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 Make Payment or Direct Debit Suggestions


2026/02/02 • 12 min. to read

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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. In both cases, the payment suggestion assists in automatically identifying and suggesting open entries, which can then be exported into a SEPA payment file. For more information, see Tasks, Exports, Create Payment File. You can use various options to customize the suggestions according to your requirements. These options are described in detail later in this chapter.

Step-by-Step Instructions: Creating Payment Suggestion

This section describes how to create a payment suggestion step by step. The guide walks you through the necessary steps to identify open entries, set the desired options, and transfer the results to the journal. Follow the steps below to create a payment suggestion:

Select Journal

Select the desired journal to open it.

Open Payment Suggestion

Click on the action Vendor Payment Suggestion in the NCP Exports group to suggest payments to vendors, or Employee Payment Suggestion to suggest payments to employees.

Start Payment Suggestion

The page NCP Exports Payment Suggestion - Vendors or NCP Exports Payment Suggestion - Employees opens.

Adjust Options

Enter the desired options. A description of the options can be found later in the chapter.

Confirm Suggestion

Click OK. The open entries are identified and written to the journal.

Step-by-Step Instructions: Creating Direct Debit Suggestion

This section describes how to create a direct debit suggestion step by step. The guide walks you through the necessary steps to identify open entries, set the desired options, and transfer the results to the journal. Follow the steps below to create a direct debit suggestion:

Select Journal

Select the desired journal to open it.

Open Direct Debit Suggestion

Click on the action Customer Direct Debit Suggestion in the NCP Exports group to suggest direct debits for your customers.

Start Suggestion

The page NCP Exports Direct Debit Suggestion - Customers opens.

Adjust Options

Enter the desired options. A description of the options can be found later in the chapter.

Confirm Suggestions

Click OK. The open entries are identified and written to the journal.

Note

In the payment journal, you initiate payments to vendors and customers (e.g., credit memos). In the cash receipt journal, you initiate the collection of payments from customers.
The options determine how the open entries for the payment suggestion are identified, how they are summarized by customers or vendors, and which data is written to the journal lines. The following section describes the available options:

Find Payments, Options
Last Payment Date Specifies the latest payment date up to which open entries are included in the payment suggestion. Only entries whose due date or cash discount date (if the Find Cash Discount field is activated) is on or before this date and where the On Hold field is empty are considered. If the payment date is earlier than the current system date, a warning is issued.
Find Payment Discounts Specifies that the payment discount date is considered when searching for possible payments. Instead of the field Last Due Date, the field Last Cash Discount Date is used.
Last Payment Discount Date If the Find Payment Discount checkbox is selected, this field (and not the Last Due Date field) is used for filtering by cash discount date. If the field is empty, the Last Due Date field is used to find the entries.
Use Vendor Priority Indicates that the Priority field on the vendor card determines the order in which vendor ledger entries are suggested for payment.

Note

This field is only available for vendor payment suggestions and in payment journals. Payments are made until the amount in the Available Amount (LCY) field is exhausted.
Available Amount (LCY) Specifies a maximum amount (in LCY) that is available for payments. Payments to vendors are made (sorted by vendor priority) until the amount is exhausted.

Note

This field is only available for vendor payment suggestions and in payment journals.
Include Reducing Entries Specifies how reducing entries, such as credit memos, are handled in the payment suggestion. The following options are available:
  • Up tp Due Date: Reducing entries are considered up to the selected due date.
  • Regardless Due Date: Reducing entries are considered regardless of the due date.
  • Exclude: Reducing entries are not considered in the payment suggestion.
Incl. Customers with Credit - Balance Indicates that vendors with a credit balance or customers with a credit balance are included in the payment suggestion. Normally, these would not appear in the payment suggestion. However, with this additional option, they can be explicitly included.

Summarize Results, Options
Summarize per Vendor/Customer Indicates that the lines are summarized per vendor/customer (and currency).

Note

Lines cannot be summarized if, for example, different bank accounts (Preferred Bank Account Code), external document numbers, or payment references are specified. In such cases, a separate line is created and exported for each entry.
By Dimension Select the dimensions by which you want to group the payment suggestions. It is possible to create a line for each unique combination of
  • Customer/Vendor
  • Combination of dimension values
  • and Currency

Note

This field is only available if the Summarize per Vendor or Summarize per Customer checkbox is selected.

Fill in Journal Lines, Options
Posting Date Specifies the posting date for the journal lines. By default, the working date is entered, but you can change it. This field is transferred to the journal lines.
Consider Payment Discount Tolerance If this checkbox is selected, the Payment Discount Tolerance Date of the entries is taken into account when calculating the balance, provided that the Block Payment Tolerance field is not set on the vendor/customer card. If the Find Cash Discount field is also selected, the search for possible (future) payments will filter not only by the payment discount date but also by the payment discount tolerance date.
Starting Document No. Specifies the next available number in the number series for the journal batch associated with these journals. When you execute the payment suggestion, this is the document number that appears in the first line of the journal. You can also fill in this field manually.

Note

If the New Document No. per Line checkbox is not selected, this number is carried over to every line in the journal.

Tip

You can set up the number series on the General Journal Names page. This eliminates the need to manually enter document numbers, saving time and reducing errors.
New Doc. No. per Line Specifies that the journal lines are numbered sequentially, starting from the number in the Starting Document No. field.
Gegenkontoart Specifies the type of balancing account to which the posting should be made. It should either be a bank account or a general ledger account in connection with the NAVAX payment transactions.

Note

The value is derived from the settings for the journal and pre-filled. This field is carried over to all journal lines.
Bal. Account No. Specifies the balancing account number that payments are posted to. You can enter the account number or select it from a drop-down list.

Note

The value is derived from the settings for the journal and pre-filled. This field is carried over to all journal lines.
Zahlungsart Payment type of the journal lines. The following options are available:
  • Direct Debit Suggestion (only for cash receipt journals)
  • Non-SEPA Transfer
  • SEPA Transfer
  • SEPA Direct Debit (only for cash receipt journals)

Note

If the field is left empty, you must specify the payment type manually for each line in the journal. For the payment types SEPA Credit Transfer and SEPA Direct Debit, only lines with the ISO currency code "empty" or "EUR" are considered in the payment suggestion.
If you select the option Credit Transfer Suggestion, the system attempts to create a transfer in the following order:
  • SEPA Credit Transfer (if the rules for external bank account lookup are met (IBAN, Country/Region Code, SWIFT Code available) and the own bank account contains a SEPA Credit Transfer schema. For more information, see Bank Account Setup.
  • Non-SEPA Credit Transfer, if the own bank account contains a Non-SEPA Credit Transfer schema.
If you select the option Direct Debit Suggestion, existing transactions of the customer with this currency code are searched. The system attempts to create a Direct Debit in the following order:
  • SEPA Direct Debit (if the rules for external bank account lookup are met and the own bank account contains a SEPA Direct Debit schema. For more information, see Bank Account Setup.
If a transaction is found, the payment type and the external bank account code of the transaction are suggested. If no transaction is found, the system attempts to determine the external bank account and payment type based on the rules for external bank account lookup. The external bank account lookup, especially with the option Last Transaction/Main Bank Connection, in combination with Direct Debit/Transfer Suggestion, should provide optimal results in most cases. For more information, see NCP Exports Setup.
Foreign Currency Filter Indicates that entries with ISO currency codes not equal to "empty" or "EUR" are filtered. For the payment type bank transfer suggestion and non-SEPA bank transfer, it is possible to set this field.
Vendor/Customer In this filter area, you can narrow down the results of the payment suggestion by applying filters to the Customer/Vendor tables.

Tip

For example, if you want to create a payment suggestion for credit balances with your customers, you can set the filter on the customer card and select only those customers with credit balances. To do this, add the field Balance to the filter fields and set the filter to -10000..-1.
For more information, see Sorting, Searching, and Filtering
Vendor/Cust. Ledger Entry In this filter area, you can narrow down the results of the payment suggestion by applying filters to the Vendor/Customer Ledger Entry tables. For more information, see Sorting, Searching, and Filtering

Notes on Creating a Payment Suggestion

The following notes help you avoid typical pitfalls when working with payment suggestions.

  • Summarization and payment references


    If the option Copy Invoice No. To Payment Reference is activated in the Purchases & Payables Setup, the invoice number is automatically transferred to the payment reference. As a result, lines in the payment suggestion cannot be summarized if Summarize per Vendor/Customer or By Dimension is activated, because the payment references vary per invoice.

  • Summarization is not always possible


    Even with Summarize per Vendor/Customer enabled, lines cannot be summarized if, for example, different bank accounts (Preferred Bank Account Code), external document numbers, or payment references are involved.

  • Understand date logic (Due date vs. discount date)


    If Find Payment Discounts is enabled, entries are filtered by Last Payment Discount Date (if filled); otherwise Last Payment Date is used. A date that is set too narrowly is a common reason for “no results”.

  • On Hold can exclude entries


    Entries are only considered if the On Hold field is empty. Check this field if specific entries are not suggested.

  • Payment type and currency


    For SEPA Transfer and SEPA Direct Debit, only lines with an empty ISO currency code or EUR are considered. For other currencies, use Non-SEPA Transfer and review the Foreign Currency Filter.

  • Vendor priority and available amount (LCY)


    If Use Vendor Priority is enabled, payments are suggested only until the Available Amount (LCY) is exhausted. Missing entries may simply indicate that the limit has already been reached.

Reasons Why a Payment Suggestion Returns No Results

If the payment suggestion remains empty, it is usually caused by filters, date limits, or blocks. The following points cover the most common root causes.

  • No open entries available


    There are no open vendor/customer ledger entries that match the criteria of the payment suggestion.

  • Date limits exclude entries


    Last Payment Date, Last Payment Discount Date (when Find Payment Discounts is enabled) and Consider Payment Discount Tolerance can result in entries falling outside the selected period.

  • On Hold is set


    Entries are not suggested when On Hold contains a value.

  • Filters are too restrictive


    Filters such as vendor/customer, currency, amount, or posting date can exclude all entries. Also check filters in Vendor/Cust. Ledger Entry.

  • Blocks / restrictions


    An entry may be excluded due to payment blocks, document blocks, workflow status, or similar restrictions.

  • Master data is blocked or incomplete


    If the vendor/customer or the bank account details are blocked/inactive, entries may not be suggested.

  • Missing or invalid bank account details


    The vendor/customer does not have a valid IBAN/BIC or bank account details suitable for the selected export/payment type.

  • Unsupported payment method


    The payment method on the entry does not support electronic payment suggestions.

  • Entry already used in a journal / suggestion


    The entry has already been transferred to a journal line or otherwise prepared for payment.

  • Available Amount (LCY) is exhausted


    When Use Vendor Priority is enabled, entries are suggested only until Available Amount (LCY) is exhausted.

  • Currency or foreign currency filter


    The Foreign Currency Filter can exclude entries with ISO currency codes other than empty/EUR. In addition, the selected payment type may not support the currency.

  • Wrong mode (vendor/customer)


    Running a vendor suggestion where a customer suggestion is required (or vice versa) can result in no matching entries.

  • Missing mandate (SEPA Direct Debit)


    For SEPA Direct Debit, only entries are suggested where a valid mandate exists.

Note

For a centralized troubleshooting checklist, see the FAQs. For more information, see Tasks, FAQ and Troubleshooting.

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