Admin Guide: Vendor Payments

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

Role Required: Superuser

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

Create a new dollar-based hourly service code that allows vendor payments

1. Login with appropriate profile

2. Click Settings from the main menu

3. Click Funding Sources from the sub menu

4. Locate and open the Funding Source

5. Click Actions and then Add New Service Code

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

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

2. Click Yes for the Allow Vendor Payments field

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

7. Click Save, then Yes on the confirmation window.

Allow vendor payments on an existing service code

1. Login with appropriate profile

2. Click Settings from the main menu

3. Click Funding Sources from the sub menu

4. Locate and open the Funding Source

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

6. Click Actions and then Edit Service Code

7. Change radio button for Allow Vendor Payments to Yes

1. Field will only be available if Funding Type is Dollars. If the field is not available, Vendor Payments can not be added to this service and a separate vendor service code must be created.

8. Click Save, then Yes on the confirmation window

Create a Vendor Service Code

1. Login with appropriate profile

2. Click Settings from the main menu

3. Click Funding Sources from the sub menu

4. Locate and open the Funding Source

5. Click Actions and then Add New Service Code

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

1. Click Vendor in Account Type dropdown

7. Click Save, then Yes on the confirmation window

Create Vendor Profile

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

1. Login with appropriate profile.

2. Click Vendors from the sub menu

3. Click Actions and then New Vendor

4. Complete the Wizard

5. Click Save, then Yes on the confirmation window.

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

View/Edit Vendor Profile

1. Login with appropriate profile.

2. Select Vendors from the sub menu

3. Use filters to specify search criteria and click Search.

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

5. To edit Vendor details, click Actions and then Edit Vendor

6. Make desired changes

7. Click Save, then Yes on the confirmation window.

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

Create Vendor Service Account

1. Login with appropriate profile.

2. Click Vendors from the sub menu

3. Use filters to specify search criteria and click Search.

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

5. Click Actions and then New Vendor Service Account*

6. 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)

7. Click Save, then Yes on the confirmation window.

*The system will also 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.

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

View/Edit Vendor Service Account

1. Login with appropriate profile.

2. Select Vendors from the sub menu.

3. Use filters to specify search criteria and click Search.

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

5. Scroll down and click the Accounts tab.

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

7. To edit the account, click Actions and then Edit Account.

8. Make desired changes.

9. Click Save, then Yes on the confirmation window.

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

Create Vendor Payment Entries

1. Login with appropriate profile.

2. Click Vendors from the sub menu.

3. Use filters to specify search criteria and click Search.

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

5. Click Actions and then New Vendor Payment Entry.

6. Complete the Wizard

1. Account Type will either be Hourly or Vendor depending on Service Code

2. Client name (required)

3. Service code (required)

4. Account Reference (optional)

5. Dollar Amount (required) enter the total amount for the invoice for all dates of service.

6. Invoice Number (required)

7. Reference Fields (optional)

8. Dates of Service(s) is required. This may be for one date or multiple dates. Enter the date and the amount for that date and then click the blue Plus (+) button.*

1. This may be repeated for multiple dates

2. The total sum of the dates of service should match the dollar amount in step e.

9. Notes (optional)

10. Attach an invoice (required)

7. Click Save, then Yes on the confirmation window.

*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. These 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

1. Login with appropriate profile.

2. Click Pending Vendor Payment Entries from the sub menu

3. Use filters to specify search criteria and click Search.

4. Select A to approve or R to reject.

1. Users can also click anywhere in the row to open the details page and approve/reject via Actions menu; this can also be accessed from the Entries Table on the Client or Vendor Details Page. 

5. Click Save on the confirmation window.

Edit/Cancel Approved Vendor Payment Entries

1. Login with appropriate profile.

2. Select Clients or Vendors from the sub menu

3. Use filters to specify search criteria and click Search.

4. Click anywhere in the row to open the profile details page.

5. Use the search filters in the Entries table to find the desired entry.

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

7. Click Actions, then Edit or Cancel Entry

8. Complete the entry wizard.

9. Click Save, then Yes on the confirmation window.

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 be approved to cancel out the original.

Approved Vendor Payment Entries can be processed through Payroll and Billing batches just as punch entries are.

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