Steps
to Complete the Accounts Payable System FileComplete the steps below in order to start using a third-party payment service company, such as Repay, for paying vendors in Accounts Payable.
Step 1: Select Enable Payment Service Field in Accounts Payable System File
In the Accounts Payable System File, select the Enable Payment Service field, and then save the changes.
Steps
to Complete the Accounts Payable System File
Step 2: Complete Payment Service Account ID Field for Checking Accounts
In the Checking Accounts option in General Ledger, complete the Payment Service Account ID field for the checking accounts that will be used with paying vendors by the third-party payment service. Enter the customer ID assigned by the third-party payment service company to use for the checking account in the Payment Service Account ID field, and then save the changes.
Steps
to Change a Checking Account
Step 3: Verify and Complete Vendor Information
For the vendors being paid by the third-party payment service, verify the following fields of information are completed in the Vendors option in Accounts Payable:
Address 1 and/or Address 2
City
State/Province
Zip Code
Primary Phone Number (optional)
Business Email Address (optional)
Customer ID (optional)
If needed, complete the fields at this time for the applicable vendors, and save the changes.
Step 4: When Vendors Need to be Paid, Complete Process in Accounts Payable
When the vendors need to be paid, complete the following process in Accounts Payable:
Enter and post the invoices for the vendors as normal within the Invoices option. When entering the invoices, do not complete the Prepaid Information section.
Steps to Enter Invoices (in Accounts Payable)
Tip: The payment method set for a vendor (in the Vendors option) and displayed when entering the invoice, along with the check sequence entered for the invoice, will be ignored when paying vendors with a third-party payment service.
Complete a check cycle in Accounts Payable as follows:
Complete the Select Invoices to Pay option, being sure to select the Process through Payment Service field when creating the batch and selecting only the invoices to pay with the third-party payment service.
Print the pre-check reports as normal for the selected invoices to pay.
Complete the Create Payment Service File option.
Steps
to Create a Payment Service File
Tip: When creating the file, a unique payment number is assigned to the payments made to the applicable vendors (separated by checking account); if a vendor has multiple invoices in a batch for the same checking account, they are assigned the same payment number.
Print the post-check reports as normal for the selected invoices to pay.
For organizations using the School Accounting System installed locally, make a backup.
Complete the Update Checks option.
Note: Skip the steps for printing checks, direct deposit stubs, automatic payment stubs; emailing direct deposit stubs; and creating the direct deposit file.
Upload the file to the third-party payment service company.