Users who have the Order Requestor role can create payables. Creating a payable requires four steps:
Select. Select the payment group and optionally specify the recipient for the payment. The payment group establishes default controls, such as the daily and monthly transaction limits, the currency to be used for both issuance and settlement, and the authorization type (single or multiple). To specify the recipient, you can either search for an existing vendor record or manually enter the name of the payee. Selecting a vendor record automatically supplies the vendor’s email addresses for notifications and allows spend behavior with that vendor to be tracked.
Define. Define the amount of the payable, the begin and end dates, and the authorization type. You can also add invoices, select the Merchant Category Code Group, establish spending controls (tolerance limits), and specify values for any custom fields.
Notify. Identify the email addresses where payment notifications will be sent and optionally enter notes to be shared with the vendor.
Note:Notifications can be sent only if merchant email notifications are allowed by the payment group and enabled for the hierarchy.
Review. Review the information you have provided, make any necessary changes, and complete the payable.
Required fields on all screens are marked with an asterisk (*).
To create a payable:
Select SUA Payables > Create Payable, or click the Create a New Payable button on the SUA Overview screen or the Payable List screen.
Select the currency from the Currency list. Your selection will be used to filter the available payment groups by currency.
Select the payment group from the Payment Group list. If only one payment group is available to you, it will be selected automatically.
If you want to associate a recipient with the payable, select Yes from the Assign Recipient list. You can either enter the payee name or perform a search to locate the vendor.
If you do not want to associate a recipient with the payable, select No from the Assign Recipient list.
To specify the recipient by name, select Payee Name and enter the merchant’s name in the adjacent text box.
To locate an existing vendor record for the recipient, select Vendor Name, Vendor Email, or Vendor ID from the Search Vendors by list. Enter a few characters of the vendor’s name, email address, or ID, and click Search. Then select the vendor from the list of search results.
Click Continue to advance to the Define step.
Provide basic information for the payable slip.
Payable Total
Enter the full amount authorized for the payable.
Begin Date
Specify the date when the vendor can begin processing transactions against the payable. By default, the current date is the Begin Date. You can click the calendar icon and select a different date, or you can enter a date manually, using the mm/dd/yyyy format.
End Date
Specify the latest date when the vendor can process transactions against the payable. The default end date is determined by the number of days a payable remains active (as specified in your organization settings). You can click the calendar icon and select a different date, or you can enter a date manually, using the mm/dd/yyyy format.
Authorization Type
Indicate the number of transactions for which the Payable Total can be authorized. If the payable can be authorized for one transaction only, select Single. If the payable can be authorized for more than one transaction, select Multiple. The default authorization type is determined by the payment group settings but can be changed when you create the payable.
(Optional) In the Invoices area, provide detailed information about the invoices associated with the payable. A maximum of 20 invoices can be associated with a payable that is created in the Payables module.
To add an invoice, enter the information in the invoice fields and click Add Invoice. Repeat this step for each invoice you need to add. For a list of these fields, see Invoice Fields.
To remove an invoice, click the corresponding Delete button.
In the Controls area, select the Merchant Category Code Group (MCCG) with which the payable can be used and specify the limits for the Overage Tolerance and Fulfillment Tolerance. The MCCG selection limits the vendors where the payable can be used to make a purchase. For descriptions of the control fields, see Controls Fields.
In the Custom Fields area, specify the values for any transaction custom fields or payable custom fields that have been defined by your program administrator.
Depending on how a custom field is defined, you may need to select a value from a drop-down list, enter a value in a text box, or select a check box. Required fields are marked with an asterisk (*).
Click Continue to advance to the Notify step.
(Optional) In the Notifications area, select a maximum of 5 email addresses to which payment notifications will be sent. If the payable is associated with a vendor record, any email addresses that are configured as part of the vendor record are automatically listed. To send notifications to additional email addresses, enter the addresses in the text boxes and select their check boxes.
Note: Any email addresses you add here are saved with the payable but are not saved as part of the vendor record. To change the email addresses for the vendor, you must edit the vendor record.
(Optional) In the Notes area, enter a note to be sent to the vendor along with the payable information. Each note is limited to a maximum of 2000 characters in English or 1000 characters in French.
Click Review to advance to the Review step.
Review the payable details. If you need to modify any group of settings, click the corresponding Edit button and make your changes; then click Continue to return to the Review step.
Click Create Payable. PaymentNet displays the Payable Details screen, showing the Payable ID, Buyer Reference, and other information associated with the new payable.
Note: Depending on the hierarchy settings, a line item in the amount of the Payable Total may be automatically added to the payable. For more information, see Customizing Your Company Profile.