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.