Defining Vendor Payment Information

Based on your service agreements and any other contractual agreements, you can define the parameters by which you pay your vendors. You can set EFT and ACH information, define how to sent remit-to information, and auto-approve accounts payable transactions.

To define vendor payment information:

1. From the Maintenance menu, select Vendor and display the vendor for which you want to define payment information.

2. From the Additional menu, select Vendor Payment Information.

3. Use the fields on the Payment Info tab to indicate how you are handling payment information:

   Field	Description
   Vendor Requires Separate Checks	Select one of the following: Yes - Prints a separate check for each approved payable for the vendor. You cannot print negative or zero value checks if you use this setting.                                                            No - Prints one check that includes the total amount of all the approved payables for the vendor. Note: If the vendor is a generic vendor that you plan to use for customer refund checks or other one-time payments, set this field to Yes.
   Is This a Generic Vendor?	Select one of the following: Yes - This vendor is used for creating refund checks to your customers or for other one-time payments. This setting allows users with the AP.GEN.VDR.INFO.EDIT authorization key to change the remit-to name and address for the vendor in A/P entry. If you set this field to Yes, you should also set the Vendor Requires Separate Checks field to Yes to print a single check for each payable created for the vendor. No - This is not a generic vendor. You can only set a vendor to be a generic vendor if no payables exist or have ever been created for the vendor.
   Minimum Check Amount	(Optional) Enter a minimum amount for which you will cut a check to the vendor. You can also set a minimum check amount for a branch in the Minimum Check Disbursement Amountcontrol maintenance record. The amount entered in this field overrides the amount set in the control record. Note: The Minimum Check Amount and Maximum Days Since Posted fields work in conjunction with one another. If one is defined at the vendor level then both are respected.
   Maximum Days Since Posted	Enter a maximum day since approved posted value for a vendor. This is A maximum number of days since the last unpaid invoice date can be entered for a branch in the Minimum Check Disbursement Amountcontrol maintenance record. The amount entered here overrides the amount on the control maintenance record. Note: The Minimum Check Amount and Maximum Days Since Posted fields work in conjunction with one another. If one is defined at the vendor level then both are respected.
   Pull Code	Select one of the following to determine how checks are sent to the remit-to address entered for the payable: E - Mails checks in a single UPS envelope unfolded and un-stuffed using UPS for delivery the next day to an address. D - Mails checks using first class domestic mail to the vendor address. Z - Mails checks using first class foreign mail to the vendor address. R - Prints checks and returns to the client. X - Prints and sends the checks to the client using FedEx.
   Payment Via EFT	Enter one of the following to determine how an electronic funds transfer (EFT) payment is sent for the vendor: Yes - Sends the vendor payment using electronic funds transfer when the payment is included in a check run from the Print Checks screen. Check information for this vendor then goes to an EFT staging file and the funds are transmitted using the EFT Transmission Release program. No - Sends the vendor a printed check when payment is included in a check run from the Print Checks screen. If you set this field to No, you do not need to complete the remaining fields in the Check Information window.
   Auto A/P Approve	Set this field to Yes to set this vendor to have payables auto-approved if a received invoice matches the received amount on an order generation within the variance set in the Over/Short Percentage or Over/Short Dollars fields in Vendor  Maintenance. If over short parameters are not defined in Vendor Maintenance, the system uses the parameters set in the A/P Over/Short Maximum Parameterscontrol maintenance record. When you run the Auto Approve P/O Variances utility in the A/P Preview Queue, the system searches for invoices that match purchase orders with a single generation. If it finds a match that falls between the over/short parameters and this field is set to Yes, the system reconciles the invoice to the purchase order and approves the payable.
   Payment Transfer Method	Select one of the following: Check - Indicates that you are cutting a check to the vendor and sending it through the mail. you do not need to set the remaining fields in the window. ACH - Transfers funds electronically using Automated Clearing House (ACH). Use the ACH method to make  corporate payment (CCD) or a consumer/payroll payment (PPD). This field activates when Payment Via EFT field is set to Yes.
   ACH Format	Select the Automated Clearing House (ACH) format for this vendor. ACH formats are defined in the Valid ACH Formatscontrol maintenance record. This field activates when Payment Transfer Method field is set to ACH.
   ACH Vendor Routing Transit #	Enter the nine-digit American Banking Association number of the vendor's bank.
   ACH Vendor Account #	Enter the vendor's Automatic Clearing House (ACH) account number for electronic funds transfers.
   ACH Vendor Account Type	Select the type of account, checking or savings, to which to deposit the electronic funds transfer payment.

4. Use the Credit Card Payment Types area to select credit cards you want to authorize users to pay multiple orders by credit card.

You must have credit cards set up in the Valid Vendor Credit Card Types control maintenance record.

5. Use the Default in A/P Entry check box to make the selected credit the default credit card payment type when creating A/P Entry records.

6. Use the Wells Fargo Payment Manager tab to indicate how you handle Wells Fargo payment information.

   Field	Description
   Default Payment Type Code	The type of payment preferred by the vendor, such as Check or Credit Card. This selection determines the active fields on the rest of the window. The payment type is provided by Wells Fargo and is dependent on the payment type codes enabled in the Wells Fargo Payment Managercontrol maintenance record and may not be changed. Only those payment types are available.
   CCER AP Control Contact*	Primary contact person for all Commercial Card Expense Reporting (CCER) AP payments to be processed. Contact selections are determined by the contact listed in the Contact tab in the main Vendor Maintenance window.
   CCER AP Control Contact Email*	Email for contact person for CCER AP payments.
   Contact Phone Number*	Phone number for contact person listed for CCER AP payments.
   Vendor PIN Number	Four-digit personal identification number (PIN) for the contact person. The is generated by the system. This number is used to process CCER payments.
   Maximum Payment Limit	The highest dollar amount the vendor allows to be charged using the CCER system.
   Preferred Payment Type Per Branch area	Branch or Territory - Enter the branch or territory for which you want to specify a payment type. Preferred Payment Type Code - Select the payment you want to allow at the selected branch or territory. The payment type is provided by Wells Fargo and is dependent on the payment type codes enabled in the Wells Fargo Payment Managercontrol maintenance record and may not be changed. Only those payment types are available.

   * Must be edited from the main Vendor Maintenance window Contacts tab.

Note: The Wells Fargo module is not intended to be used in conjunction with the Outbound EDI Payment Order/Remittance Advice (820) transactions. Wells Fargo Payment Manager is a companion product. Contact your Eclipse Inside Salesperson for more information.

7. Save your changes and exit the window.

See Also:

Creating Vendor Records

Creating Vendor Records for Customer Refunds and Other One-Time Payments

Entering User-Defined Data for Entities

Copying Entity Records