Configuring a Merchant Email Notification

Program administrators can configure two separate email notification templates to send payment information to vendors (merchants): an initial notification that is sent to the vendor when the single-use account is created, and a reminder that is sent at a configured interval if the vendor has not processed the payment. By creating separate templates, you can tailor the content of the notification for the situation.

To configure a merchant email notification:

Select Administration > Hierarchy > Settings > Payables.
Enter the hierarchy ID in the Hierarchy ID field, or click the link and select a node from the hierarchy tree.
Click the Merchant E-mail tab.
Use the View settings for list to specify which template you want to configure. To configure an initial email template, select Merchant Email. To configure a follow-up email template, select Merchant Reminder.
Select Override inheritance.

Note:The Override inheritance check box overrides the settings from the parent hierarchy ID, which is listed in the Inherited from field. This allows you to configure the payable settings differently for the selected hierarchy ID. If this check box is not selected, you will not be able to make any changes on this screen, and the selected hierarchy ID will retain the settings of the parent node.
Select Enable merchant e-mail notification.
Complete the Merchant E-mail Notification fields. For a list of these fields, see Merchant E-mail Notification Fields.
For an initial email template, select the events that will trigger the notification.

On payable create

Sends a notification to the vendor when a new payable is first created.

On payable activate

Sends a notification to the vendor when the payable’s begin date arrives. Use this option for payables created with a begin date that is in the future.

On payable change

Sends a notification to the vendor when an existing payable’s begin date, end date, payable total, or list of MCC Groups is changed.

For a reminder email template, complete the Merchant E-mail Notification Reminder fields. These fields specify how frequently reminders will be sent. For a list of these fields, see Merchant E-mail Notification Reminder Fields. To configure multiple reminders, click Add and specify the frequency for each notification. To remove a reminder, click the corresponding Delete button.
If you want to preview the initial notification as it will look to the recipient, click Preview Email. To exit the preview, click Return to Hierarchy Settings.
Click Save.

Merchant E-mail Notification Fields
Field	Description
Alias	Enter a name to identify the sender. For example, you might enter a known nickname or first name.
Reply To	Enter the email address to which the response should be sent. You can enter one email address in this field.
CC Address	Enter up to five additional email addresses to be copied on the reply. Separate multiple email addresses with a semi-colon (;).
Subject	Enter the email subject. You can also select a payable field from the drop-down list to add to the subject line. For initial email messages that are configured to be sent when a payable is changed, the subject line will be prefaced with the word “Modified:”. For reminder email messages, the subject line will be prefaced with the word “Reminder:” to distinguish them from the initial notification. To prevent email notifications from being blocked, a randomly generated number is appended to every subject line.
Message Introduction	Enter the message introduction. The introduction displays at the beginning of the email message.
Payable Fields	Select the fields to display in the email message from the Available Columns list and click Add> to add them to the Selected Columns list. To add all the fields, click Add All>>. To remove fields from the Selected Columns list, select the fields to remove and click <Remove. To remove all the fields, click <<Remove All. For a complete list of the Payable Fields, see Merchant E-mail Payable Fields. Note that transaction and payable custom fields will also be included in this list and available for you to select.
Message Closing	Enter the closing message. The closing message displays at the end of the email message.

Merchant E-mail Payable Fields
Field	Description
Available Payable Amount	Select this field to include the amount available for the vendor to charge.
Begin Date	Select this field to include the date the single-use account becomes available for use.
Card Number	Select this field to include the single-use account number. Only the last nine digits display in the email notification; the first seven digits are masked.
Card Security Code	Select this field to include the Card Verification Value (for example, CVV or CV2). This information is often used when processing the payment. This field will be masked if the vendor has not chosen to receive encrypted/secure emails. A link to opt in to secure emails will be provided at the bottom of the email.
End Date	Select this field to include the date when the single-use account will no longer be available for use.
Expiration Date	Select this field to include the expiration date for the single-use account.
Payable Amount	Select this field to include the payable total.
Payable Line Items	Select this field to include line item information for the payable. The following information will be shown in table format just before the closing message: item number, description, number of units purchased, unit price, and item total.
Payable Notes	Select this field to include any notes included on the payable. This field is limited to 2000 characters.
Remittance Details	Select this field to include the remittance information. If available, the following information will be shown in table format just before the closing message: line number, invoice number, invoice date, PO number, invoice amount, adjustment amount, and total amount paid.
Vendor Name	Select this field to include the name of the vendor authorized for the single-use account.
Zip Code	Select this field to include the account billing zip code. This information is often used when processing the payment.

Merchant E-mail Notification Reminder Fields
Field	Description
Weekly	Select the day of the week when the email reminder will be sent. The default value is Monday.
Monthly	Select the day of the month when the email reminder will be sent. The default value is the 1st.
Cycle	Select the user-defined cycle date (first or last) when the email reminder will be sent.
Days before Payable End Date	Enter a value between 0 and 90. This value specifies the number of days before the payable end date when the email reminder will be sent.
Percentage of Payable Duration	Select a value that specifies the point in the payable’s active date range when the email reminder will be sent. Options are 25%, 50%, and 75%; the default value is 25%. For example, if the payable will be active for 30 days and you select 50%, a reminder will be sent to the vendor on day 15.