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Payments App User Manual

Welcome to the Payments App — a powerful tool designed to help you manage your bank accounts, track transactions, handle payment requests, and process invoices with ease and accuracy.
This manual will walk you through each feature and explain how to use the app effectively to streamline your financial operations.

1. Introduction

The Payments App is a centralized platform designed to help organizations manage financial operations across multiple bank accounts. It provides users with secure and efficient tools for handling transactions, initiating payment requests, reviewing invoices, and generating SEPA files for processing.

The app simplifies day-to-day financial workflows by offering real-time access to bank data, full visibility into payment statuses, and powerful filtering tools for searching and reporting. Whether you're managing vendor payments, internal transfers, or reviewing account activity, the Payments App ensures transparency, accuracy, and control.

Key Functions:

  • Bank Account Overview: View IBAN, BIC, account name, balances (available, booked, closing), and connected bank details.
  • Transaction Management: Browse and filter transaction history, with options to export data for reporting or auditing purposes.
  • Payment Requests: Create and manage outbound payment requests with support for SEPA XML generation.
  • Invoice Processing: Select and prepare received invoices for payment, including full access to supplier and bank details.
  • Account Switching: Easily switch between multiple bank accounts connected to your user profile.
  • Filtering & Search Tools: Use dynamic filters and search options to locate transactions, invoices, or account activity by date, ID, supplier, or custom tags.

Benefits:

  • Streamlines financial workflows for accounting and treasury teams
  • Reduces manual errors in payment initiation and invoice processing
  • Enhances visibility across all banking activities
  • Supports compliance through export and audit-friendly features
  • Enables fast decision-making with real-time financial data

The Payments App is ideal for finance teams, accountants, and payment coordinators seeking a reliable and user-friendly solution to manage complex financial tasks across a growing organization.

2. Main Features

1. 📊 Overview

The Overview section gives you a quick snapshot of your linked bank account(s), including essential banking and balance details.

What You'll See:

  • IBAN & Currency: Displays your account's international bank number and the operating currency.
  • BIC (SWIFT Code): Shows the Bank Identifier Code linked to your account.
  • Account Name & Bank Details: Provides the account holder’s name and the bank's identifying information.
  • Balances (Permission-Based):
  • Available Balance – Funds currently available for transactions.
  • Booked Balance – Funds recorded in your account ledger.
  • Closing Booked Balance – Final booked amount at the end of the banking day.

2. 💸 Transactions

The Transactions section helps you review and analyze financial activity across your accounts.

Key Features:

  • Date Range Selection: Filter transactions by:
  • Current month
  • Current week
  • Last week
  • Custom date ranges
  • Transaction Details: View complete information:
  • Sender & Receiver
  • Amount & Currency
  • Payment Reference & Notes
  • Export to Excel: Download transaction data in .xlsx format for reporting or audits.

3. 🧾 Payment Requests

Use the Payment Requests section to initiate and manage outbound payments efficiently.

Key Features:

  • Create Payment Request:
  • Enter debtor details, payment date, amount, and reference.
  • Manage Requests:
  • Edit, delete, or reinitialize requests
  • Generate SEPA XML files for bank processing (PAIN 001 format)
  • Status Tracking:
  • Monitor request progress:
    • Draft
    • Processing
    • Completed
    • Rejected

4. 📥 Received Invoices in Payments App

This section allows you to manage incoming invoices and prepare them for payment within payments app.

What You Can Do:

  • Invoice Filtering:
  • Filter by date, supplier name, invoice number, and more.
  • Select Invoices:
  • Choose specific invoices to include in payment requests.
  • View Invoice Details:
  • Supplier name & bank info (IBAN/BIC)
  • Payment status & due dates
  • Tax & VAT ID information

⚠️ Note:
Only approved and unpaid received invoices are displayed in the list for inclusion in the payment order approval process.
This ensures that only valid and pending invoices are considered for payment execution.

5. 🔁 Switch Bank Accounts

Manage multiple accounts easily by switching between them directly within the app.

Features:

  • View All Accounts: See a list of all linked bank accounts.
  • Switch Accounts: Select an account to view its transactions and manage payments.

3. Filtering Options

The app includes a variety of filtering tools to help you find exactly what you need:

  • Date Filters:
  • Filter transactions and invoices by issue date, due date, or supply date.
  • Text Filters:
  • Search by:
    • Invoice Number
    • Supplier Name
    • Registration ID
    • Tax ID / VAT ID
  • Ordering:
  • Sort results by date of issue, supply, or invoice number.

4. System Requirements

To use the Payments App effectively, make sure you meet the following requirements:

  • Internet Connection: A stable connection is required for all transactions and updates.
  • Bank Account Access: You must have permissions to access and manage linked accounts.
  • Web Browser: Use a modern browser (Chrome, Firefox, Edge, Safari) for best performance and compatibility.

⚠️ Note:
Management of linked bank accounts is available in the Settings section.
Access requires appropriate user permissions to view or modify account connections.

5. Support and Resources

If you encounter issues or have questions:

  • Contact your HR Administration for guidance.
  • Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
  • Pulsawork Support: Reach out via the support portal.

This detailed manual helps you use Pulsawork’s Payments App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy paying! 🚀

6. Frequently Asked Questions (FAQ)

How do I create a new payment request?

Go to the Payment Requests section, click "Create Payment Request", and fill out the required fields.

Can I export my transactions?

Yes. Navigate to the Transactions section and click "Export to Excel".

How do I switch between bank accounts?

Open the Switch Bank Accounts panel and choose the account you'd like to manage.

What should I do if a payment request is rejected?

Check the rejection reason in the Payment Requests section. Correct the issue and reinitialize the payment.

How can I filter invoices by date?

Use the Date Filter in the Received Invoices section to select your desired timeframe.