AP Automation is available to all customers. Automated Payments are available to customers operating in the US and Canada. Send an email to licensing@accountingseed.com if you want to activate AP Automation or to discuss Invoice Automation. Note: Invoice Automation is included with your Financial Suite subscription.

Overview

The AP Automation features introduce automation in the Accounts Payable process, making it easier for you to bring your Payables into the system, plan and prioritize their payment, as well as automatically distribute payments to your Vendors upon approval using various payment methods.

 

Invoice Automation is included with the Financial Suite subscription and consists of these two features:

• Email to Payable is an easier way to create Payables using a Salesforce email service. When your Vendor emails you an Invoice, a Payable is automatically created. The enhanced Payable record detail page uses the Advanced Line Manager to display the email attachment in a carousel to help with easier data entry.
• AI Invoice Capture is a technology that is used to extract data from documents and images to import directly into Accounting Seed as Payable information and Payable Lines.

Read more about this in the Invoice Automation Overview article.

 

AP Automation extends the use of Invoice Automation with these key features:

Payment Proposals help you search for, prioritize and plan your spending with a simple interface. As a business, some of these pain points may be familiar:

• Many invoices to pay and it is not always simple to find what and when to pay using list views.
• Ensuring that you pay by the early pay date to receive your discount can also be difficult when you are dealing with several Vendors with different payment terms.  
• Pay functionality using a list view is difficult due to its 200 record limit and inability to view a total of selected items.
• In order to take advantage of Credit Memos, they must be applied to one or more Payables first before payment can be made, and this is a time-consuming process.
• There is no straightforward way to send a proposed payment batch for approval.

These pain points, and more, have been addressed by Payment Proposals. You are able to easily search for your Invoices and Credit Memos using robust search capabilities. The Advanced Search leverages Salesforce reports so you can set up your filter criteria exactly as you like. Additionally, you can easily add your Payables and Credit Memos, displaying a running total so that you can more easily view and plan your spending. With a Salesforce approval process set up, you can send this Payment Proposal off as a batch, for approval. Once approved, the automation picks it up for further payment processing, creating the Cash Disbursements and applying them and any Credit Memos you included to the Payables. In addition, the Cash Disbursements are automatically created in a way that allows their application records (AP Disbursements) to post transactions to the General Ledger.

Payment Automation enables you to easily pay your Vendors using two workflows.

• In the default workflow, sending payment information to Repay prompts them to contact the Vendor to confirm their preferred payment method before disbursing the payment. Virtual Cards, ACH and Check payment methods are supported.
• The ACH Vendor Upload workflow lets you self-manage ACH-only payments: you add Vendors' ACH information in Salesforce and send it to Repay, which may contact Vendors for confirmation before processing. Enrolling a vendor through this API bypasses Repay's step of contacting the vendor to elicit their banking details. Verify each vendor's ACH information yourself before enrolling them, since ownership of risk for incorrect or fraudulent banking details shifts to you when you use the ACH Vendor Upload method.

You can use either workflow or both, depending on your business needs. More information is in the AP Automation Vendor Payments article.

Note: Accounting Seed’s Customer Experience team will assist customers with AP Automation (Payment Services) onboarding.

 

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