Automatic AP Payment Notifications

By | February 24, 2020

Sage Intacct provides you the facility of automatically sending payment notification emails to vendors. Notification is sent as soon as a payment is confirmed. For letting the vendors know about the payment, set up the Auto Payment Notification for them. When auto notification for a vendor is enabled, it indicates that the vendor is to be notified by email whenever a payment to him is confirmed in Intacct.

If payments are done through standard ACH, notifications are important for Vendors. However, regardless of the payment method, auto notifications can be enabled for a Vendor. For ACH payment, notification is sent once the ACH payment file is successfully sent to your bank; and for checks, when the check is printed correctly. In this case, you need not set the auto payment notifications, as the notification email is by default sent.

For enabling this option, go to Accounts Payable -> All -> Vendors -> choose the Vendor record you want to Edit and Click “Edit” button / add new Vendor by clicking “Add” button -> navigate to the Payment Information tab of the vendor record, and select the option to “Send automatic payment notification”.

Enable auto payment notification
Enable auto payment notification

The payment notification emails are sent from an entitled contact to the email address listed in the “Pay to” contact for the vendor. If the “Pay to” contact is the same as vendor, then the email address will be the one mentioned in “Email Address” field in Vendor tab. The vendor “Print as” name will be used in the email greeting line. When you pay the Vendor bills and print payment copies, there is an option to choose a different email address on which the Vendor wants to receive the payment notification. This lets you override the email address mentioned in Vendor Information.

Vendor Contact List
Vendor Contact List
Vendor Information
Vendor Information

Following is the list mentioning when the payment notifications are sent for different payment methods:

  • Check : As soon as it is confirmed that the check is printed correctly, on the “Print Checks” page, Vendor is notified with the Payment received.
  • Credit card, Record transfer (EFT), Cash : If there is an approval process that is followed, then the notification is sent when the payment is approved. Otherwise, notification is sent immediately.
  • ACH : Payment notifications are sent as soon as you confirm that the ACH file was processed by your bank on the ACH Payment File page.

Payment Notifications are useful for Vendors as it notifies them time to time whenever they are being paid and Intacct allows you to automate this so easily with just a tick.

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