Keep a supplier's bank details and spot a changed account

Open a supplier on Ledger › Expenses › Vendors and the Payment details section holds where you pay them: the payee name and address, the bank and its address, the institution, transit and account number, SWIFT/BIC, IBAN, a US routing number, an Interac e-Transfer address, and the reference they ask you to quote.

Press Add details (or Edit) to fill them in and Save details to keep them. A value in the wrong shape is refused beside its box, every refused box at once, so you can fix them in one go.

Copying them

Every value has its own copy button. The account number and IBAN show masked; press Show to see them, or copy without showing them at all, which puts the whole number on the clipboard.

Copy wire instructions gathers the payee, the bank, the account details and the reference into one block to paste into your bank's payment screen. The preview on screen stays masked; what you copy is the real thing.

When the account changes

The commonest way a business loses a payment is an email that says "we've changed banks, please pay this new account". So the first time you enter a supplier's details, TALISK_HQ notes the date and who entered them, and nothing more. After that, any change to the payee name or to the account itself (the account number, transit, institution, SWIFT, IBAN, routing number or e-Transfer address) puts the supplier into an unconfirmed change.

While it is unconfirmed, the section shows what changed (the last four digits only, with a note when two different numbers share their last four digits), when, and who changed it, with this advice: before you pay, call the supplier on a number you already had, not one from the email or invoice that told you about the change. The copy buttons, Show and Copy wire instructions are held back until you acknowledge that once (press Show copy buttons or Copy wire instructions). You can still copy afterwards; it is an acknowledgement on your screen, not a block and not a check TALISK_HQ makes when you pay. The bill preview for that supplier says the same.

Once you have spoken to them, press I confirmed these, add a note if you like (who you spoke to, the number you called), and the warning clears. A bookkeeper or a partner working in your books cannot confirm a change they made themselves: the panel says it is waiting for the owner, or another person with full access, to confirm it. The account owner can always confirm, their own changes included. If you put every changed value back to what was last confirmed, the warning clears on its own, without recording a phone call, and the panel says the details were changed back to the ones last confirmed on that date. Changing the bank's name, the bank's address, the payee address or the payment reference does not raise the warning, and neither does a change that only differs in spaces, dashes or capitals. The panel always says who made the last change, and says it was confirmed only when the confirmation came after the change.

Bank details printed on a bill

When a supplier's invoice prints its own banking (a "Remit to" or "Pay by wire" section), TALISK_HQ reads it while reading the rest of the bill. Till receipts are not read for this, and card numbers are never kept.

• If the supplier has never had details entered, the bill preview and the supplier both offer Use the details printed on this bill. It opens the form filled in with that bill's banking, each value marked "From the supplier's bill. Check it." If two of the supplier's bills print different bank details, it says so. Nothing is saved until you press Save details.
• Once details have been entered, a bill that prints different bank details (an account number, transit, institution, SWIFT, IBAN, routing number or e-Transfer address on file that the bill prints differently), or an account number, IBAN or e-Transfer address that is not on file at all, shows Bank details differ in the list. A routing number, SWIFT code, institution or transit the bill prints that you simply have not entered is not flagged on its own. The bank's name and address are never compared. If the same bill was read twice and the two reads print different bank details, the warning shows both. The preview and the supplier both warn: "This bill shows different bank details than you have on file. Call the supplier on a number you already had before paying." Update to these details writes the bank details the bill prints over the matching ones on file (anything the bill does not print stays as it is), and the result shows as an unconfirmed change until someone confirms it. Not a change dismisses the warning for that one bill; it comes back if the bill's or the supplier's details change. The supplier's details are never changed for you.
• The supplier's panel looks through their 24 most recent bills.