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Permission Required: Funding Source Admin, Vendor Admin

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.

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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.

1. Log in with appropriate profile

2. Click Home on the main menu

3. Click Vendors on the submenu

4. Click Actions 

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

6. Complete the Add New Vendor form wizard

7. Click Save and Yes to confirm

View/Edit Vendor Profile

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

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 Edit Vendor from the drop-down menu

8. Make desired changes

9. 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.

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

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

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. Scroll down and click on the Accounts tab

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

8. Click Actions 

9. Select Edit Account from the drop-down menu

10. Make desired changes

11. Click Save and Yes to confirm

Create Vendor Payment Entries

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 Payment Entry from the drop-down menu

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

   1. The sum of the dates of service field entries should match the Dollar Amount field

1. Account type - Either Hourly or Vendor depending on the service code

2. Account Reference field is optional

3. Dollar Amount - Total amount for the invoice for all dates of service

4. Reference Fields are optional

5. Dates of Service(s) - Use for one or multiple dates. Enter the date and the amount for that date. Click the blue plus sign (+) to add dates.

6. Notes - Optional

9. 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.

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Edit/Cancel Approved Vendor Payment Entries

1. Log in with appropriate profile

2. Click Home on the main menu

3. Select Clients or Vendors from the submenu

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

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

6. Use the search filters in the entries tab to locate the desired entry

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

8. Click Actions

9. Select Edit Entry (or select Cancel Entry and click Yes to confirm) from the drop-down menu

10. Make desired changes

11. 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.

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