Accounts Payables

Background Info

This document contains details for multiple companies:

• WF
• ZH

Process Details

• Owner: bookkeeper
• Participants: potentially any team member
• Frequency: daily
• Trigger: purchase invoice

This process takes about 5 min per day.

Prerequisites

1. bookkeeper has access to relevant mailbox

2. all counterparties have been informed that invoices need to be sent to accounting mailbox

   1. invoices-zh@powerpartners.pro
   2. invoices-wf@powerpartners.pro

Process

Enter Purchase Invoice in bexio

1. Counterparty sends email to mailbox ( invoices-zh@powerpartners.pro or invoices-wf@powerpartners.pro )

2. bookkeeper classifies email (receipt, invoice, other)

3. For each incoming invoice, a Purchase Invoice is entered into Bexio (Lieferantenrechnung: Purchases > Bills)

   1. Counterparty is created or updated if necessary
   2. Booking text: typically invoice title of bill
   3. Booking date: date of bill
   4. Due date: when it has to be paid
   5. Currency
   6. Vendor reference: from bill
   7. Contact partner: typically as set on counterparty, if in doubt: bookkeeper
   8. Account: e.g. 4400 (BV - Purchase of Services)
   9. Tax rate: needs to be set correctly
   10. Receipt is attached (Choose files)

Checklist

• Purchase Invoice is entered into Bexio
• Purchase Invoice has status Draft (grey)

Enter Payment in Banking

WF

Note

We do not have a direct connection from bexio to fintro. Therefore, the payments need to be entered manually into the e-banking fro Fintro / BV payments.

1. Log into Fintro

   1. Enter payment
   2. Set date to Due Date of bill in bexio
   3. Set amount
   4. Set currency
      

   

2. In bexio, set Purchase Invoice from Draft to Pending by clicking Mark as pending

Checklist

• Purchase Invoice is entered into bexio
• Purchase Invoice is entered in the bank, with the right Due Date
• Purchase Invoice has status Pending (blue) in bexio

Important

1. For payments to Serbia (Elan Wave), we cannot set the due date in Fintro. For this reason, the Elan Wave invoices should only be entered at the Due Date, and not before.
2. For payments to Switzerland, Fintro automatically switches to CHF. We do NOT want to make payments in CHF, so you need to switch manually to EUR and send the money to the EUR account.

ZH

Notes

In bexio, there is a direct interface to ZKB. For this reason, the payment can be entered directly in bexio and then sent out to the bank.
However, there is no direct interface to Revolut. For payments via Revolut, use the same procedure as defined for BV.

1. In the Purchase Invoice (Bill) in bexio, click "New Payment"

2. Select the right payment type among "IBAN" and "QR Invoice".

   1. If you have a QR invoice, select QR Invoice
   2. Else, select IBAN

3. Fill in the details:

   1. Account: see note about Revolut above
   2. Currency: make sure the currency and the account match
   3. Typically, we have split costs
   4. For QR invoice, you need to enter the reference number (we currently do not have a QR scanner)

4. Click on "Create payment"
   

5. Go to Banking

6. Select "Outgoing payments" for the account at hand
   

7. Select payment checkbox for all payments you would like to transfer to the bank

8. Click on "Transfer payments"
   

9. Enter login details and transfer

10. Log into ZKB online banking

11. Go to Account & Payments

12. Payments

13. to be processed
    

14. Approve the payments

Important

You need to approve the payments in ZKB, as described in setps 12-16 above. Else, they will not be executed.

Checklist

• Purchase Invoice is entered into bexio
• Purchase Invoice is synced to the bank
• Payment is approved in bank (ZKB)
• Purchase Invoice has status Payment sent (black) in bexio