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Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 Applies to these SAP Concur solutions: Expense Professional/Premium edition Standard edition Travel Professional/Premium edition Standard edition Invoice Professional/Premium edition Standard edition Request Professional/Premium edition Standard edition

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Page 1: Invoice: Invoice Pay Setup Guide...2020/10/17  · For more information, refer to the Invoice: Invoice Settings Setup Guide. Email to Vendors When Payment Has Been Made Vendors can

Invoice: Invoice Pay

Setup Guide

Last Revised: October 17, 2020

Applies to these SAP Concur solutions:

Expense Professional/Premium edition

Standard edition

Travel Professional/Premium edition Standard edition

Invoice

Professional/Premium edition

Standard edition

Request Professional/Premium edition

Standard edition

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Invoice: Invoice Pay Setup Guide i Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Table of Contents

Section 1: Permissions ................................................................................................ 1

Required Roles and Primary Users ................................................................................ 1 Payment Manager ................................................................................................. 1 Suppliers .............................................................................................................. 1 AP Staff and Reviewers .......................................................................................... 1

Additional Roles ......................................................................................................... 2 Vendor Manager .................................................................................................... 2 Invoice Admin ....................................................................................................... 2

Invoice Settings ......................................................................................................... 3 Default Payment Terms .......................................................................................... 3 Restrict Changes to Bank Information by Import ....................................................... 3 Email to Vendors When Payment Has Been Made ...................................................... 3

Automated Clearing House (ACH) Transaction Format ..................................................... 3

Invoice Pay Country Availability ................................................................................... 4

Section 2: Vendor Data Maintenance ........................................................................... 5

Identify Changes in Vendor Information by Using Notices of Change ................................. 5

Update Vendor Information ......................................................................................... 5

More Information on Vendor Management ..................................................................... 5

Section 3: Accessing Payment Manager ...................................................................... 6

What the User Sees .................................................................................................... 6

Section 4: Procedures: Configuring Payment Manager ................................................ 6

Add One or More Funding Accounts .............................................................................. 6 Add a Funding Account .......................................................................................... 7 Edit or View a Funding Account ............................................................................... 8

Check Configuration ................................................................................................... 9 Check Security Features ......................................................................................... 9 How the Check Configuration Wizard Works ............................................................ 10 What the User Sees ............................................................................................. 10 Before You Begin: Preparing for Check Configuration ............................................... 10 Step 1: Provide the Check Funding Account Information .......................................... 10 Step 2: Fill Out the Check-Specific Fields ............................................................... 13 Step 3: Upload the Proposed Check Appearance...................................................... 14 Step 4: Approve the Final Check Appearance .......................................................... 16 Use the Is Emergency Check Run? Field to Expedite Payment ................................... 18

Use Notices of Change to Rectify Vendor Account Information ....................................... 18 Notices of Change List ......................................................................................... 18 Take Action on Supplier Bank Account Information Changes ..................................... 19

Set Up the Card Voucher Payment Method .................................................................. 19 Get Started ........................................................................................................ 19

Section 5: Country Specific Information .................................................................... 20

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ii Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Debit Authorization Process by Country ....................................................................... 20 United States ...................................................................................................... 20 Australia ............................................................................................................ 20 United Kingdom .................................................................................................. 21 (Eurozone) Austria, Belgium, Denmark, Finland, France, Germany, Greece, Ireland,

Italy, Luxembourg, Netherlands, Portugal, Spain, Sweden, Switzerland ..................... 21

Section 6: Sample Banking Confirmation Letter ........................................................ 22

Section 7: Sample Check Signature Template ............................................................ 24

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Invoice: Invoice Pay Setup Guide iii Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Revision History

Date Notes/Comments/Changes

February 17, 2021 Updated the copyright year; no other changes; cover date not

updated

October 17, 2020 Removed information about the Supplier Portal since it has been

retired.

April 17, 2020 Renamed the Authorization Request check box to Request on the guide’s title page; cover date not updated

January 6, 2020 Updated the copyright; no other changes; cover date not updated

April 13, 2019 Changed the term "payment request" to "invoice" as part of the new user experience for Concur Invoice including images.

March 21, 2019 Updated description of company name in table.

February 9, 2019 Added images to reflect the new Payments menu.

January 29, 2019 Updated the copyright; no other changes; cover date not updated

January 12, 2019 Added information about signatures in table and renamed "Concur" to "SAP Concur" where applicable.

December 8, 2018 Clarified supported currencies for ACH payments.

July 21, 2018 Minor wording change.

April 14, 2018 Added information about vendors being able to receive emails

when they are paid via ACH or check with Invoice Pay.

April 6, 2018 Changed the check boxes on the front cover; no other changes;

cover date not updated

March 6, 2018 Correct name of city from which checks are mailed.

January 5, 2018 Updated information about the signature image.

January 3, 2018 Updated Close Time on to 4pm.

November 4, 2017 Removed note about multiple funding accounts not being

available for Invoice Standard clients.

June 22, 2017 Added information about how check logos will print.

May 23, 2017 Added note about EUR and GBP currency only supported for

current clients, and not net new clients.

April 24, 2017 Added information about ACH and check address client company having the first 60 characters truncated on printed checks.

December 14, 2016 Changed copyright and cover; no other content changes.

December 5, 2016 Updated the guide content to new corporate style; no content changes.

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iv Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Date Notes/Comments/Changes

August 17, 2016 Added information about Next Check Number.

August 12, 2016 Updated information about the Refresh Sample Check and the

View Sample Check buttons.

August 15, 2015 Updated description of voided check.

May 15, 2015 Updates:

• Checks are mailed from St Louis, MO

• The Emergency Check Run feature

• New images with the enhanced user interface.

• New Refresh Sample Check button.

November 30, 2014 Integration Administrator has changed to Import/Extract

Administrator; no other content changes

October 17, 2014 Invoice Pay now supports Australian Dollar currency (AUD)

September 17, 2014 Added information about the two user interfaces; no other

content changes

September 12, 2014 Added information about credit handling.

August 22, 2014 Added information about:

• The Card Voucher payment method type

• New Invoice Settings setting that prevents admin from importing banking information by removing the Banking Import link from Payment Manager

June 25, 2014

Update to add a tip that the client should upload an image with

the text "No Logo" if they do not want the company logo to appear on their checks.

April 15, 2014 Changed copyright and cover; no other content changes

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Section 1: Permissions

Invoice: Invoice Pay Setup Guide 1 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Invoice Pay

Section 1: Permissions

You may or may not have the correct permissions to use this tool. You may have

limited permissions, for example, you can affect only certain groups and/or use only

certain options (view but not create or edit).

If you need to use Invoice Pay and you do not have the proper permissions, contact

your company's Invoice administrator.

In addition, be aware that SAP Concur needs to complete some of the tasks

described in this guide. In this case, your company must initiate a service request

with SAP Concur support.

Required Roles and Primary Users

The user roles described below are required to set up and use Invoice Pay.

Payment Manager

This role is required to use Payment Manager, described later in this document. This

role is entirely responsible for managing the pay process through Payment Manager.

The User Admin role can grant this role to one or more Invoice users depending on

need.

For more information about using this tool, refer to Procedures: Configuring

Payment Manager in this document.

Suppliers

Suppliers (vendors) provide the good or service and generate an invoice for the

purpose of payment.

AP Staff and Reviewers

The AP back office staff and Reviewers generate, process, and review invoices.

CONSIDERING ROLES WHEN CREATING FIELD DEFINITIONS

Field definitions (editable; read-only, etc.) should be considered when determining

who in an organization has rights to code, update, and review pay-related data. This

is especially true for the AP Staff and Reviewers as they handle this data and may

need permissions to allow for optimum workflow process.

Example 1: An organization may want the AP User to have privileges to override the

default payment due date for individual invoices, at the point of invoice creation. If

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Section 1: Permissions

2 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

so, the Payment Due Date field should be editable for this role so that the change

can be made.

Example 2: An organization may have Invoice Owners that handle a high volume of

inquiries from suppliers. If so, adding the read-only Pay Date field to their view

allows them to answer questions directly, with the data at hand, but un-editable.

SAP Concur provides a list of pay-related fields for reference in the table below:

Field Description Type ONP V

Import Add to Form?

Payment Terms Standard net terms (e.g. 30,

60) Vendor Y Yes

Remit To Address Address check will be sent to Vendor Y Yes

Routing Number (Used for ACH) Vendor Y System Hidden

Account Number (Used for ACH) Vendor Y System Hidden

Payment Method ACH, Check, or Client Pay Vendor Y Yes

Notes to Vendor Text to include in remittance Header -- Yes

Due Date Invoice Date + Payment

Terms [If terms not specified at vendor level, system uses Invoice Setting Default Payment Terms]

Calculated at point of invoice creation; may be overridden

at invoice level

Header -- Yes

NOTE: SAP Concur handles configuration of forms and field definitions related to

Invoice Pay.

Additional Roles

The roles listed below are not essential to configuring or using Payment Manager but

are important in the overall process of using this tool.

Vendor Manager

This role is responsible for the following tasks:

Vendor Data: Verification of the vendor data and the management of

both the On Demand and Vendor Import processes

Invoice Admin

The Invoice Admin role is used to configure Invoice settings in general, such as

adding feature hierarchies, payment group configuration, and adding fields to forms.

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Section 1: Permissions

Invoice: Invoice Pay Setup Guide 3 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

If this role is not available to the client, SAP Concur can undertake the tasks related

to this role.

For more information about assigning roles and permissions, refer to the

Shared: User Administration User Guide.

Invoice Settings

The following invoice settings impact the Invoice Pay process, and are configured by

the Invoice Admin.

Default Payment Terms

You can decide to set an overall payment term, in days, using the Default Payment

Term (days) option in Invoice Settings.

You can specify default payment terms, which will be used any time individual

payment terms are not specified on the vendor record. For example, if most of your

vendors are net 30, you may configure Default Payment Terms to 30, and only

specify exception terms (net 45, net 60, etc.) for specific vendors. This flexibility

allows you to declare a default, but make changes as required.

For more information, refer to the Invoice: Invoice Settings Setup Guide.

Restrict Changes to Bank Information by Import

You can allow or prevent the Payment Manager from importing banking information

by using the Banking Import link in Payment Manager.

If you disable the Allow Payment Manager to change banking information

option, the Banking Import link and all the import functionality are no longer

available for the Payment Manager role.

For more information, refer to the Invoice: Invoice Settings Setup Guide.

Email to Vendors When Payment Has Been Made

Vendors can receive an email when they are paid via ACH or Check with Invoice Pay,

which contains full remittance information including when, how, and for what they

are paid. This applies to both partial and full payments. To receive these emails,

admin need to select the Send vendor payment email notifications for Check

and ACH Concur Invoice Pay types option in Invoice Settings.

For more information, refer to the Invoice: Invoice Pay User Guide.

Automated Clearing House (ACH) Transaction Format

The Invoice implementation of ACH uses the CTX EDI 820 compliant format for

transactions. This format provides greater visibility to invoices, allowing the supplier

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Section 1: Permissions

4 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

in some circumstances to apply the payment automatically to outstanding account

receivables.

Invoice Pay Country Availability

SAP Concur only supports USD and AUD for clients setting up new ACH payments.

However, already existing clients, who implemented EURO (EUR) and British Pounds

(GBP) before February 2015, can use these currencies. Existing Invoice Pay clients,

who have not implemented EURO (EUR) and British Pounds (GBP), cannot use these

currencies.

Invoice Pay is available for the following countries and currencies:

Region Country Currency

North

America Canada CAD (check

only)

United States, including Puerto Rico and US Territories USD

EMEA (current clients only)

Austria EUR

Belgium EUR

Denmark EUR

Finland EUR

France, including French Guiana, Guadeloupe, Martinique, Saint Pierre and

Miquelon, Réunion, and Mayotte EUR

Germany EUR

Greece EUR

Ireland EUR

Italy EUR

Luxembourg EUR

Netherlands EUR

Portugal EUR

Spain EUR

Sweden EUR

Switzerland EUR

United Kingdom GBP|EUR

APA Australia AUD

NOTE: Invoice Pay is available only in the US data center.

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Section 2: Vendor Data Maintenance

Invoice: Invoice Pay Setup Guide 5 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Section 2: Vendor Data Maintenance

The client is responsible for maintaining the accuracy of vendor data. The client’s

Vendor Master List is the source for all vendor data, including banking information,

net pay terms, and default pay methods. Information flows from client ERP to SAP

Concur via the Approved Vendor Import (overnight processing), and quick updates

can be made via on-demand imports. This information is maintained in the Vendor

Master List of the client's ERP.

Identify Changes in Vendor Information by Using Notices of Change

A bank can send a Notice of Change (NOC) as an alert that banking information for

their client has changed. These NOC alerts will appear on the Notices of Change

page in Payment Manager where the updated banking information appears. This

information is useful whenever a failed payment is detected due to incorrect banking

information.

For more information, refer to the Using Notices of Change to Rectify Vendor

Account Information section in this document.

Update Vendor Information

The vendor data is updated in the following ways:

• Approved Vendor Import: The Import/Extract Administrator runs the

Approved Vendor import in an overnight, or Over Night Processing (ONP) job

run. All vendor data can be updated using this method.

• On-Demand Import via Vendor Manager: The Vendor Manager uses

options in the Vendor Manager > Import Vendors tab to upload vendor

data. This information appears immediately in the user interface. All vendor

data except banking information can be updated using this method.

• On-Demand Import via Payment Manager: The Payment Manager uses

options in the Payment Manager > Banking Import area to upload vendor

data. This information appears immediately in the user interface. Only

banking information may be updated using this method.

More Information on Vendor Management

Refer to the documentation listed below for additional information.

For more information about importing vendors via overnight vendor imports,

refer to the Approved Vendor Import V2 (Retired) document.

For more information about importing vendors on-demand, general vendor

information, and lifecycle, refer to the Invoice: Vendor Manager User Guide

and the Invoice: Vendor Management Lifecycle Setup Guide.

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Section 3: Accessing Payment Manager

6 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Section 3: Accessing Payment Manager

What the User Sees

A link to the Payment Manager tool appears in Concur Invoice to employees that

have the Payment Manager role.

To access Payment Manager:

Click Invoice > Payment Manager. The Payment Manager page appears.

Section 4: Procedures: Configuring Payment Manager

The following procedures are used to set up the information required to begin

electronic payment to the vendor.

Add One or More Funding Accounts

One or more funding accounts can be configured for a company. The funding account

is associated with an invoice by the invoice's fund mapping attribute.

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Section 4: Procedures: Configuring Payment Manager

Invoice: Invoice Pay Setup Guide 7 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

! WARNING: An Expense Pay client still needs to authorize their bank for Invoice

Pay since they will use different SAP Concur accounts. Having an authorized

funding account for Expense Pay does not also automatically configure this

account for Invoice Pay.

NOTE: SAP Concur must configure the Feature Hierarchy and Payment Group Admin

functionality needed to set up multiple funding accounts. Contact your Invoice

representative and submit a Service Request to Concur Service Central.

For more information about multiple funding accounts, refer to the Invoice:

Invoice Pay User Guide.

Add a Funding Account

To add a funding account

1. Click Invoice > Payment Manager.

2. Click Funding Accounts under Configuration. The Funding Account List

page appears.

3. Click the Add Funding Account button. The Funding Account page

appears.

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Section 4: Procedures: Configuring Payment Manager

8 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

4. On the Funding Account page, fill out the relevant fields.

For information about the fields, refer to the Funding Bank Account

Fields by Country section in this document.

5. Review the funding account information for accuracy, then click Save.

Edit or View a Funding Account

Selected fields of the Funding Account page cannot be edited after the account has

been confirmed. All fields, however, can be viewed.

For confirmed ACH Funding Account and Check Confirmations, the following fields

can be edited:

• Account name

• Close time

• Cash and liability account codes

• Next check number (for check)

• Contact information

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Section 4: Procedures: Configuring Payment Manager

Invoice: Invoice Pay Setup Guide 9 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

To view and edit an existing funding account:

1. On the Funding Accounts List, select the desired account and:

• Click Actions > Open Funding Account

• Double-click the funding account directly

2. View and modify the information as required.

3. Click Save.

Check Configuration

For a separate transaction fee, SAP Concur will process and send checks on behalf of

the client company.

NOTE: Checks are mailed out from St Louis, MO to addresses in the United States

and Canada only. Delivery time will depend on proximity to St Louis and

handling by the US Postal System.

For more information about checks, refer to the Invoice: Invoice Pay User

Guide.

Check Security Features

The check includes built-in security features that prevent fraud. These include:

• Face of Check:

Warning bands are included to give notice that certain, specific security

features are embedded in the face of the check. The person handling the

check can easily inspect the check for these features, and the check

includes the text "This check contains a colored background and micro

printing" as further evidence.

Photocopying is prohibited by including a VOID pantograph. Hidden to the

naked eye, it is only exposed when photocopying is attempted.

Micro printing of the term AdminiSource that appears as a solid line but is

readable under magnification and cannot be duplicated on a copier.

• Reverse Side of Check:

Warning bands are included to give notice that certain, specific security

features are embedded in the reverse side of the check. The person

handling the check can easily inspect the check for these features, and the

check includes the text "Warning: Do not cash this check without noting

watermark" and "Prevent Forgery - Know your endorser - Require I.D." as

further evidence.

White ink watermark symbols only viewable at a 45-degree angle with the

text "Original Document" cannot be reproduced.

Consecutive numbering is pre-printed in red ink to allow the untrained eye

to distinguish this original check document from any attempted duplicate.

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Section 4: Procedures: Configuring Payment Manager

10 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

How the Check Configuration Wizard Works

The check configuration wizard is a four-step process that guides the user through

the process of creating the check funding account, providing the check data,

delivering the data that allows the servicer to create checks, and finally approving

the appearance of the check.

What the User Sees

Check funding and sample check creation is a multi-step process. The user:

Step 1: Fills out the account that will fund the checks

Step 2: Fills out the check-specific fields

Step 3: Uploads the proposed check appearance

Step 4: Approves the final check appearance

Before You Begin: Preparing for Check Configuration

Note the following before you configure the account:

• Company Logo: A company logo is required on the check and may be either

blank or contain the company logo as desired. Black and white format is

preferred to color for final check image clarity.

TIP: If you do not want a logo on the check, upload an image that states "No

Logo" instead of a blank image to ensure the company complies with your

invoice. A time delay may occur if the check provider is not clear on this.

• Different Logos: You may set up multiple check configurations with custom

logos to support different sub-groups in a company.

• Hierarchy Support: Check Configurations can be made to correspond to

different hierarchies based on an attribute such as Division (not supported in

Concur Invoice Standard).

Step 1: Provide the Check Funding Account Information

The user first fills out the information for the funding account that the checks will

draw on.

To fill out the funding account information:

1. Click Invoice > Payment Manager.

2. Click Check Configurations under Configuration. The Check

Configurations page appears.

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Section 4: Procedures: Configuring Payment Manager

Invoice: Invoice Pay Setup Guide 11 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

3. Click Add Check Configuration. The Check Configuration page appears.

4. On the Check Configuration page, fill out the fields using the information in

the table below (note field appearance is based on currency selection):

Field Name Description

Account Name Required: The name on the account.

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Section 4: Procedures: Configuring Payment Manager

12 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Field Name Description

Close Time Required: The time at which batches using this

funding account will close and not accept any more payment demands.

NOTE: Any time set after 4pm CST will process the following day.

Cash Account This is the accounting code that will appear in the

Invoice Standard Accounting Extract "Cash Account Code" field for payments made with this funding account.

Liability Account This is the accounting code that will appear in the

Invoice Standard Accounting Extract "Liability Account Code" field for payment made with this

funding account.

Banking Information

Bank Name Required: The name of the bank that services the account.

Currency Choose from:

• USD (United States Dollars)

• CAD (Canadian Dollars)

Account Information

Routing Number Required: This is the identification number for the bank.

Branch Code Required: This is the identification number for the

branch of the bank.

Institution Number Required: This is the identification number for the

bank institution.

Account Number Required: This is the number of the funding account.

Next Check Number Required: The number to be assigned to the next

check to be issued.

NOTE: Check numbers are printed with a 10-digit padding.

Bank Address

Address 1 Required: The address of the funding bank.

Address 2 The secondary address of the funding bank.

City Required: The city in which the bank resides.

State Required: The state in which the bank resides.

Territory Required: The territory in which the bank resides.

Zip (code) Required: The zip code of the address in which the

bank resides.

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Section 4: Procedures: Configuring Payment Manager

Invoice: Invoice Pay Setup Guide 13 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Field Name Description

Postal Code Required: The postal code of the address in which the

bank resides.

Primary Contact Information

Name Required: This is the name of the client employee

who SAP Concur should contact for any banking or funding issues.

Email Required: Client employee email.

Phone Required: Client employee phone.

Additional

Applies to Groups The groups (funding account mapping attribute) that

will draw on this funding account; you can select more than one. The group(s) displayed are configurable and are driven by a field on the invoice.

For a complete discussion of funding account groups, refer to the Invoice: Invoice Pay User

Guide.

5. Review the funding account information for accuracy, then click Save.

Step 2: Fill Out the Check-Specific Fields

In this step, the user provides the data that will populate the physical check

appearance, such as return address and one or more authorized signatures.

To provide check appearance data:

1. With the Check Configurations page displayed, click the Check tab.

2. On the Check tab, fill out the fields using the information in the table below:

Field Name Description

Company Return Address

Company Name Required: The name of the client company (this is auto-populated by the system). Truncated to first 50 characters on the printed check.

Address 1 Required: The address of the company.

Address 2 The secondary address of the company.

City Required: The city in which the company resides.

State Required: The state in which the company resides.

Zip (code) Required: The zip code of the county in which the company resides.

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Section 4: Procedures: Configuring Payment Manager

14 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Language

Void The text that instructs the payee when the check

should be considered void, and no longer valid.

Security The text that instructs the payee about any relevant

security measures in place, such as positive pay usage.

3. Click Save to save the information on the Check tab.

Step 3: Upload the Proposed Check Appearance

1. In the Images section of the Check tab, use the options that appear to:

Provide an image of a voided company check using any of the supported

image formats, such as pdf, tiff, or png

Provide an image of the company logo

Provide one or more images of authorized signatures you will provide on a

template you will download

2. To do this, use:

The Browse button to locate the image file on your local drive

The Upload button to upload the image file

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Section 4: Procedures: Configuring Payment Manager

Invoice: Invoice Pay Setup Guide 15 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

3. Use the information in the table below for additional detail:

Images (the following are upload actions the user will perform)

Voided Check This is a company check, clearly voided and unusable, in pdf or similar supported formats.

NOTE: An MICR definition file can be used as a substitute for a voided check. The client’s bank provides the MICR sheet with all the information that would appear on the check.

Company Logo A company logo is required on the check and may be either blank or the company logo as desired; black and white format is preferred to color for final check

image clarity. Check logos will print in black and white on the physical check.

TIP: If you do not want a logo on the check, upload an image that states "No Logo" instead of a blank

image to ensure the company complies with your invoice. A time delay may occur if the check provider is not clear on this.

Ensure the image conforms to the following criteria:

• FORMAT: Pdf, tiff, png or other supported image format, keeping in mind that B&W is ideal, but not a B&W image created from a color image - this will blur and pixelate the resulting image

• SCAN RESOLUTION: 600 x 600 DPI - scanning should be performed at the resolution of the output device - 600 DPI

• SIZE: Maximum width 2", with a height of ¾" (preferred) up to 2" maximum (translates to 1200 x 450 > 1200 pixels @ 600DPI)

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Section 4: Procedures: Configuring Payment Manager

16 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Images (the following are upload actions the user will perform)

Signatures This is one or more signatures to be provided that

will appear on each company check. A scanned copy of the signature(s) must be used.

NOTE: Currently, the check background is blue. Please use a pen, (preferably Black) such as a

Sharpie, that leaves a bold, thick signature. This prevents a light signature that might be interpreted as an unsigned check by OCR and other decoding applications.

1. Download the template using the Download

Template button.

2. Open the template, print, and follow the instructions in the template.

3. Create an electronic copy of the template (pdf, tiff, png).

4. Use the Browse button to locate the template

file.

5. Use the Upload button to upload the image to Concur Imaging Service.

NOTE: The signature(s) provided will be printed on every check. Signature inclusion is not configurable. If you have two signers for some high-dollar checks, SAP Concur recommends that you upload two signatures.

4. Click Close to exit the Check Configuration window.

For more information about the checking signature letter, refer to the Sample

Check Signature Template section of this guide.

Step 4: Approve the Final Check Appearance

Once you have uploaded the check information in Step 3 above, Step 4 becomes

available and the check status is Pending Sample Check. You will need to wait

approximately five business days for the checking service to process the information

you have provided and render the check sample. If the check configuration is

changed, updated, and/or resaved at any time, prior to the check sample being

rendered, the confirmation process will start over and the check sample will be

provided five business days from the saved date. At that time, status changes to

Pending Approval and the sample check requiring your approval is made available for

viewing via the View Sample Check button.

After you approve the check template, the status changes to Pending Confirmation

and an email is sent to the check service vendor of SAP Concur to promote the test

configuration to production. This process takes two business days. Once the test

configuration is promoted to production, the status changes to Confirmed. At that

point, you can process invoices for check payment.

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Section 4: Procedures: Configuring Payment Manager

Invoice: Invoice Pay Setup Guide 17 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

NOTE: Because the check-printing process of SAP Concur is locked down, SAP

Concur is unable to manually request "test" checks to be written on the

client’s behalf. If "test" checks are needed, an invoice must be created and

submitted within SAP Concur. For additional questions, please initiate a

service request with SAP Concur support.

To approve the check appearance, click View Sample Check to open the sample

check and then do one of the following:

• If the check appearance is good click Approve to move the check status to

Pending Confirmation.

• If the check appearance needs to be updated, make the appropriate changes

to the template (such as, uploading a new logo and modifying the bank

address) and then save the template. This will send the requested updates to

the check vendor and restart the five-day window for building a new sample

check. The check will be updated to Pending Sample. Similarly, to the original

Pending Sample period, anything saved to the template will retrigger the five-

day window for delivery of the sample check.

NOTE: After the first sample has been generated, SAP Concur maintains the most

recent version of the sample for review, while you are waiting for the updated

sample check. You cannot take any action other than viewing the sample at

this time and when the check status moves to Pending Approval, the new

sample check will be replaced for the View Sample Check button.

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Section 4: Procedures: Configuring Payment Manager

18 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

If you need to verify that you have the most current image, you can do so by clicking

the Refresh Sample Check button. Generally, you will only use this action upon

direction from SAP Concur support.

NOTE: The Refresh Sample Check button does not send any communication to the

vendor or make requests of them to modify or update the sample check. To

request a change to the vendor, you need to change a field and save the

template.

Use the Is Emergency Check Run? Field to Expedite Payment

When a pending invoice that will be late for payment must be expedited within a 24-

hour cycle, the client may draw on the use of the Is Emergency Check Run? check

box field to do this. This field, available in Invoice Admin > Forms & Fields, is

added to the Payment Request Header form, and optionally associated with an

"Emergency" policy (as an example) so that, when selected, an attribute is added to

the invoice denoting that rapid payment is required.

NOTE: This feature is in no way related to Invoice Pay. It is instead a payment

feature for clients who do their own payments outside of Invoice Pay.

NOTE: The client may need to work with SAP Concur support to set up the Standard

Payment Request Accounting Extract (Emergency) job run that supports this

feature.

For more information about extracts, refer to the Payment Request

Accounting Extract document.

Use Notices of Change to Rectify Vendor Account Information

The Payment Manager displays a list of all Notice of Change (NOC) messages

received from supplier banks. The Payment Manager can use this information to

update their vendor banking account information and Vendor Master List.

Notices of Change List

The Payment Manager uses this list to view bank-generated notices alerting to

changes in a supplier's account information.

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Section 4: Procedures: Configuring Payment Manager

Invoice: Invoice Pay Setup Guide 19 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Take Action on Supplier Bank Account Information Changes

This feature alerts the client to changes in the supplier's bank account information.

Since there is a possibility of repeated NOCs causing refusal of payment, it is best

practice to reference this page and use the Acknowledge button, or the command

from the Actions menu, to dismiss the NOC after acting on the information.

When you do so, the Please Confirm window appears asking that you confirm the

deletion of the notice of change.

Click Yes to dismiss the window and remove the notice of change row(s) from the

page.

NOTE: The system displays but does not automatically update the client banking

account information in Invoice or the Master Vendor List in the client ERP.

These tasks are the sole responsibility of the client.

Set Up the Card Voucher Payment Method

When using the Voucher Card (VCHER) payment method, a client credit card is

provided to a supplier who in turn is authorized to debit the client card account on

receipt of an email notification ("Payment Authorization Voucher") generated by

Invoice on behalf of the client.

Get Started

The client will need to determine which suppliers should use this method and

distribute the card information to the suppliers. The configuration steps are as

follows:

1. The Buyer identifies the vendors who will use this payment method, and

determines how the credit card(s) will be issued to the Supplier:

1 to 1: A single card for a single Buyer

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Section 5: Country Specific Information

20 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

1 to Many: A single card for all Buyer departments, divisions, and/or

service and goods types

Many to 1: A single card for each Buyer department, division, and/or

service and goods type

2. The Card Payment Voucher (VCHER) payment method is specified in the Pay

Method Type field in the Vendor Import for each Buyer, and this information

is imported into Invoice Pay.

(Required) The Contact Email field is filled out for the vendor (the import

will fail if this field is blank)

(Optional) The Voucher Notes field is filled out – these notes are

included in the payment voucher email authorizing the Buyer to debit the

card

3. The Buyer issues the credit card(s) to their Supplier, to be used on an

ongoing basis (this action occurs outside of SAP Concur).

For more information on using the Card Voucher (VCHER) payment method,

refer to the Invoice: Invoice Pay User Guide.

Section 5: Country Specific Information

Debit Authorization Process by Country

Prior to setting up a funding bank account in Payment Manager, you must authorize

your bank to accept debits from SAP Concur to your funding bank account. The

documents you use and the process you follow are specific to the country in which

your bank account is domiciled.

The information below explains the form(s) and process you should follow for each

country to authorize your bank to allow debits to your bank account to fund the

payments that Invoice Pay will make on your behalf.

United States

Debit Mechanism: ACH

Form: Sample Funding Letter

You must authorize your bank to allow SAP Concur to debit your US bank account or

funding may fail if you have debit filters in place. SAP Concur provides a Sample

Funding Letter to assist you. The sample funding letter includes the ACH Company ID

of SAP Concur. You may edit this sample letter and present it to your bank on your

company letterhead.

Australia

Debit Mechanism: Direct Debit

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Section 5: Country Specific Information

Invoice: Invoice Pay Setup Guide 21 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Form: Direct Debit Request

Steps:

1. Check with your bank whether direct debiting is available from your account.

While all banks in Australia support direct debits, direct debiting is not

available on all accounts offered by financial institutions.

2. You must complete and sign one Direct Debit Request (DDR) per bank

account to be debited.

3. Check with your bank before completing the Direct Debit Request if you have

any queries about how to complete the Direct Debit Request.

4. Complete and sign the Direct Debit Request and send it to SAP Concur. SAP

Concur will retain a copy of the signed Direct Debit Request on file.

5. We recommend you keep a copy of the completed and signed Direct Debit

Request in a safe place for future reference.

United Kingdom

Debit Mechanism: MT101 Reverse Wire

Forms: UK Supported Funding Banks, UK Client Bank Information Form, UK Funding

Instructions, and Sample Funding Letter - UK

Steps:

1. Check the UK Supported Funding Banks list to make sure your bank is

supported for reverse wire debits. The largest banks in the UK are supported.

2. Sign the UK Client Bank Information form, authorizing SAP Concur to debit

your UK bank account via reverse wire. You must send the signed form to

SAP Concur. SAP Concur retains a copy on file and uses the form to verify

that SAP Concur can do reverse wire debits with your UK bank.

3. Follow the steps in the UK Funding Instructions document.

4. Provide the Sample Funding Letter - UK to your bank. Your bank will likely

require you to sign a separate authorization form that they will provide to you

before they will do the reverse wire setup for your bank account.

5. Wait to set up your funding bank account in Payment Manager until your bank

confirms to you that they have completed the reverse wire setup.

(Eurozone) Austria, Belgium, Denmark, Finland, France, Germany,

Greece, Ireland, Italy, Luxembourg, Netherlands, Portugal, Spain, Sweden, Switzerland

Debit Mechanism: SEPA B2B Direct Debit

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Section 6: Sample Banking Confirmation Letter

22 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Forms: Eurozone Funding Instructions and SEPA Business to Business Direct Debit

Mandate

Steps:

1. Follow the steps in the Eurozone Funding Instructions document.

2. Check with your bank to make sure they support the SEPA B2B Direct Debit

scheme. If they do not, you cannot use that bank to fund the EUR payments.

It is important to make sure the bank supports the B2B scheme, which is for

businesses (the "Core" scheme is for consumer debits; Invoice Pay does SEPA

B2B direct debits, not Core direct debits).

3. You must sign one SEPA Business to Business Direct Debit Mandate per bank

account and send to SAP Concur. SAP Concur will retain a copy of the signed

mandate on file.

4. You must also provide a signed copy of the mandate to your bank. The

mandate includes an SAP Concur Creditor Identifier, a Mandate reference

number unique to you (your SAP Concur entity ID), and a Mandate Date of

Signature. All required fields on the form must be completed. Your bank will

reference the signed mandate on file to validate that SAP Concur is authorized

to debit your account.

5. Wait to set up your funding bank account in Payment Manager until your bank

confirms to you that they have received your signed mandate and completed

whatever setup they to need do.

6. You must enter the Mandate Date of Signature into Payment Manager, as SAP

Concur must pass the Mandate Date of Signature in the debit transactions to

your bank.

Section 6: Sample Banking Confirmation Letter

A sample banking confirmation letter as provided from a client to an SAP Concur

banking partner is shown below. Visit SAP Concur support portal to download this

document.

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Section 6: Sample Banking Confirmation Letter

Invoice: Invoice Pay Setup Guide 23 Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

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Section 7: Sample Check Signature Template

24 Invoice: Invoice Pay Setup Guide Last Revised: October 17, 2020 © 2004–2021 SAP Concur All rights reserved.

Section 7: Sample Check Signature Template

The sample check signature template used by the client to deliver their authorized

signatures for the check banking service is shown below.

NOTE: Use a pen, such as a Sharpie, that leaves a bold, thick signature – this

prevents a light signature that might be interpreted as an unsigned check by

OCR and other decoding applications.