Creating Payment Exports for a Bank's Integrated Payments System Version

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Overview

The Consolidated Payment Exports feature provides an interface between the system and bank payment systems such as the Wells Fargo Integrated Payment System. This feature lets you create a payment export file for a bank formatted for vendors' preferred payment methods. The system creates the export file, and sends it to the bank, and the bank then processes each payment.

Consolidated Payment Exports are used for credit card payments.

To use consolidated payment exports, set a Payment Method on the AP Vendor Location panel and select Consolidated Payment Export for the field Send AP Check Output To when you build a Payment Run.

Notes:

Security

The role object, “ConsolPmtExport” (Export of Consolidated Payments) (Figure 1) controls access to the menu option and list functions for this export type.
- To display payment exports, the setting on the role object must be View or higher.
- To download or rebuild payment exports, the setting must be Create or All.

See the online documentation Work with User Roles for details on how to set role objects.

Figure 1 - Role Object for Consolidated Payment Exports

Setup on the AP Vendor Location Panel

To access the AP Vendor Location panel,

The field Payment Method contains a selection of payment methods for vendors. Select the vendor's preferred payment method (Figure 2).

Note: You can also set the Payment Method, Payment Terms, and Discount Terms as system defaults.

Options are:

Note: ACH is "Automated Clearing House." The ACH type creates an export file for payments in the ACH format.

An invoice's payment method is inherited from the paying AP location. EDI 810 documents, check requests, and recurring invoices also inherit the payment method from the AP Location; however, check requests and recurring invoices only display the payment method when the "real" invoice is created.

When you process payments, the system creates an export file with payments formatted in the selected method. The system sends the file to the bank.

Figure 2 - Vendor AP Location Setting for Consolidated Payment Exports

Notes:
- Entering an email Address (last field) includes the email address on the Excel spreadsheet export file.
- You can also set the Payment Method, Payment Terms, and Discount Terms as system defaults.

Optional Settings

You can use your default Bank Account and Payment Profile selections for consolidated exports. However, if you wish, you can optionally set up a bank account and a payment profile just for consolidated payment exports.

At the organization level, you can enter a telephone number and comments to be added to the Excel spreadsheet export file. You can also automatically clear ACH and credit card payments.

Figure 3 - Bank Account Edit Panel for Consolidated Payment Exports

Figure 4 - Payment Profile for Consolidated Payment Export Payment Runs

Figure 5 - Organization Record Edit: AP Information

Create Consolidated Payment Exports

To create a consolidated payment export file, follow the regular process to create and process a payment run. See Payment Steps for details.

1. View and approve the invoices or invoice group for the payment.

2. Build the payment run for a consolidated payment export

Figure 6 - Creating a Payment Run for Consolidated Payment Export

Figure 7 - Work With Payment Run Panel

  1. Commit to the payment run.
  1. Create the export file for the payments.

Figure 8 - Processing Checks

  1. View the export file in the Consolidated Payment Exports panel (Figure 9).

Figure 9 - Consolidated Payment Exports List

Pules picks up the export files and puts it in the bank's network location.

Printing a Check Locally

With Consolidated Payment Export enabled, the payment method can be overridden so that a check for an invoice can be printed locally. To print a check locally, edit the invoice and select the Payment Method Local Print (Figure 10). (The invoice payment method can be changed, as long as the invoice has not been approved.)

Then, when you create a payment run with Send AP Check Output To set to Consolidated Payment Export (Figure 6), the payment run includes invoices for the payment methods ACH, Check, Credit Card. Invoices with the payment method Local Print are excluded.

Figure 10 - Payment Method Field on an Invoice

To override the payment method for an invoice:

  1. Open the invoice for editing.
  2. Click the Pay Method tab.
  3. In the Payment Method field, click the down arrow and select Local Print (Figure 11).
  4. Click Save and Submit.

Figure 11 - Changing the Payment Method on an Invoice

When you create the payment run and select Consolidated Payment Export (Figure 5) as the payment method, any "local print" invoices are not included.

Later, you can create another payment run -- that is not for consolidated invoice exports -- to process the "local print" invoice and other invoices.

Credit Card Payments

To process credit card payments, follow the general instructions for consolidated payment exports (as outlined above), but perform these setup steps first:

Figure 12 - The Bank Account Panel Field for the GL Credit Card Clearing Account

Figure 13 - Vendor AP Location Setting for Consolidated Payment Exports

When a payment is processed for a credit card invoice, the GL transactions created are a debit to the "AP Liability" account and a credit to the "Credit Card Clearing GL Account" specified on the Bank Account panel (Figure 12) . If the "Credit Card Clearing GL Account" has not been specified, the "Cash Account" is used instead.

Transactions

On the AP Invoices panel, click Menu > View AP Transactions next to a credit card payment (Figure 14). A transaction with a type of Pay Invoice - Credit Card appears.

If you click GL Transactions, an entry for the "Credit Card Clearing GL Acct" that you specified on the Bank Account panel will appear (Figure 14).

Figure 14 - Displaying Transactions for a Credit Card Payment

Report Objects for Consolidated Payment Exports

The following report objects include the Payment Method field from vendor records:

The Report Dictionary (Figure 15) lists the report objects.

Figure 15 - Report Objects that Include the Payment Method Field

The following report objects now include Pay Invoice -- Credit Card as a value for the Source Transaction Type field. "AP Reconciliation Report"