The Guide assumes you have the following set up in your system:

1. Users with email addresses where the remittance advice will be sent.

2. Check Run functionality (Encompass AP must be enabled for your Company).

How to Install the Automated Vendor Remittances Application

1. Using Universal Search, navigate to the App Library dashboard.

2. Search for 'Automated Vendor Remittances'.

3. Select the Automated Vendor Remittances app icon.

4. Click Install.

5. Select Roles that will be able to access the related Dashboard and Roles that will be able to access the related Reports. These can be modified after installation.

6. In the Schedules section, click the edit pencil.

7. First select the Frequency at which automated remittance advice emails will send. Then select a Start Time and End Time between which the emails will send, as well as a Next Run Time. The recommended setup is as follows:

*This setup would send one batch of remittance emails every morning, delivered to inboxes just after 5:00AM. The purpose of setting an End Time is just to ensure the emails send within the specified timeframe in case your site is managing mutliple scheduled tasks at that time.

8. Click Set Schedule.

9. Decide on elements that the email body will include.

*To see each of these elements in an example outbound remittance email, view Release Notes.

10. Read the acknowledgement and Install the App.

11. You will then see the App within the My Apps section of the App Library.

12. To amend the scheduled project, click the edit pencil in the Schedules section and Create a New Schedule. To amend the elements of the email body, type new values into the text field.

13. If you make any changes, be sure to Save Settings.

14. If you would like to uninstall the App, click Uninstall.
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How to Use the Automated Vendor Remittances Application

1. Select Automated Vendor Remittances in the My Apps section of the App Library.

2. Under Dashboards, click the link to open the Automated Vendor Remittance Emails dashboard.

3. By installing the App and setting your Schedule, the system will begin to generate automated emails based on the established frequency. The purposed of the Automated Vendor Remittance Emails dashboard is to manage AP Accounts Users and to monitor automated messages.

4. An AP Account User is the simply the marriage of an AP Account and a User. By entering an Email for a User and tying it to an AP Account, you are telling the system where to deliver remittance advice for that account. You can add new AP Accounts Users from the table view in the dashboard, and you can have multiple AP Accounts Users for one account.

5. The Monitor Remittance Advice Email Status report will allow you to check the status of automatically generated messages. If you need to check on the status of an Email, click Create Report after adding relevant filters.

6. The View Email link in the report will open up the Message record in Encompass. To resend an Email, set the Status of the Message to 'Queued' or copy and paste the Email Body and send it to your Vendor.

7. The Preview Remittance Advice Emails report allows you to preview remittances based on Check Runs you have Balanced that day. It is worth noting that messages will be built for Balanced Check Runs dated within 7 days. Messages will not be duplicated, nor will they be built for Check Runs with an Amount of $0.00 or less. Correction checks will prompt automated messages.

8. If Preview Remittance Advice Emails is missing data, make sure AP Accounts Users are properly set up and that you have waited for the Data Warehouse to return updated information.

Remittance Advice - A form of notification sent to a Supplier informing them that their Invoice has been paid.

AP Account User - A record within Encompass that ties a User and their Email to a specified AP Account. Each AP Account is tied to a Vendor.

Check Run - A way of aggregating Invoices (or Purchases) in Encompass that have been paid or are going to be paid. Upon Balancing a Check Run, a Payment Purchase, or Check, is created for each AP Account included on the Check Run.

1. Always Balance Check Runs well before your scheduled send time if emails need to be sent that day.

2. Check for typos in AP Accounts Users' emails. Invalid email addresses will result in failed messages.

3. Communicate with your Vendors to ensure they have whitelisted the email address you are sending from. This will either be [email protected], or an address you have authorized in Amazon SES. If Vendors have security in place to block an unknown email address or place messages in a spam folder, they might not see the remittance advice.

4. Monitor the Status of automated emails through the Vendor Remittance Advice Emails dashboard. The Monitor Remittance Advice Email Status report allows you to search for messages in a selected timeframe and see the status of a message. If you need to resend an Email, set the status of the message to 'Queued' in the Messages table.

5. Keep in mind that if you Balance a Correction Check Run, remittance advice emails will still send. Vendors will be notified of these corrections, so make them aware if there are any emails they might not expect to receive. Vendors will not receive notifications of Reversed Check Runs or Check Runs with a total of $0.00 or less.

6. To prevent an email from being sent, first use the Preview Vendor Remittance Advice Emails report to find the Payment Purchase ID link for the prepared email. Click the link to go to the Payment Purchase, and set the EDIStatus field to 'All'.