Description: In this topic, the user will learn how to configure and manage vendor payments which allow payments to be submitted to approved vendors, per client authorization.
Role Required: Super User
Permission Required: Funding Source Admin, Vendor Admin
Mode: FI
Allow Vendor Payments on Service Codes
Vendor payments can only be created for dollar-based hourly service codes that allow them, or as a separate vendor account type service code. The vendor service code would be used in situations where the authorization is separate from another service. If a vendor service code is created, users must create a vendor funding account and authorization rather than utilizing an hourly funding account and authorization.
Create a Dollar-Based Hourly Service Code that Allows Vendor Payments
Log in with appropriate profile
Click Settings on the main menu
Click Funding Sources on the submenu
Use the filters to search for the funding source and click Search
Click on the funding source row to open the details page
Click Actions
Select New Service Code from the drop-down menu
Complete the Add New Service Code form wizard. Include the following criteria:
If Allow Vendor Payments field does not display, either the Account Type or Funding Type is incorrect.
If Account Type is Hourly, the Funding Type must be Dollars.
Click Yes for the Allow Vendor Payments field
Click Save and Yes to confirm
Allow Vendor Payments on an Existing Service Code
Log in with appropriate profile
Click Settings on the main menu
Click Funding Sources on the submenu
Use the filters to search for the funding source and click Search
Click on the funding source row to open the details page
Scroll down and click on the service code row to open the details page
Click Actions
Select Edit Service Code from the drop-down menu
Change the radio button for Allow Vendor Payments to Yes
The field will only be available if the funding type is Dollars. If the field is not available, vendor payments cannot be added to this service. A separate vendor service code must be created.
Click Save and Yes to confirm
Create a Vendor Service Code
Log in with appropriate profile
Click Settings on the main menu
Click Funding Sources on the submenu
Use the filters to search for the funding source and click Search
Click on the funding source row to open the details page
Click Actions
Select New Service Code from the drop-down menu
Complete the Add New Service Code form wizard. Include the following criteria:
In the Account Type drop-down, select Vendor.
Click Save and Yes to confirm
Create Vendor Profile
Vendor Profiles are created in order to process invoices for vendors. Vendors do not have the ability to log in and are not sent a confirmation email when the profile is created. Multiple vendor profiles may be created at one time using the import module.
Log in with appropriate profile
Click Home on the main menu
Click Vendors on the submenu
Click Actions
Select Add New Vendor from the drop-down menu
Complete the Add New Vendor form wizard
Click Save and Yes to confirm
View/Edit Vendor Profile
Users with the employer role can view vendor profiles but cannot add or edit.
Log in with appropriate profile
Click Home on the main menu
Select Vendors from the submenu
Use the filters to locate the vendor and click Search
Click anywhere in the vendor row to open the details page
Click Actions
Select Edit Vendor from the drop-down menu
Make desired changes
Click Save and Yes to confirm
Create Vendor Service Account
The system will automatically create a vendor service account the first time a vendor payment entry is created. This allows employers to create an entry when needed, even if an admin user has not created the service account. Multiple vendor service accounts may be created at one time using the import module.
Log in with appropriate profile
Click Home on the main menu
Select Vendors from the submenu
Use the filters to locate the vendor and click Search
Click anywhere in the vendor row to open the details page
Click Actions
Select New Vendor Service Account
Complete the Add New Service Account form wizard noting the following:
Vendor - Select if authorization is for a vendor service code
Hourly - Select if authorization is for an hourly service code that allows vendor payments
Account Type
Account Reference field is optional
Click Save and Yes to confirm
View/Edit Vendor Service Account
Users with the employer role can view vendor profiles but cannot add or edit.
Log in with appropriate profile
Click Home on the main menu
Select Vendors from the submenu
Use the filters to locate the vendor and click Search
Click anywhere in the vendor row to open the details page
Scroll down and click on the Accounts tab
Click anywhere in the desired row to open the service account details page
Click Actions
Select Edit Account from the drop-down menu
Make desired changes
Click Save and Yes to confirm
Create Vendor Payment Entries
Log in with appropriate profile
Click Home on the main menu
Select Vendors from the submenu
Use the filters to locate the vendor and click Search
Click anywhere in the vendor row to open the details page
Click Actions
Select New Vendor Payment Entry from the drop-down menu
Complete the Add New Vendor Payment Entry form wizard noting the following:
- Entry Type (required): Defaults to Vendor Payment
Account type (required): Either Hourly or Vendor depending on the service code
- Client (required): Type and select the client name
- Service Code (required): Select Vendor from the drop-down
Account Reference (optional): Payroll engine employer account ID
Dollar Amount (required): Total amount for the invoice for all dates of service
- Invoice Number (required): Enter the invoice number
- Vendor Payment Reference 1-5 (optional): Available reference fields for additional information
Dates of Service(s) (required): Use for one or multiple dates. Enter the date and the amount for that date. Click the blue plus sign (+) to add dates. The sum of the dates of service field entries should match the Dollar Amount field.
Notes (optional)
- Invoice Attachment (required): Click the Choose Files button to select and upload the invoice
- Click Save and Yes to confirm
The system will create one parent entry for the original vendor payment request in cancelled status, and one child entry for each date of service listed on the parent entry. The child entries will be in pending status and must be approved by a vendor admin before being processed through payroll or billing.
Approve/Reject Pending Vendor Payment Entries
Log in with appropriate profile
Click Home on the main menu
Select Pending Vendor Payment Entries from the submenu
Use the filters to locate the vendor and click Search
Select A to approve or the red R to reject the entry
Click anywhere in the row to open the details page and approve/reject via the Actions drop-down. This may also be accessed from the entries tab on the client or vendor details page.
Click Yes to confirm
Edit/Cancel Approved Vendor Payment Entries
Log in with appropriate profile
Click Home on the main menu
Select Clients or Vendors from the submenu
Use the filters to locate the client or vendor and click Search
Click anywhere in the vendor or client row to open the details page
Use the search filters in the entries tab to locate the desired entry
Click anywhere in the row to open the entry details page
Click Actions
Select Edit Entry (or select Cancel Entry and click Yes to confirm) from the drop-down menu
Make desired changes
Click Save and Yes to confirm
Please note that a compensating entry will be created, as well as the new corrected entry (if editing). The entry(ies) must be approved to cancel the original.
Approved vendor payment entries may be processed through payroll and billing batches just as punch entries are.
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