Open Invoices Report

The Open Invoices report provides a report of all invoices that remain unpaid. There is also the ability to only produce the report for overdue invoices, that is, invoices you have sent to customers where the due date of the invoice has been passed.

The open invoices download files can be used as the basis for a file to submit via your bank or BACS to claim payment direct from customers if you have the appropriate direct debit arrangements in place. You are responsible for ensuring the file is in a format appropriate to the needs of your bank or BACS service provider.

As At Date

Enter or select a date for which you want to run the report. This will normally be run as a 'current date' report, but it can also report on the state of invoices at a point in history.

Enter the dates manually (e.g 19/12/2018) or click on the calendar icon to select date from calendar.

When entering dates manually, a date guessing routine speeds up the input by taking the user input and assuming the missing month and or year based on the current date as the user leaves the field i.e. the date today is 30th October 2018

• User enters 15 or 15/ and tabs - field displays 15/10/2018
• User enters 15/9 or 15/9/ and tabs - field displays 15/9/2018

Overdue Invoices

Selects a report for only those invoices issued to customers that have become overdue against the agreed trading terms.

Select List

Click on the green … symbol to select one or more items for the report. If “All” (the default) is selected then the report is generated containing all appropriate items.

Output Format

Select from PDF, XLS and CSV. Note a CSV format is required for BACS file generation.

Payment File Format

Payment files can be generated for employee, supplier and customer payments.

Select the most suitable format to use as a starting point for your electronic payment file. Please contact support@libertyaccounts.com if you need a different format for a specific online payment system operated by a major UK bank.

The BACS style files have dates and amounts formatted in the BACS style, but still need to be processed by your BACS software into proper BACS files.

Supplier Payments Generic Format

The following fields are generated in the unpaid bills download:

• Payment Date
• Originator Bank Sort Code
• Originator Bank Account Number
• Originator Bank Account Name
• Originator Reference - Supplier Invoice Number
• Supplier Bank Sort Code
• Supplier Bank Account Number
• Supplier Bank Account Name
• Supplier Reference - Supplier Invoice Number
• Amount (pounds.pence)

Supplier Payments BACS Style Data Format

The following fields are generated in the unpaid bills download:

• Supplier Bank Sort Code
• Supplier Bank Account Number
• Originator Bank Sort Code
• Originator Bank Account Number
• Amount (pence)
• Originator Bank Account Name
• Reference - Supplier Invoice Number
• Supplier Bank Account Name
• Payment Date in BACS processing date format

Supplier Payments Natwest Bankline Standard Payment Format

The records are as per the Natwest Bankline spec and include:

• Originator Reference - Supplier Invoice Number
• Originator Bank Sort Code+Originator Bank Account Number
• Amount (pounds.pence)
• Payment Date (ddmmyyyy)
• Supplier Bank Sort Code
• Supplier Bank Account Number
• Supplier Bank Account Name
• Supplier Reference - Supplier Invoice Number

Customer Payments Generic Format (preparatory to direct debit)

The following fields are generated in the open invoices download:

• Payment Date
• Originator Bank Sort Code
• Originator Bank Account Number
• Originator Bank Account Name
• Originator Reference - Customer Code from customer detail screen
• Customer Bank Sort Code
• Customer Bank Account Number
• Customer Bank Account Name
• Reference - Invoice Number
• Amount (pounds.pence)

Customer Payments BACS Style Data Format (preparatory to direct debit)

The following fields are generated in the open invoices download:

• Customer Bank Sort Code
• Customer Bank Account Number
• Originator Bank Sort Code
• Originator Bank Account Number
• Amount (pence)
• Originator Bank Account Name
• Reference - Customer Code from customer detail screen
• Customer Bank Account Name
• Payment Date in BACS processing date format

Payroll Payments Generic Format

The following fields are generated in the payroll payments download:

• Payment Date
• Originator Bank Sort Code
• Originator Bank Account Number
• Originator Bank Account Name
• Originator Reference - Payroll Reference
• Employee Bank Sort Code
• Employee Bank Account Number
• Employee Bank Account Name
• Reference - Business Name
• Amount (pounds.pence)

Payroll Payments BACS Style Data Format

The following fields are generated in the payroll payments download and should me mapped as required into your BACS software:

• Employee Bank Sort Code
• Employee Bank Account Number
• Originator Bank Sort Code
• Originator Bank Account Number
• Amount in pence
• Originator Bank Account Name
• Originator Reference - the employee payroll reference
• Employee Bank Account Name
• Payment Date in BACS processing date format (spaces with 2 digit year then day of year)
• Payment Date in standard UK date format ("DD/MM/YYYY")
• Reference - Originator business name

Payroll Payments Natwest Bankline Standard Payment Format

The records are as per the Natwest Bankline spec and include:

• Originator Reference - Payroll Reference
• Originator Bank Sort Code+Originator Bank Account Number
• Amount (pounds.pence)
• Payment Date (ddmmyyyy)
• Employee Bank Sort Code
• Employee Bank Account Number
• Employee Bank Account Name
• Reference - Business Name

Payroll Payments Natwest Bankline Bulk List Template Format

The records are as per the Natwest Bankline spec and include an initial debit record with details of the originating account followed by the credit items with the following data:

• Originator Reference - Payroll Reference
• Employee Bank Sort Code
• Employee Bank Account Number
• Employee Bank Account Name
• Reference - Business Name

Payroll Payments Natwest Bankline Bulk List Payment Format

The records are as per the Natwest Bankline spec and include an initial debit record with details of the originating account followed by the credit items with the following data:

• Originator Reference - Payroll Reference
• Amount (pounds.pence)
• Employee Bank Sort Code
• Employee Bank Account Number
• Employee Bank Account Name
• Reference - Business Name

Payment File Originating Account

For payments to employees and suppliers specify the account from which funds paid.

For payments requested from customers (BACS direct debits) specify the account into which funds are received.

Save a report

Reports can be saved locally to your computer, or within the Liberty Accounts database.

If you are viewing a report in Adobe Acrobat you can save it by clicking on the save icon within the Adobe Acrobat reader application.

If you want to save the report within the Liberty Accounts database after the report has been generated and the pdf closed simply give the report a meaningful name by editing the suggested report name then click the SAVE button. Reports saved within Liberty Accounts can be viewed at a later.

Reports - Saved Reports