Supplier Payments processing guide

Making a payment instruction

You will need to enter the following payee (supplier) information in Sage 200.

Domestic payments

• Payee sort code.
• Payee account number.
• Payee full name and address.

International payments

• Payee IBAN (International Bank Account Number).
• Payee full name and address.
• Payee bank name and address, including the BIC (Bank Identifier Code, which is sometimes known as a SWIFT-BIC code).
• National clearing code.

Your supplier should find these details on their bank statements. Alternatively, their bank will be able to provide the details upon request.

Authorising a payment

All payments need to be authorised by an Account Approver (an individual in your company authorised to approve payments on your account) via the Supplier Payments portal.

Payments can be set up to be paid on the same business day or a specific future date. Payments will only be processed on business days, any payments set to be paid on a weekend or bank holiday will be processed on the next business day. Domestic payments can be authorised ahead of the payment date, however international payments need to be authorised on the date they are set to be processed.

You can check which payments have been approved and which are still pending on the Supplier Payments Dashboard.

Payment limit

The payment limit is set by your bank based on your payment scheme.

For example, if you use HSBC and pay using the Faster Payments scheme, the limit is currently £250,000 (subject to change).

For further information on limits applied to your Supplier Payments, please contact your bank.

Payment prioritisation

In order to make payments using Supplier Payments you must have sufficient funding in your Supplier Payments account to cover the payments you wish to make. Payments will be prioritised in the order they were authorised by your Account Approver. If there are insufficient funds in your Supplier Payments account to cover the payment that was authorised first, the system will continue to look for payments that can be made in date and time order. If payments were authorised at exactly the same time, i.e. a batch payment, the system will take the first date in which the payment was received by Supplier Payments from your Sage 200 product. The system will then continue to make payments in this way based on the remaining balance in the account.

The table below illustrates how this process works, assuming a starting balance of £10,000 in your Supplier Payments account:

Payment	Date payment received from Sage 200	Date authorised	Amount	Status	Account balance (after payment authorised)
Payment 1	13.30 1 February 2016	14.31 1 February 2016	£12,000	Insufficient funds - not sent.	£10,000
Payment 2	13.35 1 February 2016	14.31 1 February 2016	£5,000	Authorised same time as Payment 3 but received first - sent.	£5,000
Payment 3	13.40 1 February 2016	14.31 1 February 2016	£7,000	Insufficient funds after Payment 2 was made - not sent.	£5,000
Payment 4	13.45 1 February 2016	09.30 3 February 2016	£6,000	Insufficient funds - not sent.	£5,000
Payment 5	13.50 1 February 2016	09.32 3 February 2016	£4,000	Sent.	£1,000

Payment processing times

Payment instructions will be processed on the same business day that we receive them, provided that we receive your instruction before our cut-off time on that day, or if the instruction relates to an International Payment, the cut off time for the relevant currency. For more information, see the section below Cut-off times and exchange rates for international payments.

Any payment instructions received after the relevant cut off time will be processed on the next business day (business days are Monday to Friday excluding UK Public and Bank Holidays unless we notify you of other times for the processing of payments). If you instruct us to make a future dated payment transaction, we will process the payment on the specific future date instructed or, if this is not a business day, on the next available business day.

When will the payment reach the payee's bank?

Type of payment	How long it takes
GBP payment to a UK bank account	By the end of the next business day after the business day on which we receive your valid payment instruction
Euro payment to a UK or other EEA* state bank account	By the end of the next business day after the business day on which we received your valid payment instruction
Other EEA state currencies to a UK or other EEA state bank account	By the end of the 4th business day after we received your valid payment instruction

* The EEA is the European Economic Area, which is made up of all the countries in the European Union plus Iceland, Norway and Liechtenstein.

Payments outside the EEA or in non-EEA currencies are subject to the local banking practices of the relevant country.

Cut-off times and exchange rates for international payments

Domestic payments

All domestic payments (GBP to a UK bank account) will be processed via Faster Payments. They will be subject to a cut-off time of 16.30 on all business days.

International payments

International payments are payments in a foreign currency or GBP payments to a non-UK bank account. All international payments will be processed via wire transfer and are subject to our standard daily cut-off time of 16:30 on all business days and subject to any earlier cut off time for the relevant payment currency.

International payments in currencies other than GBP will be subject to conversion into the relevant currency at our published exchange rate prior to execution. Our exchange rates are revised at the beginning of each business day and you can view our latest exchange rate information by logging into Supplier Payments, or by checking the Supplier Payments Dashboard in Sage 200.

The exchange rate applicable to your transaction is the exchange rate advertised at the time you authorise and submit your payment instruction to Supplier Payments.

Our current list of supported currencies and the relevant currency cut off times are as follows:

Currency	Cut-off time
Australian dollar	AUD	14.00
Canadian dollar	CAD	12.00
Danish kroner	DKK	08.00
Euro	EUR	12.00
British Pound	GBP	16.30
Japanese yen	JPY	14.00
Norwegian kroner	NOK	08.00
Polish zloty	PLN	14.00
Swedish krona	SEK	08.00
Swiss franc	CHF	12.00
United States dollar	USD	12.00

You can currently send payments to 24 countries using Supplier Payments, as follows:

1. Australia
2. Belgium
3. Canada
4. China
5. Denmark
6. France
7. Germany
8. Hong Kong
9. India
10. Irish Republic
11. Italy
12. Japan
13. Netherlands
14. Norway
15. Poland
16. Saudi Arabia
17. Singapore
18. Spain
19. South Africa
20. Sweden
21. Switzerland
22. United Arab Emirates
23. United Kingdom
24. United States

Sending funds to your Supplier Payments account

In order to fund your Supplier Payments account you will be required to set up a nominated bank account when you on-board. You can set up a maximum of two nominated UK bank accounts and you can fund your Supplier Payments account from either of these accounts in GBP using your own bank services.

Please note, Supplier Payments does not accept funds from the following:

• UK Direct Debit
• Paper receipts (including Cheques, Drafts, Bills of Exchange, Letters of Credit and E-invoicing)

Supplier Payments key contact information

	Telephone	Opening Hours	Link or email
Queries about how to use your Supplier Payments account	0191 479 5955	Monday to Friday 8am - 6pm
Cancelling your payments service	0191 479 5955 (option 1)	Monday to Friday 9am - 5pm
Queries about your bill	0191 479 5955	Monday to Friday 9am - 5pm
Queries about a specific payment	0191 479 5968	Monday to Friday 8am - 6pm	[email protected]
Reporting fraud	0191 479 5968	Monday to Friday 8am - 6pm	[email protected]