Concur Invoice: Invoice Pay - Concur Training

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Concur Invoice: InvoicePayUser Guide for Standard EditionLast Revised: March 1, 2022Applies to these SAP Concur solutions: Expense Professional/Premium edition Standard edition Travel Professional/Premium edition Standard edition Invoice Professional/Premium edition Standard edition Authorization Request Professional/Premium edition Standard edition

Table of ContentsSection 1: Overview .1Invoice Pay Country Availability . 1Definitions . 1Payment Methods and Payment Cycle Time . 2ACH . 3Invoice Provider ACH: . 3Check . 5Card Voucher . 7PVD . 7Handle Credits . 7Handle Credit - Use Cases . 10Use Cases and Scenarios . 10Track Payment Flow . 10Resolve Exceptions and Failures . 11Section 2: Payment Manager Procedures .15Access Payment Manager . 16Manage Funding Accounts . 17Multiple Funding Accounts . 18New Confirmation Process for Invoice Pay ACH Funding Accounts . 24Add a Funding Account . 25View or Edit a Funding Account . 26Activate and Deactivate a Funding Account . 27Move Batches to Active Funding Account . 28Manage Invoice Pay Check Configuration . 28Check Security Features . 28How the Invoice Pay Check Configuration Wizard Works. 29Before You Begin: Prepare for Check Configuration. 29Step 1: Provide the Check Funding Account Information . 29Step 2: Fill Out the Check-Specific Fields . 32Step 3: Upload the Proposed Check Appearance. 33Step 4: Approve the Final Check Appearance . 35Monitor Payments . 36Search for a Payment Batch, Demand, or Invoice . 36View Payment Demands in a Payment Batch. 39View Invoices in a Payment Demand . 40Export Payment Data to an Excel spreadsheet . 41Manage Payment Demands and Invoices . 42Place a Hold on a Payment Demand or Invoice . 42Void and Reissue a Check Payment for a Payment Demand . 44Move a Payment Demand from an Inactive to Active Funding Account . 46Change the Funding and Payment Date for an Invoice . 47Change the Payment Method Type for a Demand or Invoice . 49Mark an Invoice as Client Pay . 49Change the Payment Amount for an Invoice . 50Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.i

Add Detailed Comments to the Invoice . 52Add an Image to the Invoice. 53Add or Edit Notes to the Supplier for an Invoice . 55Invoices Requiring Action and Failed Payments . 56Why an Invoice Might Need Action or Fail . 56Reprocess an Invoice . 57Act on Groups of Failed Invoices . 58Reschedule a Failed Invoice Into a Different Payment Batch . 58Move a Failed Payment Demand From an Inactive to Active Funding Account. 59Change the Funding or Payment Date of a Failed Invoice . 59Perform On-Demand Payment Confirmation Import . 60Overview. 60Run Extracts . 61Run the On-Demand GL Extract . 62Run the Pay Confirmation Extract . 62Run the Positive Pay Extracts . 64Search for the Output File . 66View the Output File . 67Extract Reconciliation . 67What the User Sees . 67View Invoices in Extracts . 69Search for an Invoice in an Extract File . 69Manage Vendor Information . 70Download Vendor Banking Details . 71Section 3: Provider Payment Manager .71How It Works. 71Access Provider Payment Manager. 72Search for Payments . 72View the Payment Details . 74Section 4: Vendor Data Maintenance .75Use Notices of Change to Rectify Vendor Account Information . 75Notices of Change List . 75Take Action on Supplier Bank Account Information Changes . 76Update Vendor Information . 76More Information on Vendor Management . 77Section 5: Special Cases .77Use the Card Payment Voucher Payment Method . 77How It Works. 77Visibility in Payment Manager . 78Additional Information About the Card Voucher Payment Type . 79Use the Payment Confirmation Import for Comprehensive Pay Status . 80Maintain Consecutive Check Numbering When Using Client Pay . 80Remittance Advice . 80How the Display of Remittance Advice Works . 81iiInvoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.

Sample Check Image . 82Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.iii

Revision HistoryDateNotes/Comments/ChangesMarch 1, 2022Updated the diagram in the Invoice Provider ACHBambora/Worldlines section.January 21, 2022Updated the copyright year; no other changes; cover date notupdatedJanuary 20, 2022Removed information about Invoice Pay ACH.December 11, 2021Updated the table showing the five-banking day payment cycledates for the funding account batch close to settled payment.March 4, 2021Updated the copyright year; no other changes; cover date notupdatedJanuary 20, 2021Added note about 200 funding accounts and checkconfigurations.November 14, 2020Updated the images on page 71 and 73 to reflect changes to thedate field on the Provider Payment Summary page.October 17, 2020Removed information about the Supplier Portal since the featurehas been retired.July 7, 2020Updated procedure on page 18 to reflect changes to the CustomFields page.January 18, 2020Updated information about the Credit Memo.January 8, 2020Updated the copyright. Updated check timing image.July 9, 2019Updated title. No revision date change.June 8, 2019Updated text and images throughout to reflect UI name changefrom "Cost Tracking" to "Custom Fields".May 30, 2019Updated text to reflect UI term change from "payment request"to "invoice".March 21, 2019Updated the description of the company name in the table.March 5, 2019Updated image; no other content changes.February 28, 2019Removed 'Concur' from title in footer. Updated a few screenshots.February 20, 2019Updated Provider Payment Manager images with link to the AppCenter.February 9, 2019Added information about the Provider Payment Manager.January 30, 2019Updated the copyright; no other changes; cover date notupdatedJanuary 12, 2019Added information about signatures in table.December 20, 2018Updated with new Cost Tracking page names and screens.ivInvoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.

DateNotes/Comments/ChangesDecember 8, 2018Clarified support currencies for ACH payments.November 10, 2018Updated note to clarify supported currencies for ACH paymentsand clarified text in Handle Credits section.October 26, 2018Added more information about credit memos and renamed"Concur" to "SAP Concur" where applicable.August 8, 2018Reset cover date to May 17 and updated Cost Tracking screens.July 21, 2018Minor wording change.May 21, 2018Minor wording change to the May 17 update. Cover date notmodified.May 17, 2018Added more detail under Handling Credits about the paid amounton the Payment Demand List page.April 11, 2018Changed the check boxes on the front cover; no other changes;cover date not updatedApril 2, 2018Added information about ACH payments.March 22, 2018Added a TIP to the description of the Company Logo field in theImages table.January 5, 2018Updated signature image information.January 3, 2018Updated information about closing time of batches forprocessing.November 4, 2017Added information about the Multiple Funding Account feature.Updated guide to include new Product Settings page, whichreplaces the Setup Wizard.October 13, 2017Removed information about the Emergency Check Run featurewhich is not applicable to Invoice Pay for Standard.July 21, 2017Added note about MICR definition file for voided checks.July 6, 2017Added more information about supported payment method typesand currencies.June 22, 2017Added information about how the check logos will be printed.May 23, 2017Added note about EUR and GBP currency only supported forcurrent clients, and not net new clients.April 24, 2017Added a note about payment methods and payment cycle timingand added information about account number for checks andACH and check address client company having the first 60characters truncated on printed checks.Older revision history has been removedInvoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.v

Section 1: OverviewInvoice PaySection 1: OverviewConcur Invoice clients can use the Invoice Pay by SAP Concur service toautomatically pay their supplier invoices. An additional service allows client to useSAP Concur to generate checks for their suppliers.Invoice Pay provides the following benefits: Fully Managed: The entire invoice lifecycle, from invoice receipt to finalpayment, is managed in one system. One common set of data drives allevents. Streamlined Control and Visibility: Automated payments are made daily,grouped by optimum pay date per vendor terms. Users can adjust individualpay dates and amounts and access all records to answer inquiries frominternal employees or suppliers. Cash Flow Management: Users have complete control of day-to-day andmonth-to-month management of their cash flow. Necessary funding amountsare clearly displayed. Return on Investment: In-house costs for check stock and equipmentmaintenance and check fraud protection are reduced or eliminated whenpayment processing is moved to SAP Concur. While the average cost toprocess a check is 7 (according to an Aberdeen study), Invoice Pay cost percheck is around 1 (including postage), and ACH transactions are includedfree.Invoice Pay Country AvailabilityFor information about Invoice Pay country availability, refer to the Invoice PayCountry Availability section in the Concur Invoice: Invoice Pay Setup Guide.DefinitionsACH: Automated Clearing House is a secure payment transfer system between U.S.financial institutions that acts as the central clearing facility for all Electronic FundTransfer (EFT) transactions that occur nationwide. Concur Invoice uses the CTX EDI820 compliant format for this transaction.Bank: The institution providing funding services.Batch: A collection of payment demands scheduled for payment and sharing thesame funding account.Batch Close: The date the batch no longer accepts new payment demands.Batch Open: The date the batch is created and begins accepting payment demands.Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.1

Section 1: OverviewBatch Schedule: The defined close and send dates for the batch.Batch Send: The date the system sends the payment demands for processing.Credit Memo: A batch type that shows that a payment demand batch has anoutstanding credit with a vendor.Due Date: The scheduled payment date. This is calculated at initial creation fromInvoice Date plus Payment Terms and may be overwritten.Funding Bank Account Confirmation: Process where the funding bank account isvalidated by Invoice Pay.Funding Date: The date on which the payment batch will be funded.On-Demand Import: An import that can be performed from within the ConcurInvoice user interface, instead of using SAP Concur overnight services to perform thejob.Payment Cycle: The number of days from initiation of funding invoice to actualpayment.Invoice: A request for payment of goods and services.Payment Demand: A collection of invoices to the same supplier.Payment Terms: The period (in calendar days) allowed to a buyer to pay off theamount due to a vendor (net 30, 60, 90 as examples).Payment Method: Manner in which funds will be provided to the vendor.Payment Provider: Third party company who facilitates payments to vendorsbehalf of clients outside of SAP Concur.Supplier/Vendor: Party providing goods or services to the client.Vendor Import: Overnight or on-demand, the importing of supplier banking,address, contact, and other information via a data file or direct input using the userinterface.Voucher (Card): A client credit card is provided to a supplier who in turn isauthorized to debit the client card account on receipt of an email notification("Payment Authorization Voucher") generated by Concur Invoice on behalf of theclient.Payment Methods and Payment Cycle TimePayment method types determine how invoices created and approved in SAP Concurwill be paid to vendors. A default Payment Method Type can be set for vendors inConcur Invoice so invoices are assigned that method on creation. The PaymentMethod Type can be modified on the invoice before final approval.2Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.

Section 1: OverviewA payment cycle is the number of days it takes from the date a payment batchcloses in SAP Concur to the date the payment settles in the vendor’s bank account.Payment method types can have different payment cycle times and depend on otherfactors such as country, currency, and payment provider the payment is made from.ACHElectronic transfer of payments using ACH to debit funds from a client’s bank accountand credit a vendor’s bank account. Funding accounts are configured in ConcurInvoice to manage batching and release of payments to be processed by a paymentprovider.The total amount of the ACH payment batch (sum of all vendor payments in a batch)is debited from the client’s bank account in a single transaction. Funds for failedpayments will be returned to the client’s bank account. The return process can varyby banking system and receiving bank and is not controlled by SAP Concur.Multiple invoices for the same supplier with the same payment due date will begrouped in one payment to the supplier. Remittance information for the invoicesbeing paid is sent to the supplier’s bank with the payment. For more information about remittance advice provided to suppliers withpayments, refer to the Remittance Advice section in this document.Invoice Provider ACH:About the FeatureWith the Invoice Provider ACH feature in Concur Invoice, fund transfers for ACHpayments are handled by a third-party company (payment provider) instead of SAPConcur.In Payment Manager, clients can set up funding accounts with a payment providerfor processing ACH payments to vendors, as well as manage batches and payments.NOTE: The Invoice Provider ACH feature is currently only available to direct clientswho purchased Concur Invoice on or before June 21, 2021. A future releasenote will provide more information about when Invoice Provider ACH will beavailable to all clients.NOTE: SAP Concur must first enable the Invoice Pay and Invoice Provider ACHfeatures in your SAP Concur site. Contact your SAP Concur representative torequest support services to enable them if needed. For more information about setting up Invoice Provider ACH, refer to theInvoice Provider ACH Setup Guide.How it WorksWith an Accepted and Active provider funding account, an invoice with a paymentmethod type of ACH will be batched for payment from the provider funding account.Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.3

Section 1: OverviewPayment batches for provider funding accounts will close on the batch Close Date.SAP Concur will then send the payment provider the required data via API to processthe payments in the batch to vendors.Data sent to the payment provider includes: Provider Account ID of the funding accountPayment providers store the client’s bank account information provided in thefunding account setup process. The Provider Account ID is used toreference the client’s bank account that payments will be funded from. Vendor banking detailsThe vendor banking details in the Concur vendor record associated to theinvoices being paid. Information remittance adviceInvoice number, paid date, notes to supplier, and, if applicable, accountnumber with the vendor.This information is passed to the vendor’s bank with the ACH payment to inform thevendor what the payment is for. The Doing Business As company name provided inthe funding account setup process is also included to inform the vendor who thepayment is from.The total amount of the batch will be debited from the client’s bank account in asingle transaction on the Funding Date to fund the ACH payment(s). The paymentprovider will send SAP Concur confirmation that the payments have settled in thevendors’ bank accounts, and the invoices in Concur will update to a status of Paidwith the payment information. The Payment Confirmation Extract can then be usedto extract the payment information from Concur to post in the client’s financialaccounting system.TimingThe payment cycle time for ACH payments may vary by payment provider or countryand currency of the payment. The days of ACH payment cycles are bankingweekdays. Below are the payment cycle times by payment provider and supportedcountry and currency.Bambora/WorldlineCountryCurrencyUnited States, including Puerto Rico and US Territories.USDACH payment batches from Bambora/Worldline funding accounts close at 7:00 AM(PST). It is a five-day payment cycle from the date the batch closes to when thepayment settles in the vendor’s bank account as shown in the table below:4Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.

Section 1: OverviewCheckABOUT CHECK SERVICESSAP Concur’s check vendors issue check payments to suppliers on the client’s behalf.The process leverages the client’s existing bank. No funds are transferred to andfrom SAP Concur. The check resembles the client’s own stock, and all security,processing, envelope stuffing, and mailing is handled by SAP Concur. Note that viewand copy services for your voided checks are available through your bank, as thisservice is not handled by Invoice Pay Check services.The Invoice Pay Check services supports the following countries and currencies:CountryCurrencyUnited States, including Puerto Rico and US Territories.USDCanadaCADNOTE: The vendor name on the US checks has a 60-character limit.The envelopes are white with windows for return and delivery addresses. The returnaddress and delivery address are printed on the check and are visible through awindow.Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.5

Section 1: OverviewWindow of an envelopeNOTE: View and copy services for your voided checks are available through yourbank. This service is not handled by Invoice Pay Check services.NOTE: The vendor name on the US checks has a 60-character limit.TIMINGThe figure below illustrates the timing beginning with the closing of a payment batchand ending with the supplier receiving the physical check in the mail.SCENARIOS REQUIRING CHECK REISSUESometimes the supplier may report not receiving a check, for example, if it was lostin the mail. Under these conditions you can elect to void and then reissue a newcheck.6Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.

Section 1: OverviewNOTE: Clients are billed for each check that is printed and delivered. This means thatif a check is voided and reissued it will be counted as two charges; one for thefirst check and one for the reissued check. For more information, refer to Void and Reissue a Check Payment for aPayment Demand section of this document.Card VoucherTiming for payment (authorization) for a supplier to debit the on-file client creditcard is based directly on the Pay Date value. This value is determined by acombination of the Invoice Date ("January 1st") and Vendor Terms ("30 days")negotiated between the client and supplier. Using these dates, on January 30th asearly as 12:01 am the Payment Demand and Payment Processing jobs cause thepayment voucher authorization email to be sent to the supplier so that it appears intheir inbox the morning of the payment date. For more information about issuing a card directly to the Buyer for payment,refer to Use the Card Payment Voucher Payment Method section in this guide.PVDTo make payments by using a payment provider on the App Center, select thePAYPVD payment method. The Provider Payment Summary page displays thestatus of these payments. The payment methods supported, the timing of payments,and supported countries and currencies depend on the payment provider with whomyou have a contract.Handle CreditsInvoice Pay can handle invoice credits through the Payment Manager for ACH andCheck items only. The client can configure this functionality in their funding account.When enabled, the functionality includes the following features: Vendor credits can be applied automatically to invoice payments. Invoicepayments for less than the credit amount are not sent, allowing the client touse up their existing credit. Once there is an invoiced amount higher than thevendor credit, Invoice Pay will send a payment for the remaining balance. Thecredit information will be included in the remittance file.NOTE: For the credit memo to apply, it needs to be created first before thepositive invoice. Only one credit memo is applied per invoice and the oldest credit memo willbe applied first. For example, if you have a 5,000 invoice and a 25 CreditMemo and a 1,000 Credit Memo, if the 25 Credit Memo is older, the systemwill apply the 25 credit instead of the 1,000 credit. The vendor code and address code must match in the Credit Memo andinvoice for the Credit Memo to apply.Invoice Pay User Guide for Standard EditionLast Revised: March 1, 2022 2004–2022 SAP Concur All rights reserved.7

Section 1: Overview Concur Invoice only applies the Credit Memo when the total amount of thepayment demand is more than the Credit Memo. The Payment Batch List and the Payment Demand List pages display abatch type, Credit Memo, which appears when there is an outstanding creditwith a vendor. If there are credits available, the Credit Memo batch typeappears and will be referenced each time a batch is run to determine if thereare any available credits that can be used to offset the incoming debits. Aslong as there are available credits, the status of the Credit Memo batch willalways be Open. The Payment Demand List page displays the Credit Amount and PaidAmount values in the list header. The credit amount represents the totaldollar value of the credits included in the batch. The paid amount is the sumof the amounts on payment demands to be paid by Invoice Pay and thepayment demands marked as client pay.NOTE: If a payment batch contains some payment demands that are markedas client pay, the paid amount on the Payment Demand List pagemight differ from the total amount listed on the Payment Batch Listpage. The Funding Account page now has an Apply Credit Memos option wherethe Payment Manager can enable credit handling.NOTE: If credit memos and positive invoices are processed at the same time, creditmemos might not be applied. The reason for this is that once the invoice hasgone through final approval, the invoice pay demand process job runs. This isthe job that picks up the invoice and places it into a pay batch for payment.This is also the time when the system is scanned for any credits. If thepayment demand has not yet been created for the Credit Memo, the CreditMemo will not be applied to the positive invoice. Ensure the credits areprocessed first and that they are in a credit memo batch prior to giving finalapproval for the positive invoices. For information about enabling the credit memo feature, refer to the ConcurInvoice: Invoice Pay Setup Guide. For information about viewing invoices withcredits, refer to the View Invoices with a Credit section in this guide.Example 1On the Payment Batch List page (image number 1 below), the Credit Memo iconindicates that the system applied credit to this batch and that 88.00 still needs tobe paid out.The line item in inv credit funding

Concur Invoice clients can use the Invoice Pay by SAP Concur service to automatically pay their supplier invoices. An additional service allows client to use SAP Concur to generate checks for their suppliers. Invoice Pay provides the following benefits: Fully Managed: The entire invoice

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