Why doesn’t the SEPA payment file include all the invoices I selected?

You’re preparing a batch of supplier payments, select several supplier invoices, and VegaERP either refuses the whole file or generates it without one or more of the invoices you selected. The second case can be more dangerous than a refusal, because the file is still created: if you don’t notice the skipped invoices, you simply don’t pay them, without ever being told so in a red error.

What the screen says

An invoice is already in a payment file

This blocks generating the WHOLE file, not just this invoice:

Eden ali več izbranih prejetih računov je že v plačilni datoteki SEPA, ki še ni bila nadomeščena. Ponovna oddaja bi pomenila dvojno plačilo istemu dobavitelju. Odprite prejšnjo datoteko in preverite, ali jo je banka sprejela. Če jo je zavrnila, potrdite ponovni izvoz za te račune. (“One or more of the selected supplier invoices are already in a SEPA payment file that has not been superseded. Sending them again would pay the same supplier twice. Open the earlier file to check whether the bank accepted it. If it was rejected, confirm the re-export for those invoices.”)

The supplier’s IBAN is missing or invalid

Za partnerja Elektro Trade d.o.o. ni vpisanega transakcijskega računa, zato plačila ni kam poslati. Odprite partnerja in vpišite njegov IBAN, nato znova pripravite plačilno datoteko. (“No bank account is on record for Elektro Trade d.o.o., so there is nowhere to send the payment. Open the partner and enter their IBAN, then create the payment file again.”)

Transakcijski račun, vpisan pri partnerju Elektro Trade d.o.o. (SI56XXXX), ni veljaven IBAN. Popravite ga pri partnerju; plačilo ne bo poslano na kakšen drug račun. (“The bank account recorded for Elektro Trade d.o.o. (SI56XXXX) is not a valid IBAN. Correct it on the partner, the payment will not be sent to another account instead.”)

Poslovni register za partnerja Elektro Trade d.o.o. navaja 2 odprta računa, zato ne moremo vedeti, na katerega je treba plačati ta račun. Odprite partnerja in vpišite IBAN, ki je naveden na njegovem računu; plačilo ne bo poslano na ugibani račun. (“The business register lists 2 open accounts for Elektro Trade d.o.o., so we cannot tell which one this invoice should be paid to. Open the partner and enter the IBAN shown on their invoice, the payment will not be sent to a guessed account.”)

The invoice isn’t (or is no longer) payable

Ta prejeti račun nima več odprtega zneska, zato ni bil vključen. Ponovno plačilo bi denar poslalo dvakrat. (“This supplier invoice has no outstanding balance, so it was not included. Paying it again would send the money twice.”)

Ta prejeti račun je že plačan, zato ni bil vključen. Plačati je mogoče samo prejete račune z odprtim zneskom. (“This supplier invoice is already paid, so it was not included. Only received invoices with an outstanding balance can be paid.”)

The currency isn’t EUR

Ta prejeti račun je v valuti USD. Kreditno plačilo SEPA je mogoče samo v evrih, zato ni bil vključen. Plačajte ga na drug način. (“This supplier invoice is in USD. A SEPA credit transfer can only be made in euros, so it was not included, pay it by another method.”)

None of the selected invoices were payable

Plačilna datoteka ni bila ustvarjena: nobenega od izbranih računov ni bilo mogoče plačati. Spodaj je za vsakega navedeno, kaj je treba urediti. (“No payment file was created, none of the selected invoices could be paid. Each one is listed below with what to fix.”)

Why this happens, and where you actually see it

These messages aren’t all the same kind of refusal. “An invoice is already in a payment file” stops the WHOLE file before anything happens, because paying the same supplier twice would be actual damage, not just an inconvenience. Every other message (missing IBAN, invalid IBAN, ambiguous IBAN, already paid or unpayable invoice, currency isn’t EUR) does not stop generation: those invoices are silently left out of the file, and the file is still successfully created for the rest. Only when literally every selected invoice is left out does the last message appear instead, carrying the same list of reasons.

What to do

An invoice is already in a payment file

1. Open the earlier payment file and check with the bank whether it was accepted.
2. If it was accepted, don’t include this invoice again; it’s already paid through that file.
3. If the bank rejected it, on the payment-preparation page, at the warning naming the invoices already in a payment file, confirm Kljub temu izvozi znova (“Export again anyway”) for those invoices.

A missing, invalid, or ambiguous IBAN

1. Go to Partnerji (“Partners”) and find the supplier the message names.
2. Enter or correct their Transakcijski račun (IBAN) (“Bank account, IBAN”) with the value actually shown on this supplier’s invoice, not an arbitrary account from the business register.
3. Prepare the payment file again.

The invoice isn’t (or is no longer) payable, or the currency isn’t EUR

There’s nothing to fix on the invoice itself: check whether it was already paid another way in the meantime, and don’t expect it in the file. For a foreign-currency invoice, prepare the payment manually through online banking instead of a SEPA batch.

None of the selected invoices were payable

Read the list under the message; each invoice listed has one of the reasons above, with the matching fix.

Check before you upload it to the bank

Before uploading the file to online banking, compare the number of invoices you selected against the count of skipped invoices on the page. If one was skipped, include it in the next batch once its IBAN is fixed; there’s no need to regenerate the whole file just for one skipped invoice.

If you can’t fix this yourself

Correcting a partner’s IBAN can be done by anyone with access to the Banking & Cash module. If an invoice was skipped even though its IBAN and status look correct to you, contact support and give them the invoice number.