If you use bank integration via Aritma, Aritma sets up manually who can approve payments and how many people must approve. Aritma is not notified by the bank when something changes. So you need to send Aritma an email with your setup – once when you start, and again every time something changes.
Use the checklist below so Aritma gets everything in one email and you avoid back-and-forth.
When do you send the email?
When you start: after the bank agreement has been ordered in the online bank (step 4 in Setting up bank integration via Aritma), and before you send your first payment.
When something changes: see "Let Aritma know when something changes" further down.
Checklist – what the email must include
# | What | Example |
1 | Company and org. no., and that you use Catacloud | Example AS, 999 999 999 |
2 | Bank and accounts it applies to – or "all accounts" | DNB, 1234.56.78901 and 1234.56.78902 |
3 | Number of approvals per payment: 1 or 2. Must match the bank agreement | 2 |
4 | Where approval happens: all in Catacloud, or one in Catacloud and one in the online bank | Both in Catacloud |
5 | Everyone who should be able to approve: name, email and mobile number. Include everyone – also those who only approve now and then | 3 people, see the example |
6 | Restrictions per person, if someone should only approve from certain accounts | Kari only the operating account |
7 | Single payments: that each payment is debited separately, not combined into one amount on the bank statement | Yes |
Note: The email address must be the same one the person uses to log in to Catacloud. That is the address the Aritma user is created with. If Aritma has a different email address, the user won't be linked to the company.
More approvers than required
You are welcome to register more people than the number of approvals required. If the bank agreement requires two approvals and you register three people, any two of them can approve a payment. Some bank agreements require the approver to be someone other than the person who registered the payment.
Single payments or combined debit
Without instructions, the bank may combine payments with the same payment date into one debit on the account. You then have to split the amount yourself in the bank reconciliation. Catacloud requests single payments for regular payments, but ask Aritma to confirm it is set up that way. Salaries are sent combined, so individual salaries don't show on the bank statement in banks that support it.
See each incoming payment separately
If you want to see each incoming payment with CID and sender – not just one amount per day – you need to order an incoming payments agreement with your bank. This is an agreement between you and the bank; Aritma cannot arrange it.
Email template
Send to [email protected], or send it to us and we'll forward it.
Subject: Approval setup – [company name] ([org. no.]) – Catacloud
Hi,
[Company name] ([org. no.]) uses Catacloud as its accounting system with bank integration via Aritma.
Bank and accounts: [bank name], [all accounts / account number 1, account number 2]
Number of approvals per payment: [1 / 2]
Where approval happens: [All approvals in Catacloud / One in Catacloud and one in the online bank]
These people should be able to approve payments:
[Name], [email], [mobile] – [all accounts / account number]
[Name], [email], [mobile] – [all accounts / account number]
[Name], [email], [mobile] – [all accounts / account number]
Payments: Each payment should be debited individually, not combined.
Kind regards, [name, phone]
Filled-in example – two approvals, three approvers
Hi,
Example AS (999 999 999) uses Catacloud as its accounting system with bank integration via Aritma.
Bank and accounts: DNB, all accounts
Number of approvals per payment: 2
Where approval happens: All approvals in Catacloud
These people should be able to approve payments:
Ola Nordmann, [email protected], 900 00 000 – all accounts
Kari Nordmann, [email protected], 900 00 001 – all accounts
Per Hansen, [email protected], 900 00 002 – all accounts
Payments: Each payment should be debited individually, not combined.
Kind regards, Ola Nordmann, 900 00 000
Let Aritma know when something changes
Send a new email with what has changed when:
Change | At Aritma | At the bank |
New approver | Report name, email and mobile | The person must also have signing rights in the bank agreement |
Approver to be removed | Report who | Remove the person from the bank agreement |
From 1 to 2 approvals, or the other way round | Report the new number | Change the bank agreement |
Switching from online bank approval to Catacloud, or the other way round | Report the new setup | – |
New bank account | No email needed | Add the account to the bank agreement. Then connect it in Catacloud with Actions → Set up integration |
Note: Aritma does not check signing rights or power of procuration. When an approver logs in with BankID, the bank checks that the person is authorised to approve under the bank agreement. If the person is only registered at Aritma and not in the bank agreement, the payment is rejected by the bank.
Each approver needs their own Aritma user
Once Aritma has set up the approvers, each person creates their own user the first time they click Confirm payment in Catacloud, in the "Create user for approvals" dialog. See Creating an Aritma user for approving payments.
If the email address already exists at Aritma, see Your user already exists at Aritma – what do I do?
When should you contact us?
You are unsure what the bank agreement says about the number of signatures.
A payment is waiting for an approval you didn't expect.
Payments appear combined on the bank statement even though you asked for single payments.
Please include: organisation number, bank name, who will approve (email) and what has changed.