2.10.7.2.5. Best Practices
PTA Check Format in Sage 300 CRE Accounts Payable
The customer account # on a payment helps the supplier identify the payment detail. When paying multiple invoices, we also need the invoice numbers for all invoices paid by a single ‘check’ (or Virtual Credit Card or ACH payment). It is recommended that you code the invoice description with your customer account # with the vendor, if possible. This helps the supplier/vendor identify what account to apply the payment to. It also helps the AvidXchange payment personnel identify a payment should the vendor have a question.
Accounts Payable Vendor Setup
If you pay multiple invoices on one check or electronic payment, it is recommended to set the vendor’s Payment Stub Settings in Sage 300 CRE to “List all invoices on stub.” This option will display a line for each invoice paid by a single payment. The setting, per vendor, is found in Accounts Payable > Setup > Vendors.
Cash Management Bank Account Setup
There are two fields on the bank account setup that are utilized for AvidPay.
The check format set up above in Sage Accounts Payable needs to be selected as the AP check format on the bank in Sage Cash Management that is being used to create AvidPay payments:
On the Contact tab on the bank account in Sage, enter the account number for the AvidPay bank. This information prefills in the TimberScan GO configuration Company Mapping tab:
VCC Payments
It’s good practice to create a single VCC payment per paid invoice to avoid any potential issues during processing. Multiple payments, if not identified correctly, can cause a vendor to question the VCC payment. Some vendors, for example, have a credit card limit with their credit card supplier. If the payment amount exceeds the limit, or for any other reason, when a VCC payment must convert to a check, this can cause a payment delay.
Credit Invoices
Always batch a credit invoice with other (positive) invoices for a vendor so the check can be processed. A negative check cannot be processed in AvidPay, and an error will be thrown.
NOTE: If one payment in a batch is invalid or throws an error, the entire batch is not processed. After sending a payment batch, it’s good practice to review the processing to ensure nothing was rejected or unprocessed.Check Numbering for In-house Checks
If a customer will continue printing checks in-house, we recommend that AvidPay payments begin with a very high check number (100000) so the numbering for the two systems (in-house and PTA) do not intermingle.
