Page History

...

Description: In this topic you will learn the workflow set up and process vendor payments. Vendor Payments are a function that allows the ability to submit payments to approved vendors, per a client’s authorization. The following is a high level workflow document for superusers or employees with a vendor admin permission. For a complete set up guide see Admin Guide: Vendor Payments in the help center.

Role Required: Superuser

Permission Required: Vendor Admin

Mode: FI

Step 1: Allow Vendor Payments on Service Codes

First a request to is received to set up a vendor in the system. Once the request is received, a service code must either allow payments or a new service code must be set up for the vendor.

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 will need to create a Vendor Funding Account and authorization rather than utilize an Hourly Funding Account and Authorization.

Step 2: Create and Manage Vendor Profiles

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

Step 3: Create and Manage Vendor Service Accounts

Once a profile is created a service code must be created to link the client to the vendor. DCI automatically create a vendor service account the first time a Vendor Payment Entry is created. This allows employers to create an entry when they need to, even if an admin user has not had a chance to create the service account yet.

Step 4: Create Vendor Payment Entries

Either a superuser or employee with vendor admin permissions can create a vendor payment entry. Vendor payment entries must have a copy of the invoice attached to the entry when they are submitted. These entries must be approved by the employer, supervisor or superuser.

Step 5: Vendor Entries are Processed through Payroll and Billing

Once approved, vendor entries get processed through payroll and billing batches the same punch entries.

Preconditions:

• Service Code exists that allows Vendor Payments
• Client has an active funding account and authorization for the above service code
• FI Employee is given Vendor Admin Permission
• New Vendor Request Message Template is active
• Optional: Client has Vendor Payments enabled on Client Profile (this allows the Client ability to submit New Vendor Requests and New Vendor Payment Entries in addition to the Employer)

Process:

• Employer or Client submits New Vendor Request
• Vendor Admin Permission receives notification
• Vendor Admin Permission creates new vendor profile
• Vendor Admin Permission replies to DCI message to notify Employer that Vendor Profile has been created
• Employer or Client creates new vendor payment entry
• System checks if a Vendor Service Account exists for vendor/client/service code combo
• If one does not exist, the system will create one
• System creates parent vendor payment entry in canceled status and child vendor payment entries for each date of service in pending status
• Vendor Admin Permission reviews (approve/reject) pending vendor payment entries
• Payroll Processor processes approved vendor payment entries in payroll batch
• Billing Processor process approved vendor payment entries in billing batch

Notes:

• Vendor Service Accounts can also be created by super users or users with Vendor Admin Permission 
• Vendor Profiles, Vendor Service Accounts,  and Vendor Payment Entries can be imported by super users or users with Import Admin Permission
• Vendor Payment Entries can be also be created by super users or users with Vendor Admin Permission

...

...