Bill Pay

This article describes at a high level how to configure Bill Pay. The entire configuration is completed with the help of our services team.

Bill Pay is an automated nightly process that exports utility bills from the application for payment. Using custom bill lists and reports you can track the payment status of each bill.

Bill Pay is paired with Export to AP to keep your accounting system in sync with your payments.

Bill export folders

After the application is configured for Bill Pay, the Bill Export section displays the Waiting to Export for Payment folder.

During your implementation, your organization will decide when bills are exported. It is recommended to export bills after the batch is closed and the bills are approved.

Daily automation

Any bills in the Waiting to Export for Payment folder are sent daily at 5 pm EST to our processing partner to initiate payment.

At the same time the bills are sent for payment, the bills in the Waiting for Export to AP are sent to your organization's SFTP folder to be processed by your accounting system to document that payment was made.

Bill export history

You can review the bills that were exported for each day in the bill export log.  

• View exported bills in a bill list.
• Download a list of bills to an Excel file to help you validate the export.

Bill lists

Two special bill lists are configured for your organization when you use Bill Pay.

• Paid Last 30 days
• Pay Status of Exported Bills

If needed, you can also create other bill lists to help you review bills in the payment process.

Reporting

Report 48 is an Excel report containing accounts that are missing payment account information. This report is configured for a daily distribution and is only sent when the report contains data. For example a new account is added to the application after the initial configuration.

Account custom fields

During your initial configuration, spreadsheets are used to configure the custom fields on accounts.

The following custom fields are populated for Bill Pay accounts:

• Payment Account - this is the bank account used for payment, often a friendly nickname is used here, for example, PNC Bank.
• Exclude from Payments - Yes/No
• Export to AP after Payment - Yes/No

Vendor custom field and configuration

The vendor custom field  named Default Payment Account, is the default bank account to use if the payment account information is not entered for the individual account.

In addition to populating the custom fields, the vendor remit address and phone number must be populated. If an account has a different remit address it can be entered at the account level.