This chapter describes how to create a payment file. Typically, the payment file must then be manually downloaded to be uploaded into your banking software.
Here, the NAVAX konfipay Connector Export extension can assist you by sending the file directly to your bank via the konfipay Online Payment Services.
For more information, see the chapter Automatic Sending via konfipay (optional).
Creating a Payment File
Make Basic Settings
Ensure that the basic settings have been configured in the NCP Exports Setup.
For more information, see Setup, Exports, Exports Setup.
Create Journal Lines
Use one of the following functions to create journal lines for exporting to the payment file:
Suggest Vendor Payments: Creates journal lines based on open vendor ledger entries.
Suggest Customer Payments: Creates journal lines based on open customer ledger entries.
Suggest Employee Payments: Creates journal lines for employee payments.
Alternatively, you can manually create the journal lines. In this case, ensure that a valid value is entered in the NCP Payment Type field to correctly generate the payment file.
For more information, see Tasks, Exports, Make Payment or Direct Debit Suggestions.
Check Lines
Check the field NCP Payment File Status:
🗸 Ready: The required data is complete, and the payment file can be created.
✗ Check: The data is incomplete. Add the missing information.
Clicking the button ✗ Check opens the page NCP Exports Payment Journal - Error Text, where possible errors are listed. This page helps to quickly identify missing information.
Tip
The Payment Suggestion List can assist you in obtaining a clear overview of the proposed payment or direct debit lines.
In the Payment Suggestion List, the individual journal lines and possible errors are listed.
The Payment Suggestion List can also be used for an approval process.
Important
In some scenarios, it is possible that the journal lines have the status ✗ Check, but a payment file can still be created.
Create Payment File
Proceed as follows:
In the journal, click the action Create Payment File.
On the page that opens, adjust the desired options.
You can adjust the following data, among others:
Execution Date: The date on which the bank should execute the payments.
Direct Debit Type and Execution Date for One-Time/First Direct Debit (only for SEPA direct debits).
Charges> (only available if the XML schema of the bank account supports fees).
Confirm
Click the OK button to create the payment file.
The payment file is created, and the Payment Status field is automatically set to File Created.
Automatic Sending via konfipay(optional)
If you have installed and activated the NAVAX konfipay Connector Export extension in your Business Central, you can automatically send the payment file to your bank. To do this, enable the Synchronize option under the Bank Connection tab in the Bank Account Setup. After creation, the payment file is automatically transferred to the bank via the konfipay Connector without requiring a manual export.
For more information, see Setup, General, Bank Account Setup.
Enable Urgent Payment (optional)
Activate the Urgent Payment flag to set the execution date to the current day.
Without activation, the date is set to the next day (or for SEPA direct debits with the direct debit type "CORE - Basic Direct Debit" to the current day + 2 days).
Instant Payment (optional)
Activate the flag if you want to create a payment file with transfers that are immediately credited to the recipient's bank account.
A SEPA instant payment (also called Instant Payment) is a type of transfer where the amount is available in the recipient's account within a few seconds, 24/7, including weekends and holidays.
This option is available if the XML schema of the bank account supports instant payments for the selected payment type.
Important
For more detailed information on whether your bank supports instant payments and the associated costs, please contact your bank.
Show Summary (optional)
Activate the flag if you want to see a summary of the created payment file.
Note
The option can be preconfigured in the NCP Exports Setup with the option Summary after Creation.
Note
If the Collective Transaction option is enabled in the NCP Exports Setup window, the system consolidates journal lines for each vendor, customer, or employee into a single entry in the payment file. This allows refunds or credit memos in the journal to be offset against invoices with a higher absolute value, resulting in a single transaction in the payment file. Despite this consolidation in the payment file, the individual amounts are still posted as separate entries in the journal, ensuring detailed accounting records.
For more information, see Setup, Exports, Exports Setup.
Possible Errors in Payment File Status
The following overview lists possible errors that may occur when attempting to create a payment file. These errors are usually due to missing data or incorrect configurations.
The value for the field 'Document Type' in journal line no. 10000 must be Payment.
The value for the field Document Type in the journal line is invalid. Ensure that the field is set to Payment unless the Collective Transaction option is enabled in the NCP Exports Setup under Payment File. When Collective Transaction is activated, payments and refunds are combined into a single line in the payment file. If this option is not enabled, each transaction must have Document Type set to Payment to avoid errors.
The field 'Account No.', in journal line no. 1000 must not be empty.
The line appears to be incorrectly filled out or no account number has been provided. Check the line and ensure that all required fields are completed.
Journal line no. 0 must be applied.
The line appears to have no entry applied. You can manually add this via the action Start, Settle Entries.
The field 'Recipient Bank Account', in journal line no. 0 must not be empty.
In the line, no recipient bank account was provided. Check the line and ensure that all required fields are completed.
'SEPA Direct Debit/SEPA Transfer/Non-SEPA Transfer' must have a value in 'NCP Bank Account Setup': 'Bank Account No.=BANK'. The value must not be null or empty
The bank account setup is missing a value for one or more of the following fields: SEPA Direct Debit, SEPA Transfer, or Non-SEPA Transfer. To resolve this issue, open the bank account setup and ensure that all required fields are properly filled out. These fields are essential for generating the payment file and must not be empty.
Missing Information in Vendor/Customer Bank Account. Please check the Vendor/Customer Bank Account for completeness.
If this error occurs, the bank account must be checked for completeness.
Check the following fields:
IBAN
SWIFT Code
Not required in all countries, but necessary in most cases.
Bank Account Number
Not required in all countries, mainly for international payments.
Bank Code
Not required in all countries, mainly for international payments.
Country/Region Code
Check the customer's bank details and ensure that all required fields are filled out.
The field 'Direct Debit Mandate ID', in journal line no. 0 must not be empty.
No SEPA Direct Debit Mandate ID was provided in the line, possibly no valid SEPA direct debit mandate is assigned. Check the customer's SEPA direct debit mandates and ensure that all required fields are filled out and the validity has not expired.
For more information, see Setup, Exports, SEPA-Direct Debit-Mandates.
The field 'NCP Direct Debit Type', in journal line no. 0 must not be empty.
No direct debit type was provided in the line. Check the SEPA direct debit mandate and ensure that all required fields are filled out.
For more information, see Setup, Exports, SEPA-Direct Debit-Mandates.
The field 'NCP Direct Debit Sequence', in journal line no. 0 must not be empty.
No direct debit sequence was provided in the line. Check the SEPA direct debit mandate and ensure that all required fields are filled out.
For more information, see Setup, Exports, SEPA-Direct Debit-Mandates.
Important
Each of these errors either prevents posting the journal or creating a payment file and should be resolved.
Options, Options
The following describes the options available when creating the payment file in detail.
Bank Account No.
Enter the bank account number for which you want to create payment suggestions. This bank account will then be transferred to the payment journal lines.
Payment Type
Select the payment type for which you want to create the payment file. For all payment types that should be available or are in use, the settings must be defined in NCP Exports Setup under the Payment File section.
Execution Date
The execution date is calculated as follows: For urgent payments or instant transfers, the date is set to today. Otherwise, the date is set to the next day, except in the case of a SEPA direct debit with the direct debit type CORE - Basic Direct Debit, where the date is set to today + 2 days.
Direct Debit Type
Select from the list the type of direct debit: CORE - Basic Direct Debit, B2B - Business-to-Business Direct Debit, or COR1 - Basic Direct Debit with shortened lead time.
Execution Date for One-Time/First Direct Debit
This date is only available for SEPA direct debits with the direct debit type CORE - Basic Direct Debit and is calculated as follows: Today + 5 days.
Charges
This option is available if the XML schema of the bank account supports charges for the selected payment type.
The following options are available:
SLEV - Standard option (usually like SHAR)
SHAR - Charges are shared between sender and recipient
DEBT - All charges are borne by the sender
CRED - All charges are borne by the recipient
Note
If no specification is made, the standard agreed upon will be applied.
CRED is only possible in limited cases and only applicable if the payment either leaves the EU+EFTA area or remains within the EU+EFTA area but is ordered in a currency other than EUR or the IN currency.
(EFTA = European Free Trade Association)
Urgent Payment
This option is available if the XML schema of the bank account supports urgent payments for the selected payment type.
Note
Urgent payments must be agreed upon with the bank.
Instant Transfer
This option is available if the XML schema of the bank account supports instant transfers for the selected payment type. Unlike traditional transfers, which can take up to one banking day, the amount is immediately available with an instant transfer.
The amount is transferred to the recipient's account within a maximum of 10 seconds. This function is available 24/7, including weekends and holidays.
Note
As of January 1, 2025, all banks in the European Union are required to offer the receipt of instant transfers in euros without additional costs. Contact your bank for more information.
Show Summary
Indicates whether a summary should be displayed after creating the payment file. For more information, see the chapter Payment File Summary.
Note
The option can be preconfigured in the NCP Exports Setup with the option Summary after Creation.
Send After Creation
Indicates whether the payment file should be sent to the bank via the konfipay Connector after creation.
Note
The option can be preconfigured in the Bank Account Setup with the option Automatic Sending with konfipay.
Payment File Summary
After successfully creating a Payment File using the Create Payment File action, the page NCP Exports Payment File - Summary automatically opens. If this does not happen, you can enable the option Summary after Creation. This option can also be preconfigured in the NCP Exports Setup.
The page NCP Exports Payment File - Summary displays all important information about the created file, such as settings, amounts, and the number of created payment notifications. You can also check whether the notifications have been printed or sent.
For more information, see Tasks, Exports, Payment Notification E-Mail Suggestion.
NCP Exports Payment File - Summary, Fields
Entry No.
Displays the entry number assigned to the clearing entry. The application assigns a unique number to each clearing entry.
Creation Date
Displays the creation date of the payment file.
Payment Type
Displays the payment type of the payment file.
Bank Account Number
Displays the bank account number for which the payment file was created.
File Reference (Message Reference)
Displays the reference of the payment file.
Note
The reference is generated from the current date and time when the payment file is created.
Amount
Displays the total amount from the payment entries.
Amount (LCY)
Displays the total amount in local currency from the payment entries.
Number of Payment Entries
Number of all payment entries related to this clearing entry.
Number of Notifications
Number of all payment notifications related to this clearing entry.
Notifications Not Printed/Sent
Number of notifications not printed or sent related to this clearing entry.
Number of Bank Entries
Number of all bank entries related to this clearing entry.
NCP Exports Payment File - Summary, Actions
Export Payment File
Use this action to export the previously created payment file. This starts the download of the file to your computer, allowing you to import it into your bank's software.
View Payment File
This action allows you to view the payment file created in the Payment Journal using the Create Payment File action in a text editor. The file is read-only and cannot be edited.
Cancel Payment File
This action allows you to cancel a created Payment File. The status of the associated Clearing Entry is set to canceled.
Payment Entries
Opens the overview of Payment Entries that reference this Clearing Entry.
For more information, see Archive, Payment Entries.
Bank Entries
Opens the overview of Bank Entries that reference this Clearing Entry.
For more information, see Bank Entries.
Clearing List
This list provides information about the created Clearing Entry.
The notification is helpful for the recipient to facilitate the allocation of the payment(s). This is especially useful in the case of a collective transfer. It is possible to send this notification via email. After the Payment File has been created, you can print the Notification or send it via email.
For more information, see Tasks, Exports, Payment Notification E-Mail Suggestion.
Related information
Setup, General, Bank Account Setup On the NCP Bank Account Setup page, all bank accounts for the NAVAX Payments extension are managed. Here, you can add new bank accounts, edit or remove existing ones, and update important account data. The overview provides a clear display of all relevant bank information...
Tasks, Exports, Make Payment or Direct Debit Suggestions NAVAX Payment Exports allows you to create payments to vendors via a SEPA payment file from the payment journal. Similarly, you can create a payment file for direct debits to customers via the cash receipt journal...
Tasks, Exports, Payment Notification E-Mail Suggestion A payment notification is a message to the payment recipient that contains details about the payments transferred or collected via a payment file. A payment notification is particularly useful for batch payments, as it helps the recipient correctly allocate the payments. By default, a payment notification is created when the purpose exceeds 140 characters...
Archive, Exports, Payment Entries The action Create Payment File in the Payment Journals creates a NCP Clearing Entry with status Created, which contains information about the payment file...
Create Payment File
You can adjust the following data, among others:
