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Description: In  In this topic you , the user will learn how to configure and manage vendor payments . Vendor Payments are a function that allows the ability to submit payments which allow payments to be submitted to approved vendors, per a client’s client authorization.

Role Required:Superuser Super User

Permission Required: Funding Source Admin, Vendor Admin

Mode: FI

Allow Vendor Payments on Service Codes

Vendor Payments payments can only be created for dollar-based hourly for dollar-based hourly service codes that allow them, or as a separate Vendor Account Type vendor account type service code. The Vendor Service Code  The vendor service code would be used in situations where the authorization is separate from another service. If a Vendor Service Code vendor service code is created, users will need to must create a Vendor Funding Account vendor funding account and authorization rather than utilize an Hourly Funding Account and Authorizationutilizing an hourly funding account and authorization.

Create a

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Dollar-Based Hourly Service Code that Allows Vendor Payments

1. Log in

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1. with appropriate profile

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Click Settings from the main menu

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Click Funding Sources from the sub menu

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Locate and open the Funding Source

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Click Actions and then Add New Service Code

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Complete the Add New Service Code form wizard as usual, but include the following Criteria

1. Click Settings on the main menu

2. Click Funding Sources on the submenu

3. Use the filters to search for the funding source and click Search

4. Click on the funding source row to open the details page

5. Click Actions 

6. Select New Service Code from the drop-down menu

7. Complete the Add New Service Code form wizard. Include the following criteria:

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If Account Type is Hourly, the Funding Type must be Dollars

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1. 1. If Allow Vendor Payments field does not display, either the Account Type or Funding Type is incorrect.

1. If Account Type is Hourly, the Funding Type must be Dollars.

2. Click Yes for the Allow Vendor Payments field

2. Click Save 

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1. and Yes

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1.  to confirm

Allow

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Vendor Payments on an

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Existing Service Code

1. Log in

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1. with appropriate profile

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Click Settings from the main menu

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Click Funding Sources from the sub menu

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Locate and open the Funding Source

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Scroll down and click anywhere in the Service Code row to open details page

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Click Actions and then Edit Service Code

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Change radio button for Allow Vendor Payments to Yes

1. Click Settings on the main menu

2. Click Funding Sources on the submenu

3. Use the filters to search for the funding source and click Search

4. Click on the funding source row to open the details page

5. Scroll down and click on the service code row to open the details page

6. Click Actions 

7. Select Edit Service Code from the drop-down menu

8. Change the radio button for Allow Vendor Payments to Yes

1. The field will only be available if the funding type is 

1. Dollars. If the field is not available,

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1. vendor payments cannot be added to this service

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1. . A separate vendor service code must be created.

1. Click

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1.  Save and Yes to confirm

Create a Vendor Service Code

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1. Log in with appropriate profile

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Click Settings from the main menu

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Click Funding Sources from the sub menu

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Locate and open the Funding Source

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Click Actions and then Add New Service Code

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Complete the Add New Service Code form wizard as usual, but include the following Criteria

1. Click Vendor in Account Type dropdown

1. Click Settings on the main menu

2. Click Funding Sources on the submenu

3. Use the filters to search for the funding source and click Search

4. Click on the funding source row to open the details page

5. Click Actions 

6. Select New Service Code from the drop-down menu

7. Complete the Add New Service Code form wizard. Include the following criteria:

1. In the Account Type drop-down, select Vendor.

8. Click Save and Yes to confirm

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Create Vendor Profile

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Vendor Profiles are created in order to process invoices for vendors. They Vendors do not have the ability to login log in and are not sent a confirmation email when the profile is created.

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Login with appropriate profile.

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Click Vendors from the sub menu

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Complete the Wizard

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Click Save, then Yes on the confirmation window.

NOTE: Multiple vendor profiles can  may be created at one time using the Import Module. Please view the Import File Formats guide for details.

View/Edit Vendor Profile

import module.

1. Log in

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1. with appropriate profile

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Select Vendors from the sub menu

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Use filters to specify search criteria and click Search.

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Click anywhere in the Vendor row to open the details page.

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To edit Vendor details, click Actions and then Edit Vendor

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Make desired changes

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Click Save, then Yes on the confirmation window.

1. Click Home on the main menu

2. Click Vendors on the submenu

3. Click Actions 

4. Select Add New Vendor from the drop-down menu

5. Complete the Add New Vendor form wizard

6. Click Save and Yes to confirm

View/Edit Vendor Profile

Users with the employer role can view vendor profiles NOTE: Users with Employer Role can view Vendor Profiles, but cannot add or edit profiles.

Create Vendor Service Account

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1. Log in with appropriate profile

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2. Click 

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1. Home on the main menu

2. Select Vendors from the submenu

3. Use the filters to locate the vendor and click Search

4. Click anywhere in the

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1. vendor row to open the details page

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1. Click Actions 

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Complete the Wizard

1. Vendor Name (required)

2. Account Type (required)

1. Vendor: select if authorization is for a Vendor Service Code

2. Hourly: select if authorization if for an Hourly Service Code that allows vendor payments

3. Client  (Required)

4. Service Code (Required)

5. Funding Source (Required)

6. Cost Center (required)

7. Account Reference (optional)

8. Status (required)

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Click Save, then Yes on the confirmation window.

2. Select Edit Vendor from the drop-down menu

3. Make desired changes

4. Click Save and Yes to confirm

Create Vendor Service Account

The system will *The system will also automatically create a vendor service account the first time a Vendor Payment Entry vendor payment entry is created. This allows employers to create an entry when they need toneeded, even if an admin user has not had a chance to create created the service account yet. NOTE: Multiple vendor service accounts can may be created at one time using the Import Module. Please view the Import File Formats guide for details.import module.

1. Log in with appropriate profile

2. Click Home on the main menu

3. Select Vendors from the submenu

4. Use the filters to locate the vendor and click Search

5. Click anywhere in the vendor row to open the details page

6. Click Actions 

7. Select New Vendor Service Account

8. Complete the Add New Service Account form wizard noting the following:

   1. Vendor - Select if authorization is for a vendor service code

   2. Hourly - Select if authorization is for an hourly service code that allows vendor payments

1. Account Type

2. Account Reference field is optional

9. Click Save and Yes to confirm

View/Edit Vendor Service Account

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Users with the employer role can view vendor profiles but cannot add or edit.

1. Log in with appropriate profile

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1. Click 

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1. Home 

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1. on the

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1. main menu

2. Select Vendors from the submenu

3. Use the filters to

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1. locate the vendor and click Search

2. Click anywhere in the

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1. vendor row to open the details page

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1.  

2. Scroll down and

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1. click on the Accounts tab

2. Click anywhere in the desired row to open the service account details page

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2. Click Actions 

3. Select Edit Account from the drop-down menu

4. Make desired changes

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2. Click

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1.  Save and Yes to confirm

NOTE: Users with Employer Role can view Vendor Profiles, but cannot add or edit profiles.

Create Vendor Payment Entries

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1. Log in with appropriate profile

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2. Click 

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1. Home 

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1. on the

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1. main menu

2. Select Vendors from the submenu

3. Use the filters to

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1. locate the vendor and click Search

2. Click anywhere in the

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1. vendor row to open the details page

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1.  

2. Click Actions 

3. Select 

1. New Vendor Payment Entry

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1.  from the drop-down menu

2. Complete

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1. the Add New Vendor Payment Entry form wizard noting the following:

   1. Entry Type (required): Defaults to Vendor Payment

   2. Account type (required): Either Hourly or Vendor depending on

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1. 1. the service code

   2. Client

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1. 1. (required): Type and select the client name
   2. Service

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1. 1. Code (required): Select Vendor from the drop-down

   2. Account Reference (optional): Payroll engine employer account ID

   3. Dollar Amount

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1. 1. (required)

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1. 1. : Total amount for the invoice for all dates of service

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1. 2. Invoice Number

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1. 1. (required): Enter the invoice number
   2. Vendor Payment Reference

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1. 1. 1-5 (optional): Available reference fields for additional information

   2. Dates of Service(s)

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1. 1. (required): Use for one

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1. 1. or multiple dates. Enter the date and the amount for that date

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1. 1. . Click the blue

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1. 1.  plus sign (+)

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This may be repeated for multiple dates

1. 1.  to add dates. The sum of the dates of service field entries should match the

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1. 1. Dollar Amount field.

   2. Notes (optional)

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1. 1. Invoice Attachment (required): Click the Choose Files button to select and upload the invoice
   2. Click Save 

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1. 1. and Yes to confirm

*The system will create one parent entry for the original Vendor Payment Request vendor payment request in cancelled status, and one child entry for each date of service listed on the parent entry. These The child entries will be in pending status and must be approved by a Vendor Admin vendor admin before being processed through payroll or billing.

Approve/Reject Pending Vendor Payment Entries

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1. Log in with appropriate profile

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2. Click Home on the main menu

3. Select Pending Vendor Payment Entries

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1.  from the submenu

2. Use the filters to

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Select A to approve or R to reject.

1. locate the vendor and click Search

2. Select A to approve or the red R to reject the entry

1. Click

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1. anywhere in the row to open the details page and approve/reject via

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1. the Actions drop-down. This may also be accessed from the

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1. entries tab on the

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1. client or vendor details page. 

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1. Click Yes to confirm

Edit/Cancel Approved Vendor Payment Entries

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1. Log in with appropriate profile

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Select Clients or Vendors from the sub menu

1. Click Home on the main menu

2. Select Clients or Vendors from the submenu

3. Use the filters to locate the client or vendor and click Search

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2. Click anywhere in the vendor or client row to open the

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1. details page

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1.  

2. Use the search filters in the

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1. entries tab to

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1. locate the desired entry

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2. Click anywhere in the row to open the entry details page

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1. Click Actions

2. Select

1.  Edit Entry (or select Cancel Entry

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Complete the entry wizard.

1.  and click Yes to confirm) from the drop-down menu

2. Make desired changes

3. Click Save and Yes to confirm

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Please note that a compensating entry will be created, as well as the new corrected entry (if editing the entry). The entry/entries will need to (ies) must be approved to cancel out the original.

Approved Vendor Payment Entries can vendor payment entries may be processed through Payroll payroll and Billing billing batches just as punch entries are.

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