invoice: invoice pay user guide for standard edition...invoice pay provides the following benefits:...

Invoice Pay

User Guide for Standard Edition

Last Revised: January 20, 2021

Applies 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

Invoice Pay User Guide for Standard Edition i Last Revised: January 20, 2021 © 2004–2021 SAP Concur All rights reserved.

Table of Contents

Section 1: Overview .................................................................................................... 1

Definitions ................................................................................................................. 1

Invoice Pay Country Availability ................................................................................... 2

Payment Methods and Payment Cycle Timing ................................................................ 3 ACH ..................................................................................................................... 4 Check .................................................................................................................. 4 Card .................................................................................................................... 5 PVD ..................................................................................................................... 6

Supported Payment Method Types per Currency ............................................................ 6

Handle Credits ........................................................................................................... 6 Handle Credit - Use Cases ...................................................................................... 9

Vendor Data Maintenance............................................................................................ 9

Use Cases and Scenarios ............................................................................................. 9 Track Payment Flow .............................................................................................. 9 Resolve Exceptions and Failures ............................................................................ 10

Section 2: Payment Manager Procedures .................................................................. 15

Access Payment Manager .......................................................................................... 15

Manage Funding Accounts ......................................................................................... 17 Use Multiple Funding Accounts .............................................................................. 17 Add a Funding Account ........................................................................................ 23 The Funding Account Confirmation Process ............................................................. 24 Edit or View a Funding Account ............................................................................. 25

Manage Check Configuration ...................................................................................... 26 Check Security Features ....................................................................................... 26 How the Check Configuration Wizard Works ............................................................ 27 Before You Begin: Prepare for Check Configuration .................................................. 27 Step 1: Provide the Check Funding Account Information .......................................... 27 Step 2: Fill Out the Check-Specific Fields ............................................................... 30 Step 3: Upload the Proposed Check Appearance...................................................... 31 Step 4: Approve the Final Check Appearance .......................................................... 33

Monitor Payments .................................................................................................... 34 Search for a Payment Batch, Demand, or Invoice .................................................... 34 View Payment Demands in a Payment Batch........................................................... 37 View Invoices in a Payment Demand ..................................................................... 38 Export Payment Data to an Excel spreadsheet ........................................................ 39

Manage Payment Demands and Invoices ..................................................................... 40 Place a Hold on a Payment Demand or Invoice ........................................................ 40 Void and Reissue a Check Payment for a Payment Demand ...................................... 42 Move a Payment Demand from an Inactive to Active Funding Account ....................... 44 Change the Funding and Payment Date for an Invoice ............................................. 45 Change the Payment Method Type for a Demand or Invoice ..................................... 47 Mark an Invoice as Client Pay ............................................................................... 47 Change the Payment Amount for an Invoice ........................................................... 48

ii Invoice Pay User Guide for Standard Edition Last Revised: January 20, 2021 © 2004–2021 SAP Concur All rights reserved.

Add Detailed Comments to the Invoice .................................................................. 50 Add an Image to the Invoice................................................................................. 51 Add or Edit Notes to the Supplier for an Invoice ...................................................... 53

Invoices Requiring Action and Failed Payments ............................................................ 54 Why an Invoice Might Need Action or Fail ............................................................... 54 Reprocess an Invoice ........................................................................................... 55 Act on Groups of Failed Invoices ........................................................................... 56 Reschedule a Failed Invoice Into a Different Payment Batch ..................................... 56 Move a Failed Payment Demand From an Inactive to Active Funding Account.............. 57 Change the Funding or Payment Date of a Failed Invoice ......................................... 57

Perform On-Demand Payment Confirmation Import ...................................................... 58 Overview............................................................................................................ 58

Run Extracts ............................................................................................................ 59 Run the On-Demand GL Extract ............................................................................ 60 Run the Pay Confirmation Extract .......................................................................... 60 Run the Positive Pay Extracts ................................................................................ 62 Search for the Output File .................................................................................... 65 View the Output File ............................................................................................ 65

Extract Reconciliation ............................................................................................... 65 What the User Sees ............................................................................................. 66 View Invoices in Extracts ...................................................................................... 67 Search for an Invoice in an Extract File .................................................................. 68

Manage Vendor Information ...................................................................................... 68 Use Notices of Change to Rectify Vendor Account Information .................................. 69 Vendor Imports ................................................................................................... 70

Section 3: Provider Payment Manager ....................................................................... 70 How It Works ...................................................................................................... 70 Access Provider Payment Manager......................................................................... 71 Search for Payments ........................................................................................... 71 View the Payment Details ..................................................................................... 73

Section 4: Special Cases ............................................................................................ 74

Use the Card Payment Voucher Payment Method ......................................................... 74 How It Works ...................................................................................................... 74 Visibility in Payment Manager ............................................................................... 75 Additional Information About the Card Voucher Payment Type .................................. 76

Use the Payment Confirmation Import for Comprehensive Pay Status ............................. 77

Maintain Consecutive Check Numbering When Using Client Pay ...................................... 77

Payment Originator Name ......................................................................................... 77

Remittance Advice .................................................................................................... 78 How the Display of Remittance Advice Works .......................................................... 78 Sample Check Image ........................................................................................... 80

Section 5: Bank Account Fields Reference ................................................................. 80

Fund Bank Account Fields Reference by Country .......................................................... 81 United States ...................................................................................................... 81

Invoice Pay User Guide for Standard Edition iii Last Revised: January 20, 2021 © 2004–2021 SAP Concur All rights reserved.

Australia ............................................................................................................ 82 Eurozone ............................................................................................................ 83 United Kingdom .................................................................................................. 86

Section 6: Sample Banking Confirmation Letter ........................................................ 89

Section 7: Sample Check Signature Template ............................................................ 90

iv Invoice Pay User Guide for Standard Edition Last Revised: January 20, 2021 © 2004–2021 SAP Concur All rights reserved.

Revision History

Date Notes/Comments/Changes

March 4, 2021 Updated the copyright year; no other changes; cover date not updated

January 20, 2021 Added note about 200 funding accounts and check configurations.

November 14, 2020 Updated the images on page 71 and 73 to reflect changes to the date field on the Provider Payment Summary page.

October 17, 2020 Removed information about the Supplier Portal since the feature has been retired.

July 7, 2020 Updated procedure on page 18 to reflect changes to the Custom

Fields page.

January 18, 2020 Updated information about the Credit Memo.

January 8, 2020 Updated the copyright. Updated check timing image.

July 9, 2019 Updated title. No revision date change.

June 8, 2019 Updated text and images throughout to reflect UI name change

from "Cost Tracking" to "Custom Fields".

May 30, 2019 Updated text to reflect UI term change from "payment request"

to "invoice".

March 21, 2019 Updated the description of the company name in the table.

March 5, 2019 Updated image; no other content changes.

February 28, 2019 Removed 'Concur' from title in footer. Updated a few screen

shots.

February 20, 2019 Updated Provider Payment Manager images with link to the App

Center.

February 9, 2019 Added information about the Provider Payment Manager.

January 30, 2019 Updated the copyright; no other changes; cover date not updated

January 12, 2019 Added information about signatures in table.

December 20, 2018 Updated with new Cost Tracking page names and screens.

December 8, 2018 Clarified support currencies for ACH payments.

November 10, 2018 Updated note to clarify supported currencies for ACH payments and clarified text in Handle Credits section.

October 26, 2018 Added more information about credit memos and renamed "Concur" to "SAP Concur" where applicable.

August 8, 2018 Reset cover date to May 17 and updated Cost Tracking screens.

July 21, 2018 Minor wording change.

Invoice Pay User Guide for Standard Edition v Last Revised: January 20, 2021 © 2004–2021 SAP Concur All rights reserved.


May 21, 2018 Minor wording change to the May 17 update. Cover date not

modified.

May 17, 2018 Added more detail under Handling Credits about the paid amount on the Payment Demand List page.

April 11, 2018 Changed the check boxes on the front cover; no other changes; cover date not updated

April 2, 2018 Added information about ACH payments.

March 22, 2018 Added a TIP to the description of the Company Logo field in the Images table.

January 5, 2018 Updated signature image information.

January 3, 2018 Updated information about closing time of batches for processing.

November 4, 2017 Added information about the Multiple Funding Account feature.

Updated guide to include new Product Settings page, which replaces the Setup Wizard.

October 13, 2017 Removed information about the Emergency Check Run feature which is not applicable to Invoice Pay for Standard.

July 21, 2017 Added note about MICR definition file for voided checks.

July 6, 2017 Added more information about supported payment method types and currencies.

June 22, 2017 Added information about how the check logos will be printed.

May 23, 2017 Added note about EUR and GBP currency only supported for current clients, and not net new clients.

April 24, 2017 Added a note about payment methods and payment cycle timing

and added information about account number for checks and ACH and check address client company having the first 60 characters truncated on printed checks.

April 13, 2017 Added information about check envelopes.

April 5, 2017 Added information about payment originator name.

March 18, 2017 Updated with menu option name change to access Setup Wizard.

January 4, 2017 Added information about character limits for vendor name on US

checks.

December 13, 2016 Changed copyright and cover; no other content changes.

December 5, 2016 Updated the guide content to new corporate style; no content changes.

September 9, 2016 Added note about reissued checks.

vi Invoice Pay User Guide for Standard Edition Last Revised: January 20, 2021 © 2004–2021 SAP Concur All rights reserved.


August 17, 2016 Added information about the following:

• Next Check Number

• Invoice Pay debit banking details from the client account do not include a specific payment demand reference ID

August 12, 2016 Added information about:

• The Refresh Sample Check and the View Sample Check buttons

• Updating vendor information

May 15, 2015 Added information about the new Refresh Sample Check button in Check Configuration.

October 17, 2014 Invoice Pay now supports Australian Dollar currency (AUD)

September 18, 2014 Added information about credit handling

August 22, 2014 Added information about:

• The Card Voucher payment method type

• New Compliance Controls setting that prevents admin from importing banking information by removing the Banking Import link from Payment Manager.

July 14, 2014 Added information about Send to Excel feature in Payment Manager.

May 16, 2014 Re-organized information.

November 8, 2013 Updated screenshots. Added information about the Payment

Confirmation Extract and Positive Pay Extract.

October 18, 2013 Added new information about moving payment demands from an

inactive funding account(s) to an active primary account.

September 20, 2013 New funding account screenshot. A new field called Active is

added.

Section 1: Overview

Invoice Pay User Guide for Standard Edition 1 Last Revised: January 20, 2021 © 2004–2021 SAP Concur All rights reserved.

Invoice Pay

Section 1: Overview

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 lifecycle, from invoice receipt to final

payment, is managed in one system. One common set of data drives all

events.

• Streamlined Control and Visibility: Automated payments are made daily,

grouped by optimum pay date per vendor terms. Users can adjust individual

pay dates and amounts and access all records to answer inquiries from

internal employees or suppliers.

• Cash Flow Management: Users have complete control of day-to-day and

month-to-month management of their cash flow. Necessary funding amounts

are clearly displayed.

• Return on Investment: In-house costs for check stock and equipment

maintenance and check fraud protection are reduced or eliminated when

payment processing is moved to SAP Concur. While the average cost to

process a check is $7 (according to an Aberdeen study), Invoice Pay cost per

check is around $1 (including postage), and ACH transactions are included

free.

Definitions

Bank: The institution providing funding services.

Batch: A collection of payment demands scheduled for payment and sharing the

same 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.

Batch Schedule: The defined close and send dates for the batch.

Batch Send: The date the system sends the payment demands for processing.

Due Date: The scheduled payment date. This is calculated at initial creation from

Invoice Date plus Payment Terms and may be overwritten.

Funding Bank Account Confirmation: Process where the funding bank account is

validated by Invoice Pay.

Funding Date: The date on which the payment batch will be funded.

Section 1: Overview

2 Invoice Pay User Guide for Standard Edition Last Revised: January 20, 2021 © 2004–2021 SAP Concur All rights reserved.

On-Demand Import: An import that can be performed from within the Invoice user

interface, instead of using SAP Concur overnight services to perform the job.

Payment Cycle: The number of days from initiation of funding invoice to actual

payment.

Invoice: An invoice 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 the

amount due to a vendor (net 30, 60, or 90 as examples).

Payment Method: How funds will be provided to the vendor.

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 user

interface.

Voucher (Card): Payment by an on-file credit card the supplier uses on notification

to debit the client’s card account the authorized amount.

Invoice Pay Country Availability

SAP Concur only supports USD and AUD for clients setting up new ACH payments.

However, already existing clients, who implemented EURO (EUR) and British Pounds

(GBP) before February 2015, can use these currencies. Existing Invoice Pay clients,

who have not implemented EURO (EUR) and British Pounds (GBP), cannot use these

currencies.

Invoice Pay is available for the following countries and currencies:

Region Country Currency

North America

Canada CAD (check only)

United States, including Puerto Rico and US Territories USD

EMEA

(current

clients only)

Austria EUR

Belgium EUR

Denmark EUR

Finland EUR

France, including French Guiana, Guadeloupe, Martinique, Saint Pierre and

Miquelon, Réunion, and Mayotte EUR

Germany EUR

Greece EUR

http://www.investorwords.com/3669/period.html

http://www.businessdictionary.com/definition/buyer.html

http://www.businessdictionary.com/definition/pay.html

http://www.investorwords.com/205/amount.html

http://www.businessdictionary.com/definition/due.html

Section 1: Overview


Ireland EUR

Italy EUR

Luxembourg EUR

Netherlands EUR

Portugal EUR

Spain EUR

Sweden EUR

Switzerland CHF|EUR

United Kingdom GBP|EUR

APA Australia AUD

NOTE: Invoice Pay is available only in the US data center.

Payment Methods and Payment Cycle Timing

ACH and Check payment methods have different timing. Invoices marked Client Pay

are managed outside of Invoice Pay, and timing is handled by the client.

NOTE: If there is an issue with the vendor banking details, for example, funds will be

returned to the client account. The return process varies by banking system

and receiving bank, but SAP Concur strives to return funds to the client as

soon as they are received. SAP Concur does not hold returned funds for any

specific period before updating the UI and passing the funds back to the

client.

Section 1: Overview


ACH

Electronic transfer of payment using ACH begins with the close of the payment

batch, and ends with a credit for payment in the supplier's bank as shown in the

figure below:

With SAP Concur ACH payment for Invoice, if multiple invoices are paid through ACH

payment today, these payments will be grouped together into one transaction and,

therefore, the client will only see one deduction in their bank account.

Check

SAP Concur issues the check to the supplier on the client’s behalf. The process

leverages the client’s existing bank – no funds are transferred to and from SAP

Concur. The check resembles the client’s own stock, and all security, processing,

envelope stuffing, and mailing is handled by SAP Concur.

The envelopes are white with windows for return and delivery addresses. The return

address and delivery address are printed on the check and are visible through a

window.

Window of an envelope

Section 1: Overview


NOTE: View and copy services for your voided checks are available through your

bank. This service is not handled by Invoice Pay Check services.

NOTE: The vendor name on the US checks has a 60-character limit.

TIMING

The figure below illustrates the timing beginning with the closing of a payment batch

and ending with the supplier receiving the physical check in the mail.

SCENARIOS REQUIRING CHECK REISSUE

Sometimes the supplier may report not receiving a check, for example, if it was lost

in the mail. Under these conditions you can elect to void and then reissue a new

check.

NOTE: Clients are billed for each check that is printed and delivered. This means that

if a check is voided and reissued it will be counted as two charges; one for the

first check and one for the reissued check.

For more information, refer to Void and Reissue a Check Payment for a

Payment Demand section of this document.

Card

Timing for payment (authorization) for a supplier to debit the on-file client credit

card is based directly on the Pay Date value. This value is determined by a

combination of the Invoice Date and Vendor Terms negotiated between the client

Section 1: Overview


and supplier. If a 30-day schedule is enforced from the value for Invoice Date, then

that is 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.

PVD

To make payments by using a payment provider on the App Center, select the

PAYPVD payment method. The Provider Payment Summary page displays the

status of these payments. The payment methods supported, and the timing of

payments depend on the payment provider with whom you have a contract.

Supported Payment Method Types per Currency

Invoice Pay includes support for the currencies and payment methods listed in the

following table.

Supported Currencies Supported Payment Method Type

US Dollar (USD) Check (for a fee), Card Voucher, and ACH

Canadian Dollars (CAD) Check (for a fee) and Card Voucher

Australian Dollars (AUD) Card Voucher and Direct Debit

NOTE: SAP Concur only supports USD and AUD for clients setting up new ACH

payments. However, already existing clients, who implemented EURO (EUR)

and British Pounds (GBP) before February 2015, can use these currencies.

Existing Invoice Pay client who have not implemented EURO (EUR) and British

Pounds (GBP) cannot use these currencies.

NOTE: If you make payments by contracting with a payment provider on the App

Center, the currencies will depend on what the payment provider supports.

The Pay Cycle Time is four days for ACH in the US and Direct Debit in Australia, and

3-5 days for check (dependent on US and Canada Postal Service).

Handle Credits

Invoice Pay can handle invoice credits through the Payment Manager for ACH and

Check 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. Invoice

payments for less than the credit amount are not sent, allowing the client to

use up their existing credit. Once there is an invoiced amount higher than the

vendor credit, Invoice Pay will send a payment for the remaining balance. The

credit information will be included in the remittance file.

Section 1: Overview


NOTE: For the credit memo to apply, it needs to be created first before the

positive invoice.

• Only one credit memo is applied per invoice and the oldest credit memo will

be applied first. For example, if you have a $5,000 invoice and a $25 Credit

Memo and a $1,000 Credit Memo, if the $25 Credit Memo is older, the system

will apply the $25 credit instead of the $1,000 credit.

• The vendor code and address code must match in the Credit Memo and

invoice for the Credit Memo to apply.

• Concur Invoice only applies the Credit Memo when the total amount of the

payment demand is more than the Credit Memo.

• The Payment Batch List and the Payment Demand List pages display a

batch type, Credit Memo, which appears when there is an outstanding credit

with a vendor. If there are credits available, the Credit Memo batch type

appears and will be referenced each time a batch is run to determine if there

are any available credits that can be used to offset the incoming debits. As

long as there are available credits, the status of the Credit Memo batch will

always be Open.

• The Payment Demand List page displays the Credit Amount and Paid

Amount values in the list header. The credit amount represents the total

dollar value of the credits included in the batch. The paid amount is the sum

of the amounts on payment demands to be paid by Invoice Pay and the

payment demands marked as client pay.

NOTE: If a payment batch contains some payment demands that are marked

as client pay, the paid amount on the Payment Demand List page

might differ from the total amount listed on the Payment Batch List

page.

• The Funding Account page now has an Apply Credit Memos option where

the Payment Manager can enable credit handling.

NOTE: If credit memos and positive invoices are processed at the same time, credit

memos might not be applied. The reason for this is that once the invoice has

gone through final approval, the invoice pay demand process job runs. This is

the 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 the

payment demand has not yet been created for the Credit Memo, the Credit

Memo will not be applied to the positive invoice. Ensure the credits are

processed first and that they are in a credit memo batch prior to giving final

approval for the positive invoices.

For information about enabling the credit memo feature, refer to the Invoice:

Invoice Pay Setup Guide. For information about viewing invoices with credits,

refer to the View Invoices with a Credit section in this guide.

Section 1: Overview


Example 1

On the Payment Batch List page (image number 1 below), the Credit Memo icon

indicates that the system applied credit to this batch and that $88.00 still needs to

be paid out.

The line item in inv credit funding acct (Credit Memo) on the Payment Batch

List page indicates that there is a credit of $-150.00 that will be used for future

invoices.

On the Payment Demand List page (image number 2 below), the Credit Amount

and the Paid Amount values show information about the batch. The credit amount

of $-52.00 is included in the Acme payment demand, which the Credit Memo icon

indicates.

If the Payment Manager double-clicks the Acme payment demand, they will see the

Invoice List page (image number 3 below) for this payment demand, which shows

the paid amount of $88.00 and the credit amount of $-52.00.

Section 1: Overview


Example 2

Assume that we have a payment demand with both new debits and credits. This time

a debit of $500.00 exceeds the vendor credit amount of $200.00. The credit amount

is first loaded into the payment demand, followed by the debits. The system applies

the full credit to the debit, and the remaining balance of $300.00 is paid to the

vendor. In this case, the vendor credit is $0.00.

Handle Credit - Use Cases

CANNOT CHANGE DATES ON PAYMENT DEMANDS WITH CREDITS

The Payment Manager cannot change any dates for payment demands with credits,

since credit are not tied to a specific date but will be open until the debit exceeds the

credit.

REMOVE A CREDIT FROM INVOICE PAY

The Payment Manager can use the Mark as Client Paid option if they want to

remove a credit from Invoice Pay without applying it.

CHANGE A CREDIT REQUEST PAYMENT METHOD FROM ACH TO CHECK

The Payment Manager can change the payment method from ACH to check for

invoices. For credit requests, the Payment Manager might want to make this change

in order to apply an existing credit as soon as possible.

NOTE: This example would only be applicable if the vendor has both ACH and check

accounts.

Vendor Data Maintenance

The client is responsible for maintaining the accuracy of vendor data. The client’s

Vendor Master List is the source for all vendor data, including banking information,

net pay terms, and default pay methods. Information flows from client ERP to SAP

Concur via an on-demand import. This information is maintained in the Vendor

Master List of the client's ERP.

Use Cases and Scenarios

The scenarios below present situations that are quickly resolved using options in the

Payment Manager user interface.

Track Payment Flow

You need to track cash flow and funding requirements for your company. From the

Monitor Payments page, you can search by funding account, account status (open,

closed, sent), and within a range to return a group by specifying the close and send

dates within a date range.

Section 1: Overview


To find an invoice, you can also elect to input the Invoice Number or Invoice ID

number directly in the Invoice search text box.

Resolve Exceptions and Failures

UNRESOLVED INVOICES

The Invoices Requiring Action page shows all invoices that could not be placed

into a valid payment demand, "orphaning" the invoice. As an example, the system

could not determine a valid Payment Due Date value as shown in the figure below:

Section 1: Overview


Options to resolve the issue include clicking Mark as Client Pay or elect to resolve

the issue by, as an example, providing a due date and clicking Reprocess Invoice.

FAILED PAYMENT DEMANDS

The Failed Payments page displays all payment demands that have failed. Reasons

for the failure, such as invalid supplier accounts or insufficient funds, appear in red in

the payment demand row.

Section 1: Overview


Issues with the payment demand can be resolved, and the demand reprocessed for

the next available payment batch by using the Schedule in Next Available Batch

link or changing the date by using Change Dates.

The user can also click Mark as Client Pay to apply the Client Pay status to this

invoice. Any time the client is unable to resolve the root cause and successfully

reprocess an invoice using options in the Failed Payments or the Invoices

Requiring Action pages, they should mark the invoice status as Client Pay.

ANSWER QUESTIONS

A client can expect to field questions such as "When was that invoice paid?" or "Why

was I short-paid for that service?" The user can drill down to an invoice in the

Monitor Payments page > View Payment Demands > View Invoices and

quickly determine the invoice status.

Section 1: Overview


The user can also read and/or update the invoice with comments to the supplier.

IMMEDIATE PAYMENT - CLIENT PAY

Under some conditions, a payment must be made outside of the Invoice Pay system.

Invoice Pay allows this using the Client Pay option, which removes the invoice from

the pay process, marks the invoice with a status of Client Pay, and retains a record

of this action.

For more information, refer to the Marking an Invoice as Client Pay Feature

section in this document.

PROVIDE SUPPLEMENTARY COMMENTS TO SUPPLIER

Remittance advice is the information accompanying payment to a supplier that

informs them what invoice number(s) this payment covers, and any additional

remarks that explain the payment amount, date, or status.

The Notes to Supplier field allows the user to add comments that will show in

remittance advice. As an example, the user could choose to explain short paying an

invoice, due to damaged goods.

Section 1: Overview


Users can be given permissions to add notes to suppliers to an invoice directly during

creation or initial review.

Alternatively, Payment Users can add or review comments later in the pay process,

by opening the invoice through Payment Manager.

ADJUST THE DUE DATE FOR A PAYMENT

You may decide to adjust the due date of a payment. For example, to pay early for a

discount, or simply to manage cash or research an issue with goods received. To do

this, use the Change Dates functionality in Payment Manager. This can be

approached from either the Funding Date or Payment Date perspective; the interval

between these two dates moves in tandem. Alter the Proposed Date, and the system

will advise you of Actual Dates (considering non-banking days).

CHANGE THE PAYMENT AMOUNT

You can decide to change the payment amount at the invoice level, for example,

when deciding to short pay a vendor for partial delivery or similar. To do this, the

demand is opened, and the user selects the invoice whose amount is to be changed.

This activates the Change Payment Amount command.

The Payment Manager enters the new amount (a Required field) and then optionally

provides remittance notes for both the Supplier and for auditing purposes, using the

Payment Adjustment Notes field.

Note that changes to the amount of an invoice that has already been extracted by

the SAE but not yet paid by Invoice Pay will result in different pay data between the

client financial system and Invoice Pay. Under these conditions, you can use the

Payment Confirmation extract to reconcile the differences. The SAE provides an

estimate of pay data. Best practice when working with Invoice Pay is to use the

Payment Confirmation extract as an alert to pay data differences and to view a

complete list of SAP Concur-generated pay data.

For more information about this extract, refer to the Use the Payment

Confirmation Extract to Confirm Payment section in this document.

Section 2: Payment Manager Procedures


WHAT HAPPENS TO A SCHEDULED PAYMENT BATCH WITH NO DEMANDS?

If all demands are removed from an existing batch by the user (changed payment

date, method, or amount, etc.), that batch remains open: it is visible to the user in

the interface and can accommodate any demands that fall within its original,

scheduled processing date, after which it closes.


The Payment Manager tool facilitates ongoing management of payments, as well as

initial pay configuration. It works with the SAP Concur payment engine to:

• Withdraw funds from designated funding accounts

• Transfer these funds to supplier accounts via ACH

• Initiate paper check generation to suppliers

Features include:

• Manage funding account and check configuration

• View necessary funding amounts and manage cash flow

• Adjust Pay Dates, Funding Dates, and Paid Amounts

• View, correct, and reprocess exceptions and failed payments (for example,

due to an invalid supplier bank account)

• Specify Notes to Supplier, which display in remittance advice

• Reconcile accounting extract data with actual payment data

Access Payment Manager

A link to the Payment Manager tool appears in Concur Invoice to employees that

have the Is Invoice Admin role.

NOTE: Depending on the configuration, some steps might require the Invoice Admin

role.

To access the Payment Manager tool, click Invoice > Payments > Payment

Manager.



The Monitor Payments page appears.

The Payment Manager tool is used to track the progress of invoices and their

associated payment demands – invoices to move funds between bank accounts –

through Invoice Pay.

The tool consists of a search function, and the following primary pages:

• Monitor Payments: Search for and track batches, payment demands, and

individual invoices within those batches. Change funding and payment dates

for an invoice, change payment method to Client Pay, and add and review

Notes to Supplier.

• Invoices Requiring Action: View and act on invoices requiring attention.

• Failed Payments: View and act on invoices that were not paid successfully.

• Payment Confirmation Import: Perform an on-demand import of payment

transaction. This data, from the client financial system making disbursements

to the vendor, is imported into Invoice and updates the Payment Status of

invoices.

• Extract Reconciliation: Review extracted payment amounts from the client

system alongside actual payments made within Invoice Pay.

• Banking Import: Download a template and provide banking information for

a vendor, then upload this data into the Invoice Pay system for immediate

update.

• Check Configurations: Configure the system with information that allows

creation of a check format for your company.

• Payment Group Configuration: Select list items for which to create groups

to map to funding accounts.

• Funding Accounts: Configure one or more funding accounts that will be

used to pay your suppliers.

• Notices of Change: Review alerts from banks about changes to a client's

banking data contained in a Notice of Change (NOC).



• GL Extract: Perform an on-demand general ledger extract (this feature is

restricted. Consult your Invoice representative for more information).

• Positive Pay Extract: Perform an on-demand positive pay extract.

• Payment Confirmation Extract: Perform an on-demand payment

confirmation extract.

Manage Funding Accounts

The following provides instructions on how to add and edit a funding account.

Funding accounts are the primary method for supporting payment transactions

between the client and supplier accounts. However, the client may also keep a card

on file with the supplier when using the Card Voucher (VCHER) payment method

(this is described within this document).

NOTE: Before you create the funding account in SAP Concur, you should contact your

bank to grant permission to SAP Concur to debit the account. Contact SAP

Concur Client Services to get a copy of the sample letter to send to your bank

with this invoice.

Use Multiple Funding Accounts

Invoice Pay supports the use of more than one funding account to disburse

payments to suppliers. While many clients may elect to fund from a single funding

account, there are cases where multiple funding accounts are desirable.

Common scenarios supporting multiple funding accounts include:

• Merger and Acquisition: A company is merged into or acquired by the client

company and the different companies use different funding accounts

• Universities: A university has multiple schools within their system, each of

which is funded from a different source

• Vendors: Vendors may fall into different major "classes" such as Capitalized

and Non-Capitalized, with the classes funding from different sources

To support multiple funding accounts the client must perform the following three

steps:

1. Use an existing single-level custom list. Alternatively, you can configure a

new single-level list on the Add New Field page in Custom Fields.

2. In the Payment Manager tool, in the Payment Group Configuration menu

option, select which list and list item for which to create groups for payments

for the multiple funding account.

3. In the Payment Manager tool, in the Funding Accounts menu option, select

the groups to map to the multiple funding account.

The procedure below shows an example of how to configure multiple funding

accounts. It includes configuring a single-level custom list in Custom Fields.



NOTE: If you already have configured a single-level list that you want to use, you

can skip to step 5 in the procedure below.

Example of how to configure multiple funding accounts:

1. Click Administration > Invoice Settings or Expense & Invoice Settings

> Custom Fields. The Custom Fields page appears.

2. Click Add a Custom Field.

3. On the Add New Field page, click List to create a custom list field (in this

example, Location).

4. In the What would you like to name your list section, in the Field Name

field, select or type in a field name to use as a label when the field is

displayed.

NOTE: As a best practice, do not allow personal, sensitive, or uniquely

identifying information in custom fields.

5. Click Add. A message confirms the addition of the new field.



6. Click Add list items. The Edit List page appears.

7. On the Edit List page, click Add and create the desired list items (in this

example, Asia (AS), Australia (AU), and Europe (EU)).

8. Click Done.

To configure Payment Groups and Funding Accounts:

1. Click Invoice > Payments > Payment Manager.



2. Click the Payment Group Configuration option. Depending on your user

role, the path might vary.

3. Select the custom field (in this example, Region) and then click Next.

NOTE: You can only use one custom field.



4. In the Manage Groups step, click Save.

NOTE: Once you click Save, you will not be able to change the list that drives

the Multiple Funding Account feature.

NOTE: All the groups are selected by default. If you clear (disable) a group,

this group will also be removed from the Funding Account window.

Clearing a group is useful if you do not want to pay for the invoice in

SAP Concur, but instead in your company’s ERP for example.



The groups are now created.

5. Click the Funding Accounts menu option, and in the Applies To Group(s)

setting, select the groups that you want to map to the funding account.

NOTE: Multiple funding accounts supports both ACH and Check payments.



6. Click Save.

Add a Funding Account

To add a funding account:

1. Click Payment Manager.

2. Click Funding Accounts. The Funding Account List page appears.



3. Click Add Funding Account. The Funding Account page appears.

4. On the Funding Account page, fill out the required fields.

For information about field details, refer to the Bank Account Fields

Reference section in this guide.

5. Review the funding account information for accuracy, then click Save.

The Funding Account Confirmation Process

Account Confirmation is a function designed to reduce the frequency of rejected

payments caused by errors in client banking information. Invoice Pay validates the

client’s account information by sending a small transaction amount (for example,

0.01 USD) as an account confirmation transaction to the client funding account(s). If

this transaction is successful, Invoice Pay can begin the payment process. If the

transaction is not successful, the system displays a status of Failed.



NOTE: There must be at least one funding account that does not have the status of

Failed before account confirmation batches can be sent. The account

confirmation batches can be sent while the funding account is in the

confirmation process.

ACCOUNT CONFIRMATION PROCESS

Day 0 (Monday)

• New funding account information is entered in Payment manager prior to the

6pm CST

• The account is marked Unconfirmed

• Invoice Pay sends the Account Confirmation to the CPE for processing

• ACH credit is initiated for the account confirmation

Day 1 (Tuesday)

• Invoice Pay will begin to process payment demands for the funding account

• Penny settles in funding account (but it is up to client bank how soon this

transaction displays)

Day 2 (Wednesday)

Day 3 (Thursday)

• Funding Account status is changed to Confirmed

Day 4 (Friday)

• If the transaction is returned:

• The status of any associated payment demands is set to Failed in the

Payment Demand List page for the batch

• The funding account status is set to Failed

Edit or View a Funding Account

Selected fields of the Funding Account page cannot be edited after the account has

been confirmed. All fields, however, can be viewed.

For confirmed ACH Funding Account and Check Confirmations, the following fields

can be edited:

• Account name

• Close time

• Cash and liability account codes

• Next check number (for check)

• Contact information



To view and edit an existing funding account:

1. On the Funding Accounts List, select the desired account and:

• Click Actions > Open Funding Account

• Double-click the funding account directly

2. View and modify the information as required.

3. Click Save.

NOTE: If there are more than 200 funding accounts, some columns on the Funding

Accounts page will not display information (Bank ID, Account Number,

Currency, and Status). To view all the details for a specific funding account,

the user must open the Funding Account page for the desired funding

account.

Manage Check Configuration

For a separate transaction fee, SAP Concur will process and send checks on behalf of

the client company. Clients using this service must configure their check settings.

Check Security Features

The check includes built-in security features that prevent fraud. These include:

Face of Check:

Warning bands are included to give notice that specific security features

are embedded in the face of the check. The person handling the check can

easily inspect the check for these features, and the check includes the text

"This check contains a colored background and microprinting" as further

evidence.

Photocopying is prohibited by including a VOID pantograph. Hidden to the

naked eye, it is only exposed when photocopying is attempted.

Micro printing of the term AdminiSource that appears as a solid line but is

readable under magnification and cannot be duplicated on a copier.

Reverse Side of Check:

Warning bands are included to give notice that specific security features

are embedded in the reverse side of the check. The person handling the

check can easily inspect the check for these features, and the check

includes the text "Warning: Do not cash this check without noting

watermark" and "Prevent Forgery - Know your endorser - Require I.D." as

further evidence.

White ink watermark symbols only viewable at a 45-degree angle with the

text "Original Document" cannot be reproduced.

Consecutive numbering is pre-printed in red ink to allow the untrained eye

to distinguish this original check document from any attempted duplicate.



How the Check Configuration Wizard Works

The check configuration wizard is a four-step process that guides the administrator

through the process of creating the check funding account, providing the check data,

delivering the data that allows the servicer to create checks, and finally approving

the appearance of the check.

Check funding and sample check creation is a multi-step process. The administrator:

Step 1: Fills out the account that will fund the checks

Step 2: Fills out the check-specific fields

Step 3: Uploads the proposed check appearance

Step 4: Approves the final check appearance

Before You Begin: Prepare for Check Configuration

Note the following before you configure the account:

• Company Logo: A company logo is required on the check, and black and

white format is preferred to color for final check image clarity

• Different Logos: You may set up multiple check configurations with custom

logos if you have different currencies; one check configuration per currency

Step 1: Provide the Check Funding Account Information

The administrator fills out the information for the funding account that the checks

will draw on.

To enter the check funding account:

1. Click Payment Manager.

2. Click Check Configurations. The Check Configurations page appears.



3. Click Add Check Configuration. The Account tab of the Check

Configuration page appears.

4. On the Check Configuration page, fill out the fields using the information in

the table below (note field appearance is based on currency selection):

Field Name Description

Account Name Required: The name on the account.

Close Time Required: The time at which batches using this

funding account will close and not accept any more payment demands.

NOTE: Any time set after 4pm CST will process the

following day.

Cash Account This is the accounting code that will appear in the

Invoice Standard Accounting Extract "Cash Account Code" field for payments made with this funding account.




Liability Account This is the accounting code that will appear in the

Invoice Standard Accounting Extract "Liability Account Code" field for payment made with this funding account.

Banking Information

Bank Name Required: The name of the bank that services the account.

Currency Choose from:

• USD (United States Dollars)

• CAD (Canadian Dollars)

Account Information

Routing Number Required: This is the identification number for the bank.

Branch Code Required: This is the identification number for the branch of the bank.

Institution Number Required: This is the identification number for the bank institution.

Account Number Required: This is the number of the funding account.

Next Check Number Required: The number to be assigned to the next check to be issued.

NOTE: Check number are printed with a 10-digit padding.

Bank Address

Address 1 Required: The address of the funding bank.

Address 2 The secondary address of the funding bank.

City Required: The city in which the bank resides.

State Required: The state in which the bank resides.

Territory Required: The territory in which the bank resides.

Zip (code) Required: The zip code of the address in which the bank resides.

Postal Code Required: The postal code of the address in which the

bank resides.

Primary Contact Information

Name Required: This is the name of the client employee who SAP Concur should contact for any banking or

funding issues.

Email Required: Client employee email.

Phone Required: Client employee phone.



5. Review the funding account information for accuracy, then click Save.

Step 2: Fill Out the Check-Specific Fields

The administrator provides the data that will appear on the check, such as return

address and void information.

To configure check appearance:

1. On the Check Configurations page, click the Check tab.

2. Fill out the fields:


Company Return Address

Company Name Required: The name of the client company (this is

auto populated by the system). Truncated to the first 50 characters on the printed check.

Address 1 Required: The address of the company.

Address 2 The secondary address of the company.

City Required: The city in which the company resides.

State Required: The state in which the company resides.

Zip (code) Required: The zip code of the county in which the company resides.

Language

Void The text that instructs the payee when the check should be considered void, and no longer valid.

Security The text that instructs the payee about any relevant security measures in place, such as positive pay

usage.



3. Click Save to save the information on the Check tab.

Step 3: Upload the Proposed Check Appearance

1. In the Images section of the Check tab, use the options that appear to:

Provide an image of a voided company check using any of the supported

image formats, such as pdf, tiff, or png

Required: Provide an image of the company logo (black & white preferred

over color to ensure the clarity of the final check image)

Provide one or more images of authorized signatures you will provide on a

template you will download

Images (the following are upload actions the user will perform)

Voided Check This is a company check, clearly voided and

unusable, in pdf or similar supported formats.

NOTE: An MICR definition file can be used as a

substitute for a voided check. The client’s bank provides the MICR sheet with all the information that would appear on the check.



Images (the following are upload actions the user will perform)

Company Logo This is an image of the company's logo and it is

required. The logo may be color or black and white, though black and white is preferred for image clarity as the check logos are printed in black and white on the physical check.

TIP: If you do not want a logo on the check, upload an image that states "No Logo" instead of a blank image to ensure the company complies with your invoice. A time delay may occur if the check provider is not clear on this.

Ensure the image conforms to the following criteria:

• FORMAT: PDF, TIFF, PNG or other supported image format, keeping in mind that B&W is ideal,

but not a B&W image created from a color image

- this will blur and pixelate the resulting image

• SCAN RESOLUTION: 600 x 600 DPI - scanning should be performed at the resolution of the output device - 600 DPI

• SIZE: Maximum width 2", with a height of ¾" (preferred) up to 2" maximum (translates to 1200 x 450 > 1200 pixels @ 600DPI)

Signatures This is one or more signatures to be provided that will appear on each company check. A scanned copy of the signature(s) must be used.

NOTE: Currently, the check background is blue. Please use a pen, (preferably Black) such as a Sharpie, that leaves a bold, thick signature. This

prevents a light signature that might be interpreted

as an unsigned check by OCR and other decoding applications.

1. Download the template using the Download Template button.

2. Open the template, print, and follow the instructions in the template.

3. Create an electronic copy of the template (pdf,

tiff, png).

4. Use the Browse button to locate the template file.

5. Use the Upload button to upload the image to SAP Concur Imaging Service.

NOTE: The signature(s) provided will be printed on every check – signature inclusion is not configurable.

If you have two signers for some high-dollar checks, it’s recommended you upload two signatures.

2. Use the Browse button to locate the image file on your local drive.

3. Click Upload button upload the image file.

4. Click Close.



For more information about the checking signature letter, refer to the Sample

Check Signature Template section in this guide.

Step 4: Approve the Final Check Appearance

Once you have uploaded the check information in Step 3 above, Step 4 becomes

available and the check status is Pending Sample Check. You will need to wait

approximately five business days for the checking service to process the information

you have provided and render the check sample. If the check configuration is

changed, updated, and/or resaved at any time, prior to the check sample being

rendered, the confirmation process will start over and the check sample will be

provided five business days from the saved date. At that time, status changes to

Pending Approval and the sample check requiring your approval is made available for

viewing via the View Sample Check button.

After you approve the check template, the status changes to Pending Confirmation

and an email is sent to the check service vendor of SAP Concur to promote the test

configuration to production. This process takes two business days. Once the test

configuration is promoted to production, the status changes to Confirmed. At that

point, you can process invoices for check payment.

NOTE: Because the check-printing process of SAP Concur is locked down, SAP

Concur is unable to manually request "test" checks to be written on the

client’s behalf. If "test" checks are needed, an invoice must be created and

submitted within SAP Concur. For additional questions, please initiate a

service request with SAP Concur support.

To approve the check appearance, click View Sample Check to open the sample

check and then do one of the following:

• If the check appearance is good click Approve to move the check status to

Pending Confirmation.

• If the check appearance needs to be updated, make the appropriate changes

to the template (such as, uploading a new logo and modifying the bank

address) and then save the template. This will send the requested updates to

the check vendor and restart the five-day window for building a new sample

check. The check will be updated to Pending Sample. Similarly, to the original

Pending Sample period, anything saved to the template will retrigger the five-

day window for delivery of the sample check.



NOTE: After the first sample has been generated, SAP Concur maintains the most

recent version of the sample for review, while you are waiting for the updated

sample check. You can’t take any action other than viewing the sample at this

time and when the check status moves to Pending Approval, the new sample

check will be replaced for the View Sample Check button.

If you need to verify that you have the most current image, you can do so by clicking

the Refresh Sample Check button. Generally, you will only use this action upon

direction from SAP Concur support.

NOTE: The Refresh Sample Check button does not send any communication to the

vendor or make requests of them to modify or update the sample check. To

request a change to the vendor, you need to change a field and save the

template.

NOTE: If there are more than 200 check configurations (Bank ID, Account

Number, Currency, and Status), some columns on the Check

Configurations page do not display information. To view all the details for a

specific check configuration, the user must open the Check Configuration

page for the desired check configuration.

Monitor Payments

Use the Monitor Payments section of Payment Manager to track cash flow and

funding requirements for your company. The administrator can adjust due dates, add

comments, and answer company and vendor questions.

Search for a Payment Batch, Demand, or Invoice

You can use options in the Monitor Payments page to search by funding account,

account status (open, closed, sent), and within a date range to return batches with

the specified close and send dates.

To search for a payment batch:

1. Use the desired filter options:



• Funding Account identifying attribute, such as Any or the specific

funding account name

- AND -

• Status, such as Any, Open, Closed or Sent

- AND -

• The Close Date and Send Date range as a date range using the

calendars or typing the date in directly in a MM/DD/YYYY format

2. Click Search.

To search for a payment batch by its ID:

Enter the identification number (it is case-sensitive) directly in the Batch ID text

box:

To search for a payment demand:

1. With the payment batch open, use the filter options in the Monitor

Payments page in conjunction with one another:

• Vendor with identifying attribute, such as Begins, Contains, Ends with, or

Equals

- OR -

• Status, such as

Equals or Does Not Equal,

- WITH-

Any, Client Pay, Failed, Paid, Pending Payment, or Unsent

- OR -

• Amount, such as Equals, Greater Than or Equal, or Less Than or Equal

2. Click the search icon ( ) to begin the search, or the X icon ( ) to reset the

search criteria.



To search for an invoice:

1. In the Invoice search text box, enter at least three characters contained

anywhere within the full Invoice ID number.

The matching invoice(s) will appear in the right pane.

2. Click the desired invoice. The Invoice window appears.

3. (Optional) View the details of the vendor being paid by this invoice by clicking

the View Payee Details link.



The Payee Details window appears.

4. Click Close.

View Payment Demands in a Payment Batch

Opening a payment batch allows the user to drill down and view the payment

demands included in the batch. Note that some scheduled batches may be emptied

of demands due to changes made by the user. This batch remains visible and open

to incoming demands that logically fit its time and date schedule, closing on the

scheduled close date.

To open a payment batch:

1. On the Monitor Payments page, select the desired payment batch.

2. Click Actions > View Payment Demands.

With the payment demands displayed, the administrator can now view the following

information:

The Funding Account used to fund the payment demand

The related batch identification number in which the payment demand was

included

The close and send dates associated with the payment demand

Within the demand row, each column displays the following:

• Payment Demand identification number

• The vendor being paid

• The method of payment (ACH, Check, Client Pay)

• The date the demand was funded



• As applicable: The date the demand was returned on

• As applicable: The check number used if paid by check

View Invoices in a Payment Demand

Opening a payment demand allows the user to drill down and view the invoices

included in the demand.

To view the invoice in a payment demand:

1. On the Monitor Payments page, select the desired payment demand.

2. Click Actions > View Invoices.

3. Select the invoice in the Invoice List for Payment Demand page to view

details about the invoice.

With the invoice displayed, the user can now view the following information:

The vendor who originated the invoice this invoice is associated with

The method of payment to the vendor

The status of the invoice (Sent, Unsent, Client Pay, etc.)

Dates:

• Date the invoice was funded from the funding account

• Date the invoice was paid

• (Optional) If returned, the date the invoice was returned on

Within the invoice row, each column displays the following:

• The invoice identification number

• The invoice number associated with the invoice

• The due date for payment on this invoice

• Notes to the supplier

TIP: Hover over this area to view the note in its entirety

• The amount for this invoice



• The total amount paid for this invoice (if different from the Amount

value)

4. Click Close.

Export Payment Data to an Excel spreadsheet

The user can view invoices in a given batch in real time. By using the Send to Excel

functionality on the Payment Demand List page in Payment Manager, the user can

export data to an Excel spreadsheet where they can access payment data, such as

Payment Demand ID, Vendor, Payment Method, Status, Funding Date, Payment

Date, Return Date, Check Number, and Amount.

To export data to an Excel spreadsheet:

1. On the Payment Batch List page in Payment Manager, select the relevant

filters to find the batch that you want to export, and then click Search.

2. In the list of results, double-click the batch that you want to export to Excel.

The Payment Demand List page appears.

3. Click Send to Excel.

This opens an Excel spreadsheet with the data that you exported.

NOTE: The Send to Excel feature exports all records on all pages from the

Payment Demand List page. This means that if you have records on

more than one page, the system exports all of them.



Manage Payment Demands and Invoices

The administrator uses functionality on the Monitor Batches page of Payment

Manager to manage payment demands and invoices.

Place a Hold on a Payment Demand or Invoice

A payment demand or invoice in Unsent or Failed status can be removed from the

payment cycle for additional review by placing a hold on the payment. This feature is

used whenever a payment must be reviewed due to (as examples) damaged goods

or adjustments that must be made to the final amount. Once rectified, the Payment

Manager can then release the hold and the payment is placed into the next logical

payment cycle.

The figure below shows an opened demand, with a single invoice, that is being

placed on hold by the Payment Manager:

The system removes the marked item from the payment cycle by placing it into an

on-hold batch (creating a new batch if necessary), marking the item with a status of

On Hold, and removing the close and send dates from display:

NOTE: You cannot put credit payment demands on hold.



Options for Handling the On-Hold Demand or Invoice

When the demand or invoice is on hold the client can elect to pay using the Client

Pay payment method. The client can also decide to change the funding and payment

dates, but in doing so, the payment is automatically activated and placed into the

next logical payment batch.

For more information on Client Pay, refer to the Marking an Invoice as Client

Pay section of this guide.

Remove a Demand or Invoice From the On-Hold Status

A demand or invoice is removed from hold status by either applying new funding or

payment dates as described above, or by releasing it for payment. In either scenario

the payment is placed into the next logical payment batch based on the due date and

method of payment.

To release a held payment demand for payment:

1. Search using the On Hold filter for a given Funding Account value (note that

Search closes and sends date criteria are unavailable for an On Hold search):

2. Select the payment demand or invoice.



3. Click Actions > Release Payment.

The payment is then reactivated and removed from the On Hold payment

batch.

NOTE: Payments on hold are included in the not processed amount totals on

the Extract Reconciliation page.

Void and Reissue a Check Payment for a Payment Demand

When a supplier does not receive a check payment for a demand, you can elect to

void the original check and issue a new one. This can be done only if the demand has

a Payment Method of Check and a status of Paid.

On successful re-issue, the system performs the following actions:

• The superseded check's number and associated payment date are cleared out

• A new payment demand is created and scheduled for the next batch

• The Audit Trail is updated with comments and an action of Reissued Check

Payment is applied to the invoices in the demand

• Workflow is rolled back to the previous step (Extracted) and a status of Not

Complete is applied so payment processing can occur once again

• The new payment ID and updated payment dates are displayed to the

Payment Manager



To void and reissue the check

1. Search for and locate the desired payment demand.

The specific demand within the batch is displayed:

2. Select the desired payment demand.

3. Click Actions > Reissue Check.



4. Enter a comment (required) in the Reissue Check window.

5. Click OK. This comment will appear in the Audit Trail.

Move a Payment Demand from an Inactive to Active Funding Account

Clients can create multiple funding accounts, however only one of the accounts can

be the active primary funding account. A payment demand that is associated with an

inactive funding account can be moved from the inactive to the active funding

account.

To change a payment demand’s funding account from inactive to active:

1. Click Payment Manager > Monitor Payments.

2. Select the batch containing the desired payment demand, for the inactive

funding account.

3. Click Actions > View Payment Demands.

4. Select the desired payment demand.



5. Click Actions > Fund from Active Account.

6. The selected payment demand is now moved to the active funding account.

Change the Funding and Payment Date for an Invoice

UNDERSTAND FUNDING DATE AND PAYMENT DATE

The Funding Date and Payment Date are interlocked and work in tandem. The

intervals between the two are always constant—change one date and the other

follows to match the interval. For example, assume a user decides to move the

Payment Date value up a week for an early pay discount. The Invoice system will

automatically consider any non-banking days, then calculate and generate the valid

funding date.

NOTE: You cannot change the funding or payment date for an invoice with credit.

EXAMPLE OF FUNDING AND PAYMENT DATE INTERACTION

In the figure below, the Thanksgiving holiday of November 25th is chosen as the

value for Proposed Funding Date. The system performs the calculation and moves

the date out one day to the next available valid date. The Payment Date follows,

allowing for the required interval of time required to process the payment and

considering weekend non-banking days as well:



To change the funding or payment date:

1. Open the demand or invoice.

2. Select Actions > Change Dates.

3. Select either Change Issue Date or Change Payment Date (the two dates

are linked).

Depending on which command you select, the system performs the following

calculations:

Change Issue Date: This is the date the invoice will be funded and

precedes the actual payment date. Enter a date in Proposed Funding Date,

and the system calculates if the date is valid (does not fall on a non-

banking day) and then adds the number of days required to process the

payment, resulting in a payment date.

Change Payment Date: This is the date the supplier will receive

payment and falls after the funding date. Select this command, enter a

date in Proposed Payment Date, and the system calculates if the date is

valid (does not fall on a non-banking day) and then subtracts the number

of days required to process the payment, resulting in a funding date.

4. When done, click Change.



Change the Payment Method Type for a Demand or Invoice

A demand or invoice within a demand can have its payment type (Check or ACH)

changed from one to the other. When doing this, the system removes the invoice

from its scheduled batch and reschedules it for payment within the next logical batch

by vendor and payment type.

To change the payment method for a demand or invoice:

1. Select the batch or invoice(s).

2. Click Actions > Change Pay Method to ACH.

-or-

3. Click Actions > Change Pay Method to Check.

Mark an Invoice as Client Pay

Invoices marked with a status of Client Pay are managed by the client outside of

Invoice Pay. Examples of why a client may pay outside of Invoice Pay:

• The vendor is always paid in a currency or by a method (such as wire

transfers, or by being handed a check in person) that Invoice Pay does not

support.

• A vendor who accepts ACH payments changes their bank, and the client is

repeatedly having trouble validating the new bank account number. To pay a

high-dollar invoice on time, the client switches the pay method from ACH to

Client Pay, cuts the vendor a check, and sends the check by overnight mail.

Marking an invoice Client Pay simply tells the Invoice Pay system to ignore and not

pay that item. It is then up to the client to pay the invoice as they see fit. Any pay

method other than ACH or Check (specifically, Client Pay, Wire, or Card) will be

ignored by Invoice Pay.



To mark a demand or invoice as Client Pay:

1. On the Invoice List or Payment Demand List pages, select the desired

demand/invoice.

2. Select Actions > Mark as Client Pay.

A record of the payment method (status = Client Pay) is maintained in the

system and can be seen in the Payment Method details of the Invoice List

for Payment Demand window when the invoice is opened.

Change the Payment Amount for an Invoice

The amount associated with an invoice can be changed at the invoice level. This is

useful whenever a supplier has delivered a good or service that fall short, and the

payment must reflect this. When changed, the total amount to be paid is not

changed, but the amount the system tracks to be paid within the demand is adjusted

and that amount is what is paid out.

To change the payment amount:

1. Select the desired invoice.

2. Click Actions > Change Payment Amount.



The Update Payment Amount window displays.

3. Enter the new amount, without currency sign or comma, into the Payment

Amount text box.

4. In Notes to Supplier, add a comment explaining the changed payment

amount.

5. Click Save.

Note the following when using this feature:

• Only a single invoice can have its amount changed at one time

• Amounts edited here will NOT match the Estimated Pay Amount in the SAE

• The client must reconcile the difference in their ERP



TIP: Use the Payment Confirmation extract to reconcile Invoice with the client

financial system. See Using the Payment Confirmation Extract to Confirm Payment in

this document for more information.

Add Detailed Comments to the Invoice

Often, detailed comments need to be added to an invoice to explain the payment

resolution for the invoice. This allows payment details to be updated for those

invoices resolved using a variant of the Client Paid payment method, including Client

Pay, Paid, Void, and Cancelled.

Typical examples include updating Concur Invoice with the actual check number,

check image, and paid date, so that Concur Invoice users can view and answer

questions about actual payments.

To add details to an invoice:

1. Open the invoice by searching for it using the Invoice search box.

2. Click Actions > Update Payment Details.

3. Adjust the invoice as desired, adding comments to the Payment

Adjustment Notes and Notes to Supplier (if visible) text boxes.



4. Click Save.

NOTE: If an invoice is extracted with the Client payment type, manually

changing the payment type to ACH or Check in Add Payment Details

will not generate a payment demand. The invoice would need to be

voided and recreated with the correct payment type (ACH or Check)

since we do not have the ability to manually create a payment

demand.

Add an Image to the Invoice

Images can be added to an invoice using the Actions menu for the invoice.

To add an image to an invoice:

1. Open the invoice by searching for it using the Invoice search box.



2. Click Actions > Upload Payment Image.

3. Follow the instructions in the Upload Image window to upload the image.

4. Click Upload.

5. Click Close.

To view the image after upload:

1. Search for the invoice.



2. Click Actions > View Payment Image:

Add or Edit Notes to the Supplier for an Invoice

Notes can be added as supplemental to the remittance advice when paying an

invoice (notes can also be edited after adding). This is useful if the payer needs to

communicate how or why an invoice was paid, or where a note needs to be added or

updated for auditing or historical records.

The notes function is locked and unavailable for either adding a note or editing

existing notes when the batch the invoice is in closes.

NOTE: This feature is only applicable at the invoice level - it cannot be performed at

the demand or batch level.

To add or edit a note to the supplier for an invoice:

1. Open the desired invoice.

2. Click Actions > Update Notes to Supplier.



3. In the Notes to Supplier window, add or update the message to the

supplier. A maximum of 500 characters is supported.

4. Click OK.

Notes can be viewed whenever an invoice is opened by hovering the cursor directly

over the Notes to Supplier column area for the invoice.

Invoices Requiring Action and Failed Payments

Use the Payments Requiring Action and Failed Payments sections of Payment

Manager to identify and resolve issues relating to all invoices that the system could

not include in a payment batch. Using the available options, the administrator can

elect to:

• Add a due date

• Reprocess the invoice

• Mark the invoice as Client Pay and pay outside of the Invoice Pay system

Why an Invoice Might Need Action or Fail

An invoice will require action whenever the Invoice Pay system cannot successfully

add the invoice to an existing payment demand. A payment demand will fail if the

bank account information for the supplier is incorrect, or if the system is unable to

fund the payment due to insufficient funds in the client funding account.

Under these conditions, the user can take the following actions:



• Resolve the issue and reschedule by batch or date

First, resolve the issue preventing the demand from being funded or paid, and

then:

• Schedule in next available batch

• Change the funding or payment date

• Leave the issue unresolved to meet a due date

If the issue cannot be resolved, or the next available batch will not pay the

vendor in time, use the Mark as Client Pay option to move the demand from

the pay process and deal with it outside of the system.



Reprocess an Invoice

The invoice can be reprocessed. This requires first that the issue preventing the

invoice from being included in a payment batch be resolved. If the issue was caused

by bad data (like an invalid supplier bank account), then the administrator can

reprocess the payment once the issue has been resolved. If the issue is with the

invoice itself, such as a missing due date, the administrator can add the due date

from this page.

To reprocess the invoice:

1. Click Invoices Requiring Action.


3. Click Actions > Reprocess Invoice. The system will attempt to process the

invoice again.

To add a due date to an invoice:

1. Click Invoices Requiring Action.




3. Click Actions > Add Due Date and select a new date for the invoice.

4. The invoice is removed from the Invoices Requiring Action page and

included in the logical payment batch that matches the due date and funding

account.

Act on Groups of Failed Invoices

When you take action on more than one invoice it is important to remember that

actions can only be taken on multiple invoices if they all share the same funding

account. If the user selects multiple invoices that have different funding accounts an

error message appears.

Reschedule a Failed Invoice Into a Different Payment Batch

An invoice can be included in the next available payment batch (via a payment

demand) where the batch close date and demand funding account, vendor, and due

date match the attributes required to fund and pay the invoice.

To reschedule an invoice for a different payment batch

1. Click Failed Payment to open the Failed Payments page, and then select

one or more invoices to act on.

2. Click Actions > Schedule in Next Available Batch.



The system removes the invoice(s) from the Failed Payments page and includes

them in the next payment batch that can logically fund the invoice(s).

ACT ON GROUPS OF FAILED INVOICES

When you take action on more than one invoice it is important to remember that

actions can only be taken on multiple invoices if they all share the same funding

account. If the user selects multiple invoices that have different funding accounts an

error message appears.

Move a Failed Payment Demand From an Inactive to Active Funding Account

To move a failed payment demand from an inactive to an active funding

account:

1. Click Failed Payment to open the Failed Payments page, and then select

one or more payment demands.

2. Click Actions > Fund from Active Account (or, as in the figure below,

right-click the demand directly):

3. The payment demand that failed is moved to a new payment demand that is

funded from an active account.

Change the Funding or Payment Date of a Failed Invoice

Changing the date on which an invoice should be paid can be approached from either

the Funding Date or Payment Date perspective; the interval between these two dates

moves in tandem.

To change the funding or payment date of a failed invoice:

1. Click Failed Payment to open the Failed Payments page.

2. Select one or more invoices to act on.

3. Click Actions > Change Dates.

4. Click either Change Issue Date or Change Payment Date.

5. The Change Issue Date window appears.



Depending on which command you select, the system performs the following

calculations:

Change Issue Date: This is the date the invoice was to be funded but

experienced an issue. It precedes the actual payment date. Select this

command, enter a date in Proposed Funding Date, and the system

calculates if the date is valid (does not fall on a non-banking day) and

then adds the number of days required to process the payment, resulting

in a payment date.

Change Payment Date: This is the date the supplier expects to receive

payment and falls after the funding/issue date. Select this command,

enter a date in Proposed Payment Date, and the system calculates if

the date is valid (does not fall on a non-banking day) and then subtracts

the number of days required to process the payment, resulting in a

funding date.

6. Click Change to accept the new funding or payment date (they work in

tandem). The system recalculates the new dates for this invoice and moves

the invoice to the payment demand whose vendor and funding account

matches that of the invoice.

If issues causing a failed invoice cannot be resolved, it is often best to remove the

invoice from the pay process and pay the supplier directly with a check or cash.



Perform On-Demand Payment Confirmation Import

The Invoice Confirmation Import feature allows a user to import payment data

using the Payment Confirmation Import page. Options on this page allow the

user to download an Excel spreadsheet, populate it with data, then upload and

import the invoice data into Invoice.

For more information, refer to the Invoice Payment Request Confirmation

Import User Guide for Concur Standard Edition.

Overview

The Payment Manager begins by navigating to Invoice > Payment Manager and

clicking the Payment Confirmation Import link to open the Payment

Confirmations Import page.



The administrator then:

• Downloads the template (or optionally provides their own)

• Populates the spreadsheet with invoice confirmation data

• Uploads and imports the template data

• Reviews the import details for any issues

The administrator is encouraged to review the Invoice: Payment Request

Confirmation Import User Guide, which is available using a link in the user

interface of the Import Payment Confirmations page.

Run Extracts

There are three extracts that can be run by the Payment Manager. These extracts

are:

• GL Extract

• Pay Confirmation

• Positive Pay

The page has the following functions:

• Run the GL Extract: Perform the data extract from the client financial

system for analysis in the Extract Reconciliation page as required.

• Run the Pay Confirmation Extract: Perform a data extract to view final

payment amount details that are paid under Invoice Pay.



• Run the Positive Pay Extract: Perform a data extract to assist

administrators to prevent check fraud when working with the Check payment

type.

• Search for and Download the Results File: Each extract run creates a file

that can be searched for and analyzed for data, such as a failed row.

Typically, a company would schedule these extracts with SAP Concur daily. With this

functionality, the Payment Manager can run these extracts without the need to

contact SAP Concur.

Run the On-Demand GL Extract

The GL Extract page is used by the Payment Manager to perform an overnight

General Ledger (GL) extract on an on-demand schedule.

NOTE: Running the extract does not affect the complementary overnight extract job.

To run the GL extract:

1. Click GL Extract.

2. Click Run GL Extract Now.

There may be preceding jobs in the job queue, which cause a delay before

they system runs the extract and generates the output file.

Run the Pay Confirmation Extract

The Invoice Pay administrator uses the Payment Confirmation extract to view final

payment amount details that are paid under Invoice Pay. This is useful whenever the

client needs visibility into final Invoice Pay payment methods and amounts, and the

original (estimated) pay data provided to the client financial system by the SAE is

different than the actual final pay data resident in Invoice Pay.



To run the Pay Confirmation extract:

1. Click Payment Confirmation Extract.

2. Click Run Payment Confirmation Extract Now. The following message

displays:

The extract has been requested and this may take a few moments to run.

Please check back to download a file once completed.

After you click this link, the extract with the current data in the system is run.

After the extract is run, the extracted report displays on the Extract Runs

page. At this point, the extract is available for download.



To download the extract file:

1. Click the desired extract file.

2. Click Download File.

The extract file opens.

Run the Positive Pay Extracts

The Invoice Pay administrator uses the Positive Pay extract to assist them when

paying by the Check payment type. Positive Pay is a best practice method of

preventing check fraud, by only allowing payment of listed, verified checks. SAP

Concur transmits daily check information to the client, who in turn passes the

information directly to their corporate bank.

To run the Positive Pay extract:

1. Click Positive Pay Extract.



2. Click Run Positive Pay Extract Now.

The following message displays:



After you click Run Positive Extract Now link, the extract with the current

data in the system is run. After the extract is run, the extracted report

displays on the Extract Runs page. At this point, the extract is available for

download.

To download the extract file:

1. Click the desired extract file.


The extract file opens.



Search for the Output File

Once the administrator has run the extract, they can open the output file for review.

To search for the extract output file:

1. Select a date in Extract Date (From) by:

Typing the date in mm/dd/yyyy format

Selecting the date from the calendar

2. Click Search to return the set of extracts found within the specified date

range.

View the Output File

The administrator can review the output file for a selected extract run.

To download the output file for an extract:

1. Select a row containing the extract output file you want to review.


3. Select a local location to save the file.

4. Click Save.

Extract Reconciliation

The Extract Reconciliation page is used to compare all payment amounts

extracted from the client's system to actual payments made using Invoice Pay. By

doing this, the user can, in one location, reconcile all payments made from outside of

the Invoice Pay system alongside those made within Invoice Pay.



What the User Sees

The Extract Reconciliation page allows the Payment Manager to search for and

view each extract, then drill down into an invoice to view specific invoice information.

The page includes the information detailed in the table below:

Field Description

Extract Information

Job Name The name of the extract that.

Date and Time The day and time when the extract was run.

Run Number The sequential number assigned to each extract job per currency (multiple currencies render multiple rows; one for each currency).

Currency The currency used for payment (for example, USD).

Payment Information

Paid Amount The sum of payment amounts for all in Paid status.

In Process Amount The sum of payment amounts for all in Pending Payment status.

Not Processed Amount The sum of payment amounts for all payment amounts tied to a

payment demand that is in Unsent or Failed status.

Invoice Pay Amount The sum of payment amounts for all invoices in that extract

included in Invoice Pay*

Extracted Amount Sum for all invoices extracted:

• Unsent or Failed statuses, and

• Invoices Requiring Action (queued)

* Invoices paid using the Client Pay method are not included in this amount.



The user can click any invoice to examine in detail the invoice total amount, the

amount paid on the invoice, the payment method, and the Invoice Pay status (if

applicable).

NOTE: Invoice Pay debit banking details from the client account do not include a

specific payment demand reference ID.

View Invoices in Extracts

Invoices can be viewed:

• By Summary Amount: Click any of the invoice links on the Extract Runs

page to view these invoices by their category, such as In Process or Not

Processed.

• By Group: After opening an invoice in the Extracted Invoices page the user

can view invoices in a demand by their grouping, such as Paid or filtered to

Invoice Pay invoices, using the View menu.



Search for an Invoice in an Extract File

Options on the Extracted Invoices page of Extract Reconciliation allow the user to

search for an invoice.

To search for an invoice:

1. In the Extracted Invoices page, enter search criteria as required:

• Invoice identifying attribute, such as Invoice ID, Invoice Number,

Vendor, Payment Method, Amount, Invoice Pay Status, and Payment

Amount

- AND -

• Qualifier, such as Begins With, Contains, Ends with, or Equals

- AND -

• The search criteria, such as an amount, identifying number, status, or

vendor name as required

2. Click the search icon ( ) to begin the search, or the X icon ( ) to reset the

search criteria.

Manage Vendor Information

The client is responsible for maintaining the accuracy of vendor data. The vendor

data is updated in the following ways:

On-Demand Import via Vendor Manager: The administrator uses options in the

Vendor Manager > Import Vendors tab to upload vendor data. This information

appears immediately in the user interface. All vendor data except banking

information may be updated using this method.

On-Demand Import via Payment Manager: The administrator uses options in the

Payment Manager > Banking Import area to upload vendor data. This

information appears immediately in the user interface. Only banking information may

be updated using this method.

NOTE: Clients can turn off the ability to update banking details on-demand via

Payment Manager. To do this, Client Admins must clear (disable) the Allow

Payment Manager to change banking information option in the Invoice

> Compliance Control step of the Setup Wizard. By limiting the on-demand

functionality, clients can maintain their own change management controls

within their ERP and make changes in their Vendor Master List (updating

through the Vendor Import) and Vendor Banking Import.



For information about preventing import of banking information by the

administrator, refer to the Restricting the Import of Banking Information

section in this document.

Use Notices of Change to Rectify Vendor Account Information

A list of all Notice of Change (NOC) messages received from supplier banks is

displayed in Payment Manager. The Payment Manager can use this information to

update their vendor banking account information and their Vendor Master List.

NOTICES OF CHANGE LIST

This list is used to view bank-generated notices alerting to changes in a supplier's

account information.

TAKE ACTION ON SUPPLIER BANK ACCOUNT INFORMATION CHANGES

This feature is intended to alert the client to changes in the supplier's bank account

information. Since there is the possibility of repeated NOCs causing refusal of

payment it is best practice to reference this page and click Acknowledge or

command from the Actions menu to dismiss the NOC after acting on the

information.

When you do so, the Please Confirm window appears asking that you confirm the

deletion of the notice of change:

Section 3: Provider Payment Manager


Click Yes to dismiss the window and remove the notice of change row(s) from the

page.

! WARNING: The system displays but does not automatically update the client

banking account information in Invoice or the Master Vendor List in the client

ERP. These tasks are the sole responsibility of the client.

Vendor Imports

A vendor banking import allows the user to import banking information associated

with the supplier. This information is used to determine to what banking account a

payment demand will be sent.

For more information, refer to the Invoice: Vendor Banking Import User

Guide.

RESTRICT THE IMPORT OF BANKING INFORMATION

A setting in Compliance Controls allows the administrator to prevent import of

banking information by removing the Banking Import link in Payment Manager.

The setting, Allow Payment Manager to change banking information, is

available in Administration > Invoice Settings > Invoice > Compliance

Controls.

For more information, refer to the Invoice: Compliance Controls Setup Guide.


The Provider Payment Manager feature offers users, who utilize external payment

providers, the option to view details and status of their payments in Concur Invoice

without having to log into their providers' systems.

NOTE: The Provider Payment Manager feature is designed to be used with an App

Center payment provider and will not display data for any other payment

method.

How It Works

When an invoice is marked (as the PAYPVD payment method) to be paid by a

payment provider and the invoice is extracted, the invoice will be available for the

payment provider to retrieve. The invoice will be displayed as Pending Retrieval on

the Provider Payment Summary page. The date and time the invoice was queued

will also be displayed. At this point, the payment provider may retrieve the invoice

and will then provide all status updates on the Provider Payment Summary page.



Access Provider Payment Manager

To access the Provider Payment Manager feature:

To access the Provider Payment Manager feature, click Invoice > Payments >

Provider Payment Manager.

The Provider Payment Summary page appears.

Search for Payments

To search for payments:

1. To search for payments, fill out the form on the Provider Payment

Summary page by using the table below as a reference.



Field Description

Payment Status The status of the payment, which can be one of the following:

• Canceled – The payment was canceled by the payment provider

• Card Authorized – The card was authorized by the merchant

• Card Email Sent – An email with card information was sent to the vendor

• Card Settled – The card was settled by the vendor

• Check Mailed – The check was mailed

• Check Printed – The check was printed

• Check Processed – The check was processed

• Check Voided – The check was voided

• Paid – The payment was successfully made

• Pending Retrieval – The payment has not yet been retrieved by the payment provider

• Processing – The payment is being processed by the payment provider

• Rejected – The payment was rejected by the payment provider

• Retrieved – The payment was retrieved by the payment provider

• Returned – The payment was returned by the payment provider.

Invoice Number This is the number of the invoice.

Invoice ID This is the ID of the invoice.

Vendor Name This is the name of the vendor.

Payment ID This is the ID of the payment associated with the invoice.

Select Date This is the type of date for which the search should be performed, which can be one of the following:

• Payment Due Date

• Invoice Date

• Payment Date – This is the payment settlement date that the payment provider returns to Concur Invoice. Note that a payment provider is not required to provide this date.

Start Date The start date for the date selected in the Select Date list.



Field Description

End Date The end date for the date selected in the Select Date list.

2. Click Search.

The search result appears at the bottom of the Provider Payment

Summary page.

View the Payment Details

To view the payment details:

To view the details of a payment, click on the payment ID in the list of payments.

The Payment Details page appears which displays detail of the particular payment

including invoice details and payment history.

Section 4: Special Cases



The following are special cases of which the user should be aware.

Use the Card Payment Voucher Payment Method

Some suppliers accept card payments, and initiate payments by entering a buyer

card number into a card reader. For these supplier-initiated card scenarios, clients

can specify "Card Voucher" as an Invoice Pay method.

Benefits

Although not all suppliers accept card payments, there are multiple benefits to

paying on card, including points and rebates, and improved cash flow management.

Also, by paying via Card Voucher in SAP Concur, clients can automate the pay event

and have complete visibility through Payment Manager.

How It Works

The following is a step by step overview of the process, from issuing the card to

rectifying the credit card statement.

SETTING UP THE PAYMENT METHOD

1. The Buyer identifies the vendors who will use this payment method, and

determines how the credit card(s) will be issued to the Supplier:

1 to 1: A single card for a single Buyer



1 to Many: A single card for all Buyer departments, divisions, and/or

service and goods types

Many to 1: A single card for each Buyer department, division, and/or

service and goods type

2. The Card Payment Voucher (VCHER) payment method is specified in the Pay

Method Type field in the Vendor Import for each Buyer, and this information

imported into Invoice Pay.

(Required) The Contact Email field is filled out for the vendor (the import

will fail if this field is blank)

(Optional) The Voucher Notes field is filled out. These notes are included

in the payment voucher email authorizing the Buyer to debit the card

3. The Buyer issues the credit card(s) to their Supplier, to be used on an

ongoing basis (this action occurs outside of SAP Concur).

USAGE IN INVOICE (CAPTURE, PAYMENT MANAGER)

1. Invoice with an attached vendor whose Preferred Pay Method equals Card is captured in SAP Concur.

2. The Invoice Pay Date value is set by the system, using the combination of Invoice Date and Vendor Terms.

3. After final approval, the invoice becomes part of a pending Payment Demand and is now visible in Payment Manager.

4. On optimal Pay Date, a payment voucher is emailed to the Buyer that

includes:

The Voucher Notes text (default text at vendor level)

The Notes to Supplier (if included specified at Invoice level)

5. The Supplier keys in the Buyer’s credit card number, and the amount into a

Card Reader.

6. On authorization, Supplier keys in information and is subsequently paid by

the card company.

BUYER ACTION TO RECONCILE

1. The Buyer receives, and then pays, the credit card bill.

2. The Buyer scans credit card bill for charge, reconciling the authorized charge.

Visibility in Payment Manager

The administrator can work with the Card payment type in Payment Manager just as

they do with any other payment method type:

Vouchers go into pay demands, pending the optimal pay date



Multiple invoices can be paid on one pay demand (one voucher)

Visibility of future payments (cash flow) and past payments

Ability to change to the Client Paid option for rush payments

Additional Information About the Card Voucher Payment Type

Note the following when using this feature:

USE CREDIT CARDS

• Full card numbers must be communicated to vendors as a one-time event

outside the automated process of SAP Concur, since SAP Concur does not

send full card numbers in email (this method is not secure).

• To secure full card numbers, and specify the correct card in multi-card

scenarios, consider using the vendor-level Voucher Notes field, for example:

Level of Detail: "You are authorized to use the card you have on file" or

"the card ending in -4539"

Multiple Cards: "You should use card ending in -2867 for construction

projects, or in -9784 for all other projects"

Buyer Contacts: "Contact Sue Smith at 425-497-6436 with any

questions"

PROVIDE INFORMATION TO THE VENDOR

• To provide additional information to the vendor, use the Notes To Supplier

field for this purpose.

CHANGE THE PAYMENT METHOD AND ADJUSTING PAYMENTS

• Change the Card payment method to Client Paid for an individual invoice or

payment demand in the Payment Method Type field. Now the voucher is

prevented from being sent and arrange another payment method outside of

Invoice Pay.

NOTE: At this time this is the only method, as it is not possible change from

Card to ACH or Check, or from ACH or Check to Card.

• If a Supplier is normally paid by Check or ACH, but allows Card for some

payments, set up two vendor records for the same vendor, differentiating

only by payment method, for example:

The vendor record #1 is "Acme Vendor (Check)" with default pay method

Check, and vendor record #2 with identical address information is "Acme

Vendor (Card)" with default pay method Card

• Both Invoice Amount and Pay Amount field data are included, and can

support adjustments, for example, a "short-pay" scenario:

Invoice Amount: Equals $1000

Authorized Charge Amount: Only $800



Why?: "One of the five printers was damaged; we are reducing payment

by $200."

Use the Payment Confirmation Import for Comprehensive Pay Status

The Invoice service does not automatically have visibility into payments made

outside of Invoice Pay, but such visibility can be provided by enabling a simple

import. For a company to maintain a comprehensive view of their pay status at any

given time, it is crucial that the Payment Confirmation import be completed daily.

Doing this provides Concur Invoice a complete record of payments, which can be

beneficial to internal users. You can import invoice confirmation data:

• On-Demand Job: Using options in the Payment Confirmation Import

page, you can import data coded into an Excel spreadsheet. This method is

ideal for smaller numbers of invoices or adding comments or details to

selected invoices at one time.

For more information, refer to Perform the On-Demand Payment

Confirmation Import section in this document.

Maintain Consecutive Check Numbering When Using Client Pay

When an invoice is marked with a status of Client Pay, Invoice Pay will ignore that

invoice and not process it for payment. It is then up to the user to pay that invoice

as they see fit. If the user elects to pay the invoice using in-house check stock, they

should be careful to prevent that stock check number from being duplicated by

Invoice Pay.

To prevent duplicate check numbers, the user should update the number value in the

Next Check Number box in the Check Configuration page. Updating this

information alerts Invoice Pay to move to the number increment you specify.

For more information on check funding accounts and changing this value,

refer to the section Check Configuration in Payment Manager in this guide.

Payment Originator Name

To help your vendors reconcile payments coming from your company, Concur Invoice

Pay sends your SAP Concur Entity Name to the banking systems with each payment.

This information has a slightly different format for each country and may include

"Concur OBO" if that is legally required.

The following example shows information transmitted for SAP Concur Entity with the

name "EMPLOYERS MUTUAL MANAGEMENT" based on the country of payment origin:

• USA: EMPLOYERS MUTUAL MANAGEMENT

• The UK and Eurozone: CONCUR OBO EMPLOYERS MUTUAL MANAGEMENT



NOTE: It is legally required to include Concur OBO into the payment

originator name.

• Australia: EMPLOYERS MUTUAL

NOTE: Only 16 characters are supported and displayed on the bank

statements.

NOTE: SAP Concur has no direct control of what each vendor’s individual bank

presents on a bank statement but can conclude that this information is visible

to most vendors.

Remittance Advice

Remittance Advice is included in ACH (US) and Check (US and Canada) payments.

Main information includes:

• Buyer's Company Name (that is, the Entity Name as stored in SAP Concur)

• Vendor Name, and (if included on the vendor record) buyer’s Account Number

(these are included once at the top of the remittance data for checks and for

ACH in the reference segment of the EDI data)

If multiple invoices are being paid on the same check, a list of all invoices is shown.

Information per invoice includes: Invoice Number, Paid Date, Paid Amount, and

Notes to Supplier (if applicable).

How the Display of Remittance Advice Works

To maximize the amount of information that can be provided, each line of ACH and

CHECK Remittance Advice is displayed line by line for an unlimited number of lines,

up to 70 characters per line, wrapping to the next line(s) as required. For checks, the

first page includes 11 lines of remittance, and additional remittance lines are

included on the back of the check as needed. For ACH, remittance data is

transmitted alongside the actual Pay information, and is the standard detail level for

remittance advice.

NOTE: The Supplier will need to work with their bank to ensure they can view ACH

remittance advice details.



Page 1 is shown in the figure below:

INV#13907000007-0112 | 2012/01/19 | 100.00 USD | NOTES Payment of bill Nov & Dec 2010INV#13907000007-0117 | 2012/01/19 | 500.00 USD INV#13907000007-0119 | 2012/01/19 | 300.00 USD INV#13907000007-0121 | 2012/01/19 | 400.00 USD INV#13907000007-0123 | 2012/01/19 | 600.00 USD | NOTES Several items water-damaged; reducing payment by $200INV#13907000007-0150 | 2012/01/19 | 800.00 USD INV#13907000007-0152 | 2012/01/19 | 100.00 USD | NOTES Service List: Air-conditioner repairs, carpet cleaning, grounds upkeep, window washing, asphalt repair, vending machine repair for floors 1 through 20INV#13907000007-0153 | 2012/01/19 | 400.00 USD

Page 2 (and additional pages) are generated as needed, as shown in this figure:

INV#13907000007-0154 | 2012/01/19 | 400.00 USD INV#13907000007-0200 | 2012/01/19 | 400.00 USD INV#13907000007-0201 | 2012/01/19 | 400.00 USD INV#13907000007-0220 | 2012/01/19 | 600.00 USD Acme Vendor

987253

Section 5: Bank Account Fields Reference


Sample Check Image

A sample check image is shown below:

Note that Address 1 and Address 2, but not Address 3, are printed on the client

check. This is typically of sufficient detail to deliver a printed check.


Funding accounts are the bank accounts that Invoice Pay draws funds from to pay

vendors. The funding account belongs to the company.

The following tables provide definitions for the funding bank account fields.



Fund Bank Account Fields Reference by Country

United States

United States Bank Account Fields

Field Description

Account Name The name on the account.

Country/Currency This is the country and the currency that the funding account is

set up in.

Close Time The time at which batches using this funding account will close

and not accept any more payment demands.

Cash Account This is the accounting code that will appear in the Invoice Standard Accounting Extract "Cash Account Code" field for payments made with this funding account.

Liability Account This is the accounting code that will appear in the Invoice Standard Accounting Extract "Liability Account Code" field for

payment made with this funding account.

Bank Name The name of the bank that services the account.

Routing Number This is the identification number for the bank.

Account Number This is the number of the funding account. It displays as masked

except for last four digits when it is in Confirmed status.

Type Specifies whether the account is Checking or Savings.


Name This is the name of the client employee who SAP Concur should

contact for any banking or funding issues.

Email Client employee email.

Phone Client employee phone.

Secondary Contact Information





Active This allows the user to create a new funding account and

designate it as a new, active account for a selected group. This field automatically defaults to No (inactive).

Debit Authorization Date The date the bank account is authorized to allow debits from SAP Concur.



United States Bank Account Fields

Field Description

Apply Credit Memos This allows the user to enable credit handling. If set to Yes,

Invoice will begin to process credit transactions from vendors, applying outstanding credits to invoices and only paying when the invoice is higher than the existing credit amount.

Australia

Australia Bank Account Fields

Field Description


Country/Currency This is the country and the currency that the funding account is

set up in.



Cash Account This is the accounting code that will appear in the Invoice Standard Accounting Extract "Cash Account Code" field for payments made with this funding account.

Liability Account This is the accounting code that will appear in the Invoice Standard Accounting Extract "Liability Account Code" field for

payment made with this funding account.


Branch Location The branch identifier for the bank that the account was opened at.

It can be a town, neighborhood, or other identifier.

BSB Code The Bank State Branch (BSB) Code for the bank account.

Account Number This is the number of the funding account. It displays as masked

except for last four digits when it is in Confirmed status.













Australia Bank Account Fields

Field Description



Debit Authorization Date The date the bank account is authorized to allow debits from SAP

Concur.

Apply Credit Memos This allows the user to enable credit handling. If set to Yes, Invoice will begin to process credit transactions from vendors, applying outstanding credits to invoices and only paying when the invoice is higher than the existing credit amount.

Eurozone

EURO Funding Bank Account Fields

Field Description


Country/Currency This is the country and the currency that the funding account is set up in.

Close Time The time at which batches using this funding account will close and not accept any more payment demands.

Cash Account This is the accounting code that will appear in the Invoice

Standard Accounting Extract "Cash Account Code" field for payments made with this funding account.

Liability Account This is the accounting code that will appear in the Invoice

Standard Accounting Extract "Liability Account Code" field for payment made with this funding account.


Branch Location The branch identifier for the bank that the account was opened at. It can be a town, neighborhood, or other identifier.

Mandate ID The Mandate ID must be unique for each Euro funding bank account. When the client authorizes their bank to allow SAP Concur to debit for funding their Expense Pay Euro payments,

they establish a Mandate ID. This field defaults to the client’s

entity ID and is editable by the client to allow them to serialize the mandate ID as needed for each bank account so that it matches the Mandate ID field on the SEPA B2B Direct Debit Mandate form they must provide to their bank.




Field Description

SWIFT Code Also known as SWIFT-BIC, BIC code and SWIFT ID, a SWIFT code

is a standard format of Bank Identifier Codes. It is the unique identification code of a particular bank.

The SWIFT code is 8 or 11 characters, made up of:

4 characters - bank code (only letters) 2 characters - country code (only letters) 2 characters - location code (letters and digits) 3 characters - branch code, optional ('XXX' for primary office) (letters and digits)




Field Description

IBAN The two-character country code (in this example, GB), followed by

two check digits then the bank identifier and account number, typically derived from the domestic account number.

Format:

Austria: AT2!n5!n11!n

Length: 20

Belgium: BE2!n3!n7!n2!n

Length: 16

Finland: FI2!n6!n7!n1!n

Length: 18

France: FR2!n5!n5!n11!c2!n

Length: 27

Germany: DE2!n8!n10!n

Length: 22

Greece: GR2!n3!n4!n16!c

Length: 27

Ireland: IE2!n4!a6!n8!n

Length: 22

Italy: IT2!n1!a5!n5!n12!c

Length: 27

Luxembourg: LU2!n3!n13!c

Length: 20

Netherlands: NL2!n4!a10!n

Length: 18

Portugal: PT2!n4!n4!n11!n2!n

Length: 25

Spain: ES2!n4!n4!n1!n1!n10!n

Length: 24

Sweden: SE2!n3!n16!n1!n

Length: 24

Switzerland: CH2!n5!n12!c

Length: 21

United Kingdom: GB2!n4!a6!n8!n

Length: 22

! = characters, a = alphabetic, c = alphanumeric, n = numeric.

Address Line 1 Postal address provided to the bank for this bank account.

Address Line 2 Postal address provided to the bank for this bank account.

City City provided to the bank for this bank account.




Field Description

Region Region provided to the bank for this bank account.

Postal Code Postal code provided to the bank for this bank account.













Debit Authorization Date The date the bank account is authorized to allow debits from SAP Concur.

Apply Credit Memos This allows the user to enable credit handling. If set to Yes, Invoice will begin to process credit transactions from vendors,

applying outstanding credits to invoices and only paying when the invoice is higher than the existing credit amount.

United Kingdom

United Kingdom Bank Account Fields

Field Description


Country/Currency This is the country and the currency that the funding account is set up in.



Cash Account This is the accounting code that will appear in the Invoice

Standard Accounting Extract "Cash Account Code" field for payments made with this funding account.

Liability Account This is the accounting code that will appear in the Invoice

Standard Accounting Extract "Liability Account Code" field for payment made with this funding account.




Field Description

Bank Name Enter the name of the funding bank.

Branch Location The branch identifier for the bank that the account was opened

at. Can be a town, neighborhood or other identifier.

Mandate ID The Mandate ID must be unique for each Euro funding bank

account. When the client authorizes their bank to allow SAP Concur to debit for funding their Expense Pay Euro payments, they establish a Mandate ID. This field defaults to the client’s entity ID and is editable by the client to allow them to serialize the mandate ID as needed for each bank account so that it matches the Mandate ID field on the SEPA B2B Direct Debit

Mandate form they must provide to their bank.

SWIFT Code Also known as SWIFT-BIC, BIC code and SWIFT ID, a SWIFT

code is a standard format of Bank Identifier Codes. It is the unique identification code of a particular bank.

The SWIFT code is 8 or 11 characters, made up of:

4 characters - bank code (only letters) 2 characters - country code (only letters) 2 characters - location code (letters and digits) 3 characters - branch code, optional ('XXX' for primary office) (letters and digits)

IBAN IBAN:

The two-character country code (GB), followed by two check digits and 18 alphanumeric characters for the domestic bank account number.

Example: GBkk BBBB SSSS SSCC CCCC CC

B = alphabetical bank code, S = sort code (often a specific branch), C = account number.

Settlement Account Number (HSBC bank only)

Enter the account information for the debit transactions in this field.

The account number should be 8 digits numeric.

Building Number and Road Postal address provided to the bank for this bank account. Either the Building Number and Road or the Building Name field must be completed.

Building Name Postal address provided to the bank for this bank account. Either the Building Number and Road or the Building Name field must

be completed.

Town Town provided to the bank for this bank account.

Locality Locality provided to the bank for this bank account.

Postal Code Postal code provided to the bank for this bank account.







Field Description










Debit Authorization Date The date the bank account is authorized to allow debits from SAP

Concur.

Apply Credit Memos This allows the user to enable credit handling. If set to Yes, Invoice will begin to process credit transactions from vendors, applying outstanding credits to invoices and only paying when the invoice is higher than the existing credit amount.

Section 6: Sample Banking Confirmation Letter


Section 6: Sample Banking Confirmation Letter

A sample banking confirmation letter as provided from a client to an SAP Concur

banking partner is shown below. Visit SAP Concur support portal to download this

document.

Section 7: Sample Check Signature Template


Section 7: Sample Check Signature Template

The sample check signature template used by the client to deliver their authorized

signatures for the check banking service is shown below.

invoice: invoice pay user guide for standard edition...invoice pay provides the following benefits:...

Documents