Payment Preferences: How to choose which bank account is used for which sales

Use Payment Preferences settings so the right account goes on the right invoice without anyone choosing it by hand, which matters if you hold separate accounts for different sale types or businesses.

Before you start

Add your bank accounts first, in Banking Details. A preference can only pick from those accounts.
Business payment preferences need an extra permission. If you cannot see Business Payment Preferences, ask your admin.
Payment Preferences only affect invoices. RCTIs pay the vendor, so they show the vendor's account. See the Banking Details page.

How AgriNous picks the account

The system picks the account when it creates each invoice, in this order, and uses the first one that applies:

Order	Source	When it applies
1	Bank Account for Payments on the billing run	You chose an account when you created the run. It applies to every invoice in that run.
2	A Business Payment Preference	The invoice matches a business on the preference.
3	A Sale Payment Preference	The sale matches the sale type, species and sale sub type on the preference. The most specific match wins (see below).
4	Your first bank account	No preference matched. The system uses the first account in your Banking Details list.

Two things can change the result after that:

Buyer Pays Vendor. If the billing run has this switched on, the vendor's bank account replaces the account above, but only on invoices where the vendor is not the issuer. See the section below.
A manual change. You can set Bank Account for Payments on a single invoice. That choice replaces whatever the system picked.

If you have no bank accounts at all, the invoice has none.

How a sale preference is matched

When several sale preferences could fit, the most specific one wins:

A preference with a matching Sale Sub Type.
A preference with a matching Species and Sale Type.
A preference with a matching Sale Type only.
A preference with none of the three filled in. This is your default preference. You can only have one.

How to add a sale payment preference

Open Settings, then the Agency tab, then the Finance section.
Open Payment Preferences.
Under Sale Payment Preferences, select New Sale Payment Preference.
In Sale Type, choose the sale type. It is required.
In Species, choose the species. It is required.
If the preference is only for one kind of sale, choose a Sale Sub Type. Leave it empty to cover every sub type.
In Bank Account, choose the account. It is required.
Save the settings form.

Result: New invoices for matching sales show the account you chose.

To set a default for everything else, leave all three filters empty if the system lets you, or use the sale type that covers most of your sales.

How to add a business payment preference

In Payment Preferences, go to Business Payment Preferences.
Select New Business Payment Preference.
In Bank Account, choose the account. It is required.
In Business, choose the first business.
To add more businesses to the same preference, select Add Business and choose each one.
Save the settings form.

Result: New invoices for those businesses show this account, whatever the sale.

A business preference can't have a sale type, species or sale sub type. A business can only appear in one preference.

How to remove a preference

Select the bin button beside a sale preference, or Delete Preference under a business preference.
Confirm with Delete when asked "Are you sure?".
Save the settings form.

What a preference changes

Only new invoices. Invoices already created keep the account they had. To change an existing invoice, use Bank Account for Payments on that invoice.
Invoices only. RCTIs show the vendor's account, and statements show your default account. The Banking Details page explains each document.

Buyer Pays Vendor

If your agency uses Buyer Pays Vendor, switch it on in the billing run form. On invoices that the buyer issues, the vendor's bank account is used as the payment destination instead of your agency's account.

All the lots on one invoice must come from a single vendor. Otherwise the run stops with an error asking you to review the billing configuration.
On invoices where the vendor is also the issuer, for example a marketing fee charged to the vendor, your agency's account is kept.
If the vendor has no banking details, the system silently keeps the normal account. Check the vendor's details first.
With this option on, invoices are split by vendor.

Troubleshooting

What you see	What to do
A bank account is required	A preference row has no Bank Account. Choose one, or delete the row.
A Payment Preference must have a Sale Type set if a Species is set.	Choose a Sale Type before the Species.
A Payment Preference with businesses cannot have SSS filters.	A business preference can't also have a sale type, species or sale sub type. Remove them, or make a separate sale preference.
Business {name} appears in multiple Payment Preferences.	Remove the business from one of the preferences.
Only one default Payment Preference (with no SSS filters) is allowed per Billing Settings.	Add a Sale Type to one of them, or delete one.
Payment Preference already exists.	Two rows cover the same sales and account. Remove one.
The Bank Account list is empty	You have no accounts yet. Add them in Banking Details first.

If an invoice shows the wrong account, check in this order: whether the run has its own account, whether a business preference matches, then which sale preference fits best. If none match, it uses the first account in your list. If you change a preference and an invoice doesn't update, the invoice was created before the change.