This page explains how to configure the ZoneCapture Subsidiary Bank Details
General information
The ZoneCapture Subsidiary Bank Details record allows defining bank details that are connected with one subsidiary. For each subsidiary, it is possible to have multiple bank detail entries, but only one entry can be the primary and one entry can be secondary. This primary record will be the default bank details record that will be included in the E-document (e-invoice). When creating a customer invoice or customer credit note the user has the ability to change the bank details manually or by an automated workflow. In this document, all settings will be explained per section and subtab.
This setup is only needed when Outbound E-documents are used: Only when sending of E-documents (e-invoicing) is used the system needs to have at least one primary bank detail record. Without it the outgoing E-Document will potentially not be delivered to the customer.
Subsidiary Bank Details
To create a new ZoneCapture Subsidiary Bank Details record navigate to SETUP->ZONECAPTURE->ZONECAPTURE SUBSIDIARY CONFIGURATION and open en existing subsidiary configuration record. On the record at the bottom open the subtab named “Subsidiary Bank Details” and press the grey button labeled “New ZoneCapture Subsidiary Bank Details”. A new page opens that allows entering the needed data.
General settings
In this section, it is possible to define the basics for the new bank details entry.
- Inactive: When enabled the bank details record will not be active and the SuiteApp will not be using the configured data.
- Primary bank details: Enable this checkbox so that the record is the fallback selection while creating a customer invoice or customer credit note. Only one bank details per subsidiary can be marked as primary bank details
- Secondary bank details: Enable this checkbox so that the record is the second fallback selection while creating a customer invoice or customer credit note. As e-invoices allow to send multiple bank details per invoice, if you wish to send primary and secondary bank details, with this checkbox you can enable secondary default bank details for the particular subsidiary.
- Bank account type: Select in this dropdown field the correct bank account type.
- Bank account number: Enter in this field the bank account number on which the payment should be made.
- Payment means: Select in this field the correct payment means, by default the value is debit transfer.
- Subsidiary: This field is populated automatically and can not be changed. It defines the related subsidiary for this bank details record.
- Payment reference type: Select in this field the correct payment reference type. In most cases, this will be ISO.
Bank Settings
In this section, it is possible to define the bank details.
- Bank identification code (BIC): Enter in this field the BIC code from the bank related to the account number entered in the “Bank Account Number” field.
- Bank Name: Enter in this field the name from the bank related to the account number entered in the “Bank Account Number” field.
- Financial institution scheme: Select in this dropdown the related financial institution scheme which is related to the account number entered in the “Bank Account Number” field.
Branch Details
In this section, it is possible to define details about Branch (that details might be required in certain countries, e.g. in Australia).
- Branch ID: Enter in this field the branch id which is related to the account number entered in the “Bank Account Number” field.
- Branch Scheme: Select in this dropdown the branch scheme which is related to the account number entered in the “Bank Account Number” field.
Determining Bank Details to be used in the E-Invoice
The default logic is using Bank Details defined on the ZoneCapture Subsidiary level that are marked as primary and as secondary when sending E-invoice. If only primary bank details are defined for the particular subsidiary (meaning there are no secondary bank details defined), then only one bank account will be included in the e-invoice.
It is supported to create multiple Subsidiary Bank Details per subsidiary and set different Bank Details per customer or per transaction. Therefore ZoneCapture allows full flexibility to deviate bank details on the customer level or on the invoice level if needed.
Customer record
- Primary Bank Details For E-invoices: To overwrite the primary subsidiary bank details, set Bank Details in this field on the customer record (ZoneCapture tab). Selected Bank Details will be automatically sourced into every transaction created for this customer. Leave this field empty if the primary Subsidiary Bank Details should be used.
- Secondary Bank Details For E-invoices: To overwrite the secondary subsidiary bank details, set Bank Details in this field on the customer record (ZoneCapture tab). Selected Bank Details will be automatically sourced into every transaction created for this customer. Leave this field empty if the secondary Subsidiary Bank Details should be used. Please note that including secondary bank details into e-invoices is not mandatory.
If you do not see the fields mentioned below on the Customer record, please ask your Administrator to edit the Customer Form and enable these fields on the preferred form.
Invoice Record
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Primary Bank Details For E-invoices: To overwrite the default selection of bank details, select Bank Details For E-Invoices directly on the Invoice record (Billing subtab). This field should be manually adjusted only if it’s not possible to select primary Bank Details neither per customer nor per subsidiary. In all other cases manual intervention is not needed on the invoice level, as built-in logic will use bank details defined on the customer level, and if not defined, then on the subsidiary level.
If this field is empty on the invoice record, please note that ZoneCapture logic still checks if there are primary bank details defined on the customer record and if so - uses them in the e-invoice. If this is also empty on the customer level, then ZoneCapture checks Subsidiary primary bank details and automatically uses them in the e-invoice. -
Secondary Bank Details For E-invoices: To overwrite the default selection of bank details, select Bank Details For E-Invoices directly on the Invoice record (Billing subtab). This field should be manually adjusted only if it’s not possible to select secondary Bank Details neither per customer nor per subsidiary. In all other cases manual intervention is not needed on the invoice level, as built-in logic will use bank details defined on the customer level, and if not defined, then on the subsidiary level.
If this field is empty on the invoice record, please note that ZoneCapture logic still checks if there are secondary bank details defined on the customer record and if so - uses them in the e-invoice. If this is also empty on the customer level, then ZoneCapture checks Subsidiary secondary bank details and automatically uses them in the e-invoice.
If you do not see the fields mentioned below on the Invoice record, please ask your Administrator to edit the Invoice Form and enable these fields on the preferred form.