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Vendor Payments Workflow

Vendor Payments Workflow

Preconditions:

  • Service Code exists that allows Vendor Payments
  • Client has active funding account and authorization for above service code
  • FI Employee is given Vendor Admin Permission
  • New Vendor Request Message Template is active
  • Optional: Client has Vendor Payments enabled on Client Profile (this allows the Client ability to submit New Vendor Requests and New Vendor Payment Entries in addition to the Employer)

Process:

  • Employer or Client submits New Vendor Request
  • Vendor Admin Permission receives notification
  • Vendor Admin Permission creates new vendor profile
  • Vendor Admin Permission replies to DCI message to notify Employer that Vendor Profile has been created
  • Employer or Client creates new vendor payment entry
    • System checks if Vendor Service Account exists for vendor/client/service code combo
      • If one does not exist, the system will create one
    • System creates parent vendor payment entry in canceled status and child vendor payment entries for each date of service in pending status
  • Vendor Admin Permission reviews (approve/reject) pending vendor payment entries
  • Payroll Processor processes approved vendor payment entries in payroll batch
  • Billing Processor process approved vendor payment entries in billing batch

Notes:

  • Vendor Service Accounts can also be created by super users or users with Vendor Admin Permission 
  • Vendor Profiles, Vendor Service Accounts,  and Vendor Payment Entries can be imported by super users or users with Import Admin Permission
  • Vendor Payment Entries can be also be created by super users or users with Vendor Admin Permission
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