Payment Manager Workflow

When you have Payment Manager enabled, approved invoices from service providers are aged and automatically processed for payment in your scheduled frequency.

The general workflow with Payment Manager is as indicated in the below image.

1. Invoices received

Service providers submit their invoices through Invoice Manager, which ensures invoices are within the NTE and meet other requirements you have set up, if any, such as adding line item details. These invoices list in the Invoices module.

2. Review & Approve Invoices

Your Location Managers review and approve invoices for payment. In case you have MLI set up, the invoice is reviewed and approved by all approvers in the hierarchy.

3. Payment Batch Created

Approved invoices are aged based on your Payment Terms and payment settings such as Pay Sooner than Agreed and Early Payment (Early Payment settings apply only when you have any early payment agreements with service providers). Depending on when the invoices are due, they are placed into appropriate batches for payment.

Once a batch is scheduled, it appears in the Scheduled to Pay tab of Payment Manager, and you will receive an email listing the invoices that will be paid in the batch.

4. Review Payment

Your Finance/Accounts team can review the invoices in a scheduled batch and, when required, perform any of the below actions to better manage finances:

• Expedite later invoices, moving them to earlier batches
• Defer invoices, moving them to later batches, or
• Make immediate payment for specific invoices or batches using any of your stored payment methods using Pay Now

5. Submit Payment

Payment is automatically submitted for a batch of invoices after accounting for any adjustments made in the Review Payment stage. Funds are debited from your specified account after the time specified in Payment Initiation Delay and credited to service providers’ accounts typically in 3 to 5 business days.

When payment is submitted, you receive an email with the list of invoices being paid. This invoice list may be different from the list you receive when the batch was created should you have expedited, deferred, or made immediate payment (Pay Now) for invoices.

Once payment is submitted, the payment batch will list in the In Progress tab of the Payment Manager page.

Should there be any problems with clearing the payment, you will receive an email notification, and the batch will list in the Errors tab of Payment Manager. You need to pay failed batches from the Errors tab. See How to Pay a Failed Batch for more information on how to retry payment for a failed batch.

6. Post Payment

After the payment clears, the batch lists in the Paid tab in Payment Manager, and you will receive an e-Invoice listing the invoice payments.

In the Invoices module, invoices paid as part of the batch display in the Paid tab.

7. Import into ERP/AP

Using the customized e-Invoice file that you receive after the payments are posted, your Finance/Accounts team may update the status in your ERP/AP system.