Payables Lockbox Release Notes: Version

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2 Table of Contents Release Notes: Version Maintenance Window:... 2 What s New?... 2 Export Invoice Functionality Enhancement... 2 Default Payment Types Updates... 3 Invoice Approval Process Permission Updates... 5 Change Log... 5 Addendum: Default Payment Types User Information... 6 Introduction... 6 Setting Default Payment Types... 7 Set Default Payment Types Using Vendor Account Number Details... 7 Set Default Payment Types Using Missing Invoice Alerts... 8 Set Default Payment Types Using Invoice Details pg. 1

3 Release Notes: Version About Release Notes At AvidXchange we strive to create a product that is easy to use, high performing and provides our customers with superior paperless invoice product. We create release notes to best communicate the changes and updates we are making, as well as improvements to features to better serve your needs, as we continue to improve our products. Maintenance Window: Sunday, 12/03/2017, 6 A.M. 8 A.M. What s New? Export Invoice Functionality Enhancement 1. On the My Invoices page, individual invoices can now be selected for export. a. Select the checkbox in the first column to select the invoices to export. b. Click Export. c. The Export Options screen will launch. Select the Export Type. pg. 2

4 d. Select the Export Selected Invoice(s) Only: checkbox. To export only the invoices selected from the My Invoices page, this checkbox must be selected when creating the export file. e. Click Create Export File to proceed or Close to return to the My Invoices page. Default Payment Types Updates Enhancements have been made to how Default Payment Types can be stored and overridden. Additional information on using Default Payment Types is available in the Addendum: Default Payment Types User Information. 1. Default Payment Types now can also be stored at the Company Vendor Account Number level. o Previously, Default Payment Types were stored at the Vendor level and could be overwritten at the Company Override and Invoice levels. o The following diagram demonstrates where the default payment types can now be set and overwritten; new functionality is depicted in blue: pg. 3

5 2. The Default Payment Type for the Company Account Number can also be overridden the from payment tab on the Invoice Details page. (Refer to Set Default Payment Types Using Invoice Details. ) 3. On the Vendor Account Number Details page, a new drop-down list has been added that allows you to set the Default Payment Type. (Refer to Set Default Payment Types Using Vendor Account Number Details. ) 4. A Payment Type column has been added to the Vendor Account Numbers Details history grid. (Refer to Vendor Account Number Payment Type. ) 5. A Payment Type column has been added to the Enabled Account Number grid in Missing Invoice Alerts. (Refer to currently assigned payment type. ) pg. 4

6 Invoice Approval Process Permission Updates 1. A new role, EditVendorPmtType, has been added to the Invoice Approval Process permissions to grant edit access of the Vendor Account Number payment type from the Invoice Details page. a. Contact Payables Lockbox Support to enable the EditVendorPmtType, permission to the designated role(s), as Client Administrators do not have edit ability to Invoice Approval Process permissions. Change Log Defect or Enhancement Report Defect Lockbox Defect Data Entry Lockbox Enhancement Report Enhancement Webservice Enhancement Details Removed duplicate records of data in the Duplicate Incoming Invoices report Resolved a timeout issue on processing very large batch approvals in production Corrected Data Entry Client missing Address Line Three from Company/Vendor address override Updated void payment confirmation dialogue where the checkbox of auto-send is set as true by default Added account Vendor Acct # column to Vendor Spend report by payment type Added Invoice URL to ListMyInvoices function pg. 5

7 Addendum: Default Payment Types User Information Introduction Set the payment type to a pre-determined payment type when a payment is processed by setting Default Payment Types. If Default Payment Types are not integrated from the accounting system, an Administrator can set those types directly in Payables Lockbox. Default Payment Types can be stored at each of the following levels: Vendor (Global Vendor) Company Vendor Vendor Account Number Payment types operate as a hierarchy. Default Payment Types at the specific levels can be overwritten by the following sub-levels: Default Payment Types at the Vendor Level can be overwritten by Company Vendor Override, Account Number, and Invoice levels for the selected Vendor, account number, or invoice. The Vendor default payment type will remain for all other Company Vendors, account numbers, and invoices. Default Payment Types at the Company Vendor level can be overwritten at the Company Vendor Account Number or Invoice levels for the selected account number or invoice. The Company Vendor default payment type will remain for all other account numbers and invoices in the system. Default Payment Types at the Company Vendor Account Number level can be overwritten at the Invoice level for that particular invoice. The payment type for all other invoices will still be controlled by the account number default payment type. Example: Cube Energy is a Global Vendor where HOA Delta and HOA Omega are Sub (related)- Companies. The Default Payment Type for Cube Energy is set to Check at the Company Vendor level. pg. 6

8 HOA Delta has three accounts with Cube Energy that require three different payment methods. Cube Energy is also associated with the Company HOA Omega. HOA Omega requires payments by Check. There is an exception on an invoice for HOA Omega that requires the payment type of Bank Draft. The table below details how the Default Payment Method can be overwritten, accordingly, at the Account, Company, and Invoice levels, depicted in red. Vendor Company Vendor Vendor Account # Invoice # Default Payment Type at Vendor Level Default Payment Type Override Cube Energy HOA Delta Check n/a Cube Energy HOA Delta Check Bank draft Cube Energy HOA Omega Bank Draft Check Cube Energy HOA Omega Bank Draft Check Important: The payment type will not be retroactively populated for any existing Vendor Account Number records. By default, Vendor Account Number payment types will be inherited from the Vendor, either by the Global or Company Vendor. In this scenario, the Payment Type value will be listed as Inherited, combined with the originating source level and payment type. Setting Default Payment Types Setting the Default Payment Types for the various levels can be performed using multiple methods. Set Default Payment Types Using Vendor Account Number Details Below describes how to set Default Payment Types using the Vendor Account Numbers option: 1. From the Administration tab, select Site Setup. pg. 7

9 2. From the Global Objects section in the left-hand navigation pane, select Vendor Account Numbers. The Vendor Account Numbers table will load. 3. The Vendor Account Number Payment Type will be listed in the corresponding column. 4. Select a Details link from the Details column for any Company in the grid. The Vendor Account Number Details screen will load. 5. Select the Default Payment Type from the Payment Type drop-down field. 6. Click Save. Set Default Payment Types Using Missing Invoice Alerts Below describes how to set Default Payment Types using the Missing Alerts option: 1. From the Invoices tab, select Missing Invoice Alerts. pg. 8

10 2. From the Missing Invoice Alerts section in the left-hand navigation pane, select Enabled Accounts. The Enabled Vendor Account Numbers table will load. 3. The currently assigned payment type for an Account is listed in the Pmt Type column. 4. Select a Details link from the Details column for any Account in the grid. The Vendor Account Number Details screen will load. 5. Select the Default Payment Type from the Payment Type drop-down field. 6. Click Save. The Payment Type for the invoices for the account will be listed in the Invoices associated with this vendor account number history table towards the bottom of the page. pg. 9

11 Set Default Payment Types Using Invoice Details Below describes how to change the payment type for a selected invoice from the Invoice Details page. The Default Payment Type for the Company Account Number can also be overridden the from the Invoice Details page. 1. Select an Invoice from the Invoices list, either on the My Invoices page or a search results page. The Invoice Detail page will launch. 2. Click the Payment tab. 3. The Pay by: field indicates the current payment type for the invoice. The Source field dictates which level controls the payment type. In this example, the Company Account is the source that controls the default payment type for all invoices with that account number. 4. Use the Pay by: field drop-down to override the payment type source for the invoice. When a user changes the Invoice Payment Type from the source Company or Global Vendor level default, two results occur: pg. 10

12 i. The Source will be updated to Invoice, indicating the payment type has been set at the invoice level. ii. The Set as Default option link will appear. When the user clicks the link, a confirmation pops up. Click Yes to: Override the Default Payment Type at the Vendor Account Number level. Create a Vendor Account Number record if it does not already exist. Use this Default Payment Type saved at the account number level for all new invoices against that Company, Vendor, and Account. Click No to: Keep the existing Default Payment Type for the Company Vendor Account Number. Only update the payment type for the selected invoice. pg. 11