With Certify Payments, companies can quickly and easily pay Invoices through direct deposit to a vendor's bank account domestically and internationally, in a variety of currencies. Additionally, if Pay By Check is used, paper checks can be sent directly to vendors in cases where electronic payments are not needed.
Certify Payments works for both expense reimbursements and invoice payments, creating an organized, consistent, and streamlined payment process.
This article shows you, a Certify AP Administrator, how to configure Certify Payments and walks through how to:
- Set up Invoice Payment Methods
- Work with the Accounting Reviewer to process and pay Invoices using Certify Payments
- Use Certify Expense together with Certify AP to manage Invoice payments.
To use Certify Payments:
- You must work with your Customer Success Manager to enable Certify Payments for your account.
- Your company must use Certify AP (and not Certify Invoice).
- All vendors must have a Payment Method indicated on their vendor record.
- A Certify Treasurer must be established for your company on the Certify Expense side.
Setting up Certify Payments for Certify AP
Step 1: On your Certify AP homepage, click the gear icon.
Step 2: On the Configuration page, click the name of the company-level (the highest department level - usually the name of your company).
Step 3: Click the Company Preferences tab.
Step 4: Scroll down to Invoice Payment Settings. If you do not see Invoice Payment Settings on this page, contact your Support.
Step 5: In the Invoice Payments section, mark the Certify Payments radio button. Marking this activates Certify Payments so vendors with the electronic or check payment method and correct banking information are reimbursed through Certify Payments.
Step 6: In the Emails to Notify field, enter the email address of every employee who should receive email notifications when a payment succeeds or fails to process.
Step 7: Scroll down and click Save.
Step 8: Now, your company can pay Invoices using Certify Payments. To ensure the Invoice payments are sent to the correct bank accounts, on the Add/Edit Vendors page, make sure you or another employee enters the banking information for each vendor that will be reimbursed through Certify Payments.
On your Certify AP homepage, select the Configurations tab.
Step 9: Under Catalog Management, click Manage Vendors.
Step 10: Click the name of a vendor who requires banking information.
On the Edit Vendor page, a new Payment Method section appears.
Step 11: Enter the vendor's information. and click Save.
Please Note: The vendor's bank address must be in the same country as the vendor's default currency. Country and State/Province entries must be in two-character abbreviations to ensure successful delivery of payment.
For example: "CA" as entry for Canada, "GB" as entry for United Kingdom, etc.
Repeat the above steps to add banking information for every vendor who should be paid through Certify Payments (whether through direct deposit or by check).
Process and Pay
Step 1: To Process and Pay invoices using Certify Payments, first access your Accounting Review tab by either clicking on Accounting Review on the homepage or selecting the Approvals tab and navigating to Accounting Review.
Step 2: Click an Invoice you'd like to process.
Step 3: After reviewing the invoice and approving all line items, click Process and Pay.
Step 4: You'll be brought to the Check Request page to review the invoice details.
Step 5: Now, in Certify Expense the Treasurer will have the invoice in their Reimbursements queue.
Step 6: They can click the checkbox next to the invoice, then click Reimburse Reports at the bottom of the page.