Introduction to submitting payments
You need an active bank connection. See the following article for more information: Set up a bank connection
First of all: You cannot pay invoices directly from KLARA; we are allowed to transmit your bank transactions. Once you have posted supplier receipts with “initiate payment,” you can submit the payments.
Once you have posted invoices in KLARA and indicated during posting that you still want to pay them, the posted invoices appear under Accounting >Pay.
Requirements and information:
Before creating a payment file, you should note the following:
| Information | Requirement / rule | Note |
|---|---|---|
| Authorization | Only the user who set up the bank connection may submit payment files | For example, if User A sets up the connection and User B processes the payroll, the payment file will not be transferred to e-banking. Applies to all bLink banks (Credit Suisse, UBS, Zurich, Bern and Zug Cantonal Banks, Valiant) |
|
Value date:
|
Must fall on a banking business day. No earlier than the next business day. |
On public holidays/weekends, the payment file will be rejected and not transferred. Not all banks accept payments for “today”; changing the date to “today” may be possible when approving the payment in e-banking if the bank allows it |
| Currencies | Cannot be mixed | A separate payment file must be created for each currency. |
| Process | Must always be completed in full | Don’t forget to confirm the payment in e-banking. KLARA is not authorized to execute the payments. |
After you have posted receipts with “Receipt not yet paid, initiate payment,” they are listed under Accounting > Pay.
Here, you can select the invoices and create a payment file. This payment file can then be transmitted to e-banking. You can still remove specific receipts here if, for example, you have already paid them after all or do not want to execute them yet.
Use the “Transfer to XX” button (1) to transmit the file to e-banking. The button will then turn green, indicating that the file has been transferred. To complete the process, click the “Done” button (2) at the end.
Please also note that, depending on the bank, the file may additionally need to be approved in e-banking. With most banks, we only have authorization to transmit the file.
Tip: KLARA automatically saves all payment files after they are created under “Company/Documents/Payment files.” You can access these files at any time if, for example, the transfer to e-banking was unsuccessful.
Error message when submitting a payment
An error message often appears if the points mentioned above are not observed—for example, if the value date falls on a weekend or the user is not authorized. Bank details are incomplete.
In this case, the file can only be uploaded manually. This means that you can download it under “Company/Documents/Payment files” and upload it manually in e-banking.
When downloading the payment file, always click the following download button: