Generate and journalise a collection file

You generate the collection file and send it to your bank or to 'Equens'. The amounts are collected from the debtor and transferred to your bank account number. Each bank has a maximum for the number of items you can deliver (1,500 for Rabo, 3,000 for ABN AMRO. 5,000 for ING, 100,000 for Equens.) The delivery of the file to the bank is not further explained in the Profit Help. If you have any questions about this, please contact the bank.

While generating the collection file, a batch number is saved to the collection order and order letter. You can use this batch number to complete the collection order by linking the batch number to the entry on the bank statement.

Apart from generating the file, Profit performs the following actions:

• The collection order gets the In progress status.
• The Date of last collection of each mandate that appears in the collection order is updated with the Preferred processing date from the collection transaction in the collection file. The Mandate expiry date is updated with the Date of last collection + 36 months.
• The original Date of last collection of the mandate is saved with the invoice in the 'Invoices to be collected’ view in the collection order properties. Profit can then reset the original value if the invoice is reversed.
• The outstanding items are written off against the Bedragen onderweg account.

If a collection file is generated, Profit immediately writes off the outstanding items. If the collection process progresses normally, you may assume that the outstanding item is paid quickly.

The following journal entry is created per outstanding item:

The Incasso's onderweg account and the journal are linked in the properties of the bank account number the money is paid into. You specify the Incassokorting account and the discount amount or percentage in the administration settings.

When you receive the payments, Profit counter enters the Incasso's onderweg suspense account to ensure it balances again (on receipt of all the payments in the order).

If your debtor undoes the payment, you reverse the collection order. Profit then creates a contra entry, resulting once again in outstanding items:

Process a collection order and generate a file

You process a collection order, generate a collection file and, if necessary, generate an order letter.

To process a collection order and generate a file:

1. Go to: Financial / Debtor / Collection order.
2. Select the unprocessed order.
3. Click on: Process collection order.
4. Enter the file location.
5. Select the check box to indicate that you want Profit to generate an order letter for your bank.
6. Click on: Finish.
7. If you are using the queue, click on: OK in the message that the file with invoices is being created via the queue.
8. If you are using the queue, after this you MUST still retrieve the file yourself via the queue:
   1. Click on the Queue action.
   2. You see all tasks with a status.
   3. Select the batch task Process a bank order.
   4. Click on the Complete action.

      When you complete lines from the queue, Profit will transfer the files to the workstation. The collection and payment files are then saved to the appropriate location and an order letter can be printed.

   5. Close the window.

   Note:

   After this, you MUST still retrieve the file yourself via the queue using the Complete action. This action can only be performed by the same user who has processed the order. If you complete the lines from the queue, Profit will transfer the files to your workstation. The collection and payment files are then saved to the appropriate location and an order letter can be printed.

   Profit will show the order letter immediately, but you can also retrieve it later using the Order letter action. Do not forget to sign the order letter before sending it to your bank or 'Equens'. The order letter is not required when you submit the file using telebanking.

Print an order letter separately

You can print an order letter for the bank separately. An order letter is often required by the bank if you submit your payment order to 'Equens'.

To print an order letter separately:

1. Go to: Financial / Debtor / Collection order.
2. Select the collection order.
3. Click on the action: Order letter.

Hash check for SEPA files

Profit supports the SHA check (Secure Hash Algorithm) for the security of payment files and collection files. This hash total is a checksum that Profit calculates based on the account numbers and amounts in the file. For each SEPA file created, Profit calculates this checksum according to the SHA-1 or SHA-256 hash function.

If changes are made to the lines of the file, the bank no longer recognises the hash total and the file is not accepted. This way, you safeguard the payment or collection file against random changes before the file is sent to the bank for importing.

Profit saves the new checksum and control method with the order and you can add them as fields to the collection and payment order views. For this purpose, the Integrity feature and Integrity feature method fields are available in the data collection. These fields have been added to the standard reports supplied for SEPA order letters. Also add the Integrity feature field to your own reports and views so that it is available for the check.

You select the control method in the bank account number properties. Which check type you select depends on your bank. You can ask your bank which check you need to apply.

Note:

The Integrity feature field can only be displayed on the report if you have specified in the bank account number properties that hash checking is used. You set this up using General / Configuration / Payment settings / Bank account, tab Bank account. This feature is then displayed on the report for the order letter for the payment order made in SEPA. The payment order must have been processed (In progress status). Otherwise the value of the integrity feature is not entered.

After uploading the file to the bank, the bank displays the same checksum so that a visual check can be performed. For example, by comparing the last 5 digits. Unfortunately, banks do not offer any other control measures. AFAS is not aware if which banks display this checksum after a file is uploaded. You can ask the bank about this.