by file transfer There are several different solutions for communicating with Bankgirot Information on the available communication methods can be found at www bankgirot se Reference The business system your company uses may only offer support for a particular communication solution For more information on this contact your company s software sup
26. purpose is to enable the payee to identify the payer and the payment A parameter that identifies a payment to a payee This could be for example an invoice number a customer account number an OCR reference number or some other reference A payment type A payment wherein the payee is a state agency such as the Swedish Tax Agency or Swedish Customs A user guide with record and file descriptions Mainly aimed at software companies and companies that develop proprietary software Conducted to verify that the information in the files complies with the specified layout Testing is not mandatory Every record in a file has a transaction code Tk In Leverantorsbetalningar for example e Apayment TK14 e A credit invoice TK16 TK17 e Anaccount number record TK40 For more information see for example the technical manual for Leverantorsbetalningar Page 8 29 bankgirot Term Money order number Reporting Definitions A mock bankgiro number used for credit transfers and money orders to tie name and address details to the correct payment instruction The money order number e Is often created automatically by the accounting system e Comprises a maximum of five digits and one check digit which can be replaced with a blank e Isnot reported to the payee only to the payer Always The same money order number must always be used for the same payee on every occasion Never Zeroes 0 alone must never b
27. quote your bankgiro number you never need to provide your account details The actual account is always hidden from the payer If you change banks you can keep your bankgiro number and your bankgiro payments will continue to arrive just as before 1 3 What is Leverantorsbetalningar Leverantorsbetalningar or Supplier Payments in English is a comprehensive payments service that your company can use for paying supplier invoices salaries and taxes to bank accounts in Sweden You send in your payment initiation when convenient and Bankgirot monitors and makes your payments on the chosen payment dates Payments can be made in Swedish kronor and euro Payments can be made via February 2015 Page 4 29 Information classification Open Leverant rsbetalningar User Manual a I giro Giro transfer Credit transfer Money order can only be made in Swedish kronor Set off against credit invoice or deduction With Leverantorsbetalningar you can even make international payments through your bank The table lists the most important advantages offered by Leverantorsbetalningar and shows how they benefit the customer Advantage Customer benefit Payments on the right dates Interest gains e Norisk of reminders or interest on overdue payments Cost savings e Reduced printout fees to the bank e Simple matching of debit and credit items Time savings e Automatic payment reconciliation e One suppliers ledger for all payments 2 Terms and defi
28. r number Audit report Contents Delivery method Executed payments per payment date and credited account number Supplemented with Paper e The payee s name for payment to bankgiro number e Account number and amount for salary Reference For information on credit invoices and deductions see Credit invoice and deduction reports Total amount per payment date for all remitting bankgiro numbers linked to the same customer number Paper The payment instructions Bankgirot is monitoring from a specific occasion Paper Information classification Open Leverantorsbetalningar User Manual February 2015 Page 21 29 Delivery time e Periodic e Daily Daily e Schedule e One off orders Comment A good basis for liquidity planning if you have many bankgiro numbers Sorted by payee number or payment date bankgirot Report Contents Delivery Delivery Comment method time Returned Money orders File Daily Replaces payment money orders returned due to statement The P money is eed eu transferred by P credit transfer e Money order had incorrect payee address 5 5 6 Credit invoice and deduction reports This information applies to the reports Payments specification with payment types and Payments specification with salary details Credit invoices with monitoring For credit invoices currently being monitored Bankgirot reports Original amount and processing date e Hi
29. ransfers to accounts at Nordea and Swedbank If the account is then use at Nordea e Clearing number 3300 for payments to accounts based on civic numbers e Clearing number 9960 for payments to PlusGiro accounts Swedbank Only the first four digits of the bank s clearing number The fifth digit the check digit is not included 5 2 4 Correct information for money orders If you are to send a money order to a payee with no bankgiro number or bank account specify the payee s name and address 5 2 5 Correct information for setting off credit invoices and deductions If you are to set off a credit invoice or a deduction specify the same payee bankgiro number money order number as for the invoice or invoices against which the credit invoice or deduction is to be set off You can also make credit invoices and deductions in Swedish kronor and euro by e Giro transfer to bankgiro number e Credit transfer e Money order only in Swedish kronor Note The Swedish Tax Agency and Swedish Customs do not accept credit invoices and deductions It is not possible to request the repayment of taxes and customs charges by setting them off against credit invoices or deductions in the payment initiation Deductions and credit invoices for taxes or customs charges received by Bankgirot via Leverantorsbetalningar will be rejected Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 17 29 5 3 P
30. scssscesrcesssessesensesssees 16 5 2 4 Correct information for money OLCETS cccessecesscecssecesssssessseseseseeeeeneees 17 5 2 5 Correct information for setting off credit invoices and deductions 17 53 Payment CG sssrini a E EEEE EKGs 18 5 3 1 Different banks different procedures cc cccssssecssssesssssecsssesssseeseseeeseseees 18 5 4 When does Bankgirot need the payment initiation ccseessecssessseeeseeeseesseeeseeees 18 5 4 1 Bankgirot s processing CaS xicsssesscsivanesteancisidivacssneevcheiesvaessdanmasennieensianeres 18 54 2 Time MAIS resres ces ven e E a e E A E 18 Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 2 29 5 5 Payment Instruction Reports from Bank girot jicicactsnetsunsuantusndenndaaniadasnsssnadnseanbeausedanedinn 19 5 5 1 Reports on file or PACT i xcisdccincessaveshovennstaieboctnniovetsendipsninselastsncowusaisansbaamirenynein 19 5 5 2 What are Reports on GC asses scscccsievesscnssicccessacedessaidiednedsdednenssndenneasvelavbuewesneats 19 59 9 Delivery UME sori rors anr vs RE A REE satan AEE EEES 19 DOE Standard reports scsvecivinsacivavedantivavnccdsbundenssabvonnineleinecsionciaemeaisnvuiebeaocsvumousbeces 19 5 5 5 Options Extended reporting casccsccscssanescscsecsoccesssancecsdunassenavacsienenmoenessdienescoabetes 21 5 5 6 Credit invoice and deduction FEPOTTtS sscccsssecsssecssssecsssecsseecssseeesenees 22
31. story of previously utilised credit invoices with dates and amounts of partial deductions e Deduction from credit invoice this time e Remainder if the credit invoice is not set off in full e Final monitoring date Deduction A deduction has a defined deduction date and is processed as a negative payment instruction They are reported with a minus sign after the amount in this report and in notifications to the payee 5 6 Cancellations and date amendments 5 6 1 How do you make cancellations and date amendments The cancellation or amendment to the date of one or more payment instructions in Swedish kronor or euro is done either e Inthe file with the payment initiation or e Usingan electronic form you can fill in and send directly from www bankgirot se Note It is important to fill in all the information about your company and the cancellations or amendments you want to make The form must be fully completed to be processed The form must be submitted no later than 19 00 on the bank day before the payment date In the event of problems with the electronic form you can fax a copy before 19 00 to 46 8 725 70 80 5 6 2 Prerequisites There are two prerequisites for making cancellations of and date amendments to payment instructions credit invoices and deductions You must Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 22 29 e Know which type of credit invoice or ded
32. t offer support for this Reference See the software documentation for the accounting system or contact your software supplier 5 5 3 Delivery time You can choose to receive your reports in three different ways One of the following e Periodic reports delivered each time you have submitted a new payment instruction to Bankgirot e Daily reports or e According to a schedule only applies to files you can choose from the following schedules Once a week day of your choice Oncea month day of your choice First and last bank day of the month Last bank day of the month 5 5 4 Standard reports The table presents the standard reports in Leverantorsbetalningar Information classification Open Leverant rsbetalningar User Manual a I Iro February 2015 Page 19 29 Report Payments specification with salary details and payment types Payments specification without salary details Reconciliation report payment monitoring Stopped payments in balance check inquiry Rejected payments Contents Executed payments per payment date and credited bankgiro number Supplemented with the payee s name for payments to bankgiro numbers Note Reports on paper are without salary details Reference For information on credit invoices and deductions see Credit invoice and deduction reports Payments specification without salary details comes on paper and only includes a total amount for salaries A
33. te An e Taxes and customs charges earlier time may apply in the case of delivery e Internal payments to via the bank or service bureau e Payments to PlusGiro numbers Note e Also applies to cancellations and date amendments of these payment types e For payments to PlusGiro numbers the payee receives payment the day after the specified payment date Information classification Open Leverant rsbetalningar User Manual a I giro February 2015 Page 18 29 Payment type Received by Bankgirot no later than Salaries 19 00 two bank days before the payment date An earlier time may apply in the case of delivery to via the bank or service bureau Note Also applies to cancellations and date amendments 5 5 Payment Instruction Reports from Bankgirot 5 5 1 Reports on file or paper The payment instruction reports in Leverantorsbetalningar are provided on file or paper The reports are delivered in the manner your company has agreed with the bank 5 5 2 What are Reports on file Reports on file means your company retrieves reports from Bankgirot in a file that can then be directly processed by your accounting system instead of printed reports by post You retrieve the file using the communication method agreed with your bank This is most often the same communication method as the one your company uses to send files to Bankgirot Note In order for your company to receive and process reports on file your accounting system mus
34. uction the company s accounting software uses Reference For more information on this refer to the software documentation or contact your software supplier e Send the cancellation date amendment to Bankgirot after the payment initiation If the payment date was specified as GENAST immediately in the payment instruction then you can enter GENAST as the payment date in the cancellation or amendment 5 6 3 Choose the right form Be sure to choose the right form depending on the type of cancellation or date amendment 5 6 4 Specify currency Always specify the currency of the cancellation date amendment 5 6 5 When does Bankgirot need cancellations and date amendments For information on the times at which cancellations and date amendments must be received by Bankgirot see the section When does Bankgirot need the payment initiation 5 7 Cancelling a fixed information record Fixed information records are used to inform all recipients of general information such as Merry Christmas We have moved etc If you want to cancel a fixed information record send a blank record TK12 in the payment initiation Reference For a more detailed record description see the record and file descriptions in the technical manual for Leverantorsbetalningar It can be found at www bankgirot se 5 8 Report comments and explanations 5 8 1 Comments in the Rejected payments report The Rejected payments report can include comments describing the different
35. yee s bank for crediting the payee s bank account A negative payment instruction with monitoring Two available alternatives Credit invoice with monitoring Set off in full or in part against all outgoing invoice payments in the same currency to the payee until the monitoring period ends Any remaining credits are reported in the Rejected payments report Credit invoice with monitoring of entire amount Set off only when the entire amount is covered by a payment instruction in the same currency Unsettled credit invoices are reported in the Rejected payments report when the final monitoring date has passed A customer number at Bankgirot used as the address for file deliveries Can be linked to one or more bankgiro numbers A customer number is always linked to a service Page 7 29 bankgirot Term Cancellation form OCR OCR reference number Reference number Tax Technical manual Customer test Transaction code Information classification Open Leverantorsbetalningar User Manual February 2015 Definitions Forms used to cancel records in a payment initiation or the entire payment initiation Optical Character Recognition In optical character recognition printed characters are scanned and automatically registered often in conjunction with inputting data in a computer Numeric parameter that always includes a check digit and in certain cases verification of the length of the reference number Its
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