Concur Invoice: Invoice Pay User Guide

Concur Invoice:

Invoice Pay

User Guide

Last Revised: April 20, 2024

Applies to these SAP Concur solutions:

 Concur Expense

 Professional/Premium edition

 Standard edition

 Concur Travel

 Professional/Premium edition

 Standard edition

 Concur Invoice

 Professional/Premium edition

 Standard edition

 Concur Request

 Professional/Premium edition

 Standard edition

 
Concur Invoice: Invoice Pay User Guide  i 
Last Revised: April 20, 2024 
© 2004 - 2024 SAP Concur All rights reserved. 
Table of Contents 
Section 1:  Permissions ................................................................................................ 1 
Section 2:  Overview .................................................................................................... 1 
Invoice Pay Country Availability ................................................................................... 1 
Configuration ............................................................................................................. 1 
Definitions ................................................................................................................. 2 
Payment Methods and Cycle Times ............................................................................... 3 
Required Roles and Primary Users ................................................................................ 4 
Payment Manager ................................................................................................. 4 
Payment Release Manager ...................................................................................... 4 
Invoice Configuration Administrator or Invoice Admin ................................................ 4 
Vendor Manager .................................................................................................... 5 
Invoice Accounting and Payment Extract Job Schedules .................................................. 5 
Section 3:  Accessing Payment Manager ...................................................................... 5 
Section 4:  Navigating and Using Payment Manager ..................................................... 6 
Navigating Payment Manager ...................................................................................... 6 
Using Payment Manager .............................................................................................. 7 
Section 5:  Managing Payment Methods ....................................................................... 7 
Managing Card Vouchers ............................................................................................. 7 
About Card Vouchers ............................................................................................. 7 
Email Notifications ................................................................................................. 9 
Changing the Payment Method and Adjust Payments ............................................... 10 
Managing Checks ..................................................................................................... 10 
About Check Services .......................................................................................... 10 
Working with Multiple Check Configurations ............................................................ 12 
Accessing Check Configuration .............................................................................. 13 
Viewing and Editing Check Configurations .............................................................. 13 
Activating and Deactivating Check Configuration ..................................................... 14 
Managing Funding Accounts....................................................................................... 14 
About ACH Funding Accounts ................................................................................ 14 
Working with Multiple Funding Accounts ................................................................. 20 
Accessing Funding Accounts ................................................................................. 21 
Viewing or Editing Funding Accounts ...................................................................... 21 
Activating and Deactivating Funding Accounts......................................................... 22 
Moving Batches to Active Funding Accounts ............................................................ 23 
Managing Virtual Cards ............................................................................................. 23 
Accessing Virtual Card Accounts ............................................................................ 25 
Issuing Virtual Cards to Vendors ........................................................................... 25 
Updating Virtual Cards ......................................................................................... 31 
Viewing or Editing a Card Account ......................................................................... 35 
Activating and Deactivating Virtual Card Accounts ................................................... 35 

 
ii  Concur Invoice: Invoice Pay User Guide 
  Last Revised: April 20, 2024 
  © 2004 - 2024 SAP Concur All rights reserved. 
Configuring Batch Settings ........................................................................................ 37 
Section 6:  Managing Vendor Information .................................................................. 39 
Updating Vendor Information ..................................................................................... 39 
Importing Vendor Banking Information ....................................................................... 40 
Understanding the Vendor Experience ......................................................................... 41 
Email Remittance Notifications .............................................................................. 41 
Remittance Advice for ACH and Check ................................................................... 43 
Section 7:  Monitoring and Managing Payments ......................................................... 46 
Searching for Payment Batches, Demands, or Invoices ................................................. 46 
Searching for Payment Batches ............................................................................. 46 
Searching for Payment Demands ........................................................................... 47 
Searching for Invoices ......................................................................................... 48 
Viewing Payment Demands and Invoices ..................................................................... 49 
Viewing Payment Demands in Payment Batches ...................................................... 49 
Viewing Invoices in a Payment Demand ................................................................. 50 
Viewing Invoices with a Credit .............................................................................. 51 
Managing Payment Demands and Invoices .................................................................. 52 
Changing Funding/Issue and Payment Dates .......................................................... 52 
Processing Payments Outside of Invoice Pay ........................................................... 54 
Changing Payment Method Types .......................................................................... 55 
Placing Payments on Hold .................................................................................... 55 
Voiding and Reissuing Checks ............................................................................... 58 
Managing Credits for ACH and Check ..................................................................... 59 
Changing the Payment Amount ............................................................................. 61 
Adding Invoice Comments .................................................................................... 62 
Adding Images to Invoices ................................................................................... 65 
Releasing Pending Batches ................................................................................... 66 
Exporting Payment Data to an Excel spreadsheet .................................................... 67 
Managing Unresolved Invoices and Failed Payments ..................................................... 68 
Why Invoices Require Action or Fail ....................................................................... 68 
Reprocessing Invoices .......................................................................................... 69 
Resolving Failed Payments ................................................................................... 70 
Moving Payment Demands From Inactive to Active Funding Accounts ........................ 71 
Changing the Funding/Issue or Payment Date for Failed Invoices .............................. 72 
Importing Payment Confirmations .............................................................................. 73 
Section 8:  Running Extracts ...................................................................................... 74 
Running the GL Extract ............................................................................................. 75 
Running the Payment Confirmation Extract .................................................................. 75 
Payment Confirmation Extract Information ............................................................. 76 
Verifying Voided and Reissued Checks ................................................................... 76 
Running the Positive Pay Extract ................................................................................ 78 
Positive Pay Extract File Information ...................................................................... 78 
Reconciling Payments ............................................................................................... 80 
Viewing Invoices in the Extract ............................................................................. 82 

 
Concur Invoice: Invoice Pay User Guide  iii 
Last Revised: April 20, 2024 
© 2004 - 2024 SAP Concur All rights reserved. 
Searching for an Invoice ...................................................................................... 83 
Section 9:  Using Provider Payment Manager ............................................................. 84 
How It Works ...................................................................................................... 84 
Availability and Payment Cycle Timing ................................................................... 84 
Accessing Provider Payment Manager .................................................................... 84 
Searching for Payments ....................................................................................... 85 
Viewing Payment Details ...................................................................................... 87 
Section 10:  Special Cases ........................................................................................... 88 
Use the "Is Emergency Check Run?" Field to Expedite Payment ..................................... 88 
 

iv Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Revision History

Date

Notes/Comments/Changes

April 20, 2024

Updated the Managing Funding Accounts section for new

currencies for ACH/EFT payments.

February 24, 2024

Added the Managing Virtual Cards section. Other minor edits

throughout.

June 17, 2023

Added information about the new Payment Release Manager role

in the User Roles and Primary Users, Configure Batch Settings,

and the Release Pending Batches section.

Added a Configure Batch Settings section in the Payment

Manager Procedures section.

Restructured and updated guide content throughout for better

usability and workflow. Minor edits throughout.

March 18, 2023

Updated procedures with the renamed menu option, Remove

From Hold, in the Remove a Demand or Invoice from the On-

Hold Status section.

February 10, 2023

Updated the Check Timing image in the Check section under

Timing.

August 20, 2022

Added a note in the Payments Methods and Payment Cycle Time

section regarding check and ACH payments not being processed

on bank holidays.

June 18, 2022

Minor edits throughout; no cover date change

January 21, 2022

Updated the copyright year; no other changes; cover date not

updated

January 20, 2022

Removed information about Invoice Pay ACH.

December 11, 2021

Updated the table showing the five-banking day payment cycle

dates for the funding account batch close to settled payment.

January 20, 2021

Added note about 200 funding accounts.

October 17, 2020

Removed information about the Supplier Portal since it has been

retired and updated images.

July 2, 2020

Updated information about email notification to vendors paid via

ACH or check.

April 20, 2020

Renamed the Authorization Request check box to Request on the

guide’s title page; cover date not updated

January 18, 2020

Updated information about the Credit Memo.

January 8, 2020

Updated check timing image.

January 7, 2020

Updated the copyright; no other changes; cover date not

updated

February 20, 2019

Updated the Provider Payment Manager images showing link to

the App Center.

Concur Invoice: Invoice Pay User Guide v

Last Revised: April 20, 2024

Date

Notes/Comments/Changes

February 9, 2019

Added information about the Provider Payment Manager.

February 1, 2019

Updated the copyright; no other changes; cover date not

updated

November 17, 2018

Updated note to clarify supported currencies for ACH payments

and clarified text in Handle Credits section.

October 26, 2018

Added more information about credit memos and renamed

"Concur" to "SAP Concur" where applicable.

August 7, 2018

Added a note to the last page to identify the control numbers and

entity name.

July 21, 2018

Minor wording change.

May 24, 2018

Updated the timing table on page 5 to state that time set after

4pm CST are processed the following day.

May 17, 2018

Added more detail under Handling Credits about the paid amount

on the Payment Demand List page.

April 11, 2018

Changed the check boxes on the front cover; no other changes;

cover date not updated

April 2, 2018

Added information about ACH payments.

March 26, 2018

Added images of single invoice ACH and check email.

March 6, 2018

Corrected name of city from which checks are mailed.

January 16, 2018

Added information about email notification to vendors paid by

ACH and check.

January 3, 2018

Updated the closing time of batches for processing.

September 7, 2017

Updated that checks are mailed to St. Louis TX.

July 6, 2017

Added more information about supported payment method types

and currencies.

April 24, 2017

Added a note about payment methods and payment cycle timing

and added information about account number for checks and

ACH.

April 14, 2017

Added information about the check envelopes.

April 5, 2017

Added information about payment originator name.

January 4, 2017

Added information about character limits for vendor name on US

checks.

December 13, 2016

Changed copyright and cover; no other content changes.

December 5, 2016

Updated the guide content to new corporate style; no content

changes.

September 9, 2016

Added note about reissued checks and updated from where

checks are mailed.

October 17, 2014

Invoice Pay now supports Australian Dollar currency (AUD)

vi Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Date

Notes/Comments/Changes

Older revision history has been removed.

Section 1: Permissions

Concur Invoice: Invoice Pay User Guide 1

Last Revised: April 20, 2024

Invoice Pay

Section 1: Permissions

You may or may not have the correct permissions to use this tool. You may have

limited permissions, for example, you can affect only certain groups and/or use only

certain options (view but not create or edit).

If you need to use this tool and do not have the proper permissions, contact your

company's Concur Invoice administrator.

In addition, be aware that some of the tasks described in this guide can be

completed only by SAP Concur staff. In this case, your company must initiate a

service request with SAP Concur support.

Section 2: Overview

Use Invoice Pay to pay your company’s supplier invoices in Concur Invoice.

Invoice Pay provides the following benefits:

• Fully Managed Lifecycle: The entire invoice lifecycle, from invoice

receipt to final payment, is managed in one system. One common set of

data drives all events.

• Streamlined Control and Visibility: Automated payments are made

daily, grouped by optimum pay date per vendor terms. Payment Managers

can adjust individual pay dates and amounts and access all records to

answer inquiries from internal employees or suppliers.

• Cash Flow Management: Payment Managers have complete control of

day-to-day and month-to-month management of cash flow. Necessary

funding amounts are clearly displayed.

• Payment Release Management: Payment Release Managers can control

when payment batches for approved invoices are released to payment

providers to issue payment to suppliers.

Invoice Pay Country Availability

For information about Invoice Pay and payment methods country/region and

currency availability, refer to the Concur Invoice: Invoice Pay Setup Guide.

Configuration

Configuration for Invoice Pay is usually a one-time task that may require infrequent

ongoing updates. For example, you may need to create a new funding account to

accommodate a new merger partner. Or, if a check is issued from in-house stock,

you may need to update the Next Check Number value to prevent check number

overlap.

Section 2: Overview

2 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

 For more information about configuring Invoice Pay and initial set up for

specific payment method types, refer to the Concur Invoice: Invoice Pay

Setup Guide.

Definitions

ACH: Automated Clearing House is a secure payment transfer system between U.S.

financial institutions that acts as the central clearing facility for all Electronic Fund

Transfer (EFT) transactions that occur nationwide. Concur Invoice uses the CTX EDI

820 compliant format for this transaction.

Bank: The institution providing funding services.

Batch: A collection of payment demands scheduled for payment and sharing the

same funding account.

Batch Close: The date the batch no longer accepts new payment demands.

Batch Open: The date the batch is created and begins accepting payment demands.

Batch Schedule: The defined close and send dates for the batch.

Batch Send: The date the system sends the payment demands for processing.

Batch Settings: The location where the batch close time and date, and schedule

frequency are configured for funding accounts and check configurations.

Credit Memo: A batch type that shows that a payment demand batch has an

outstanding credit with a vendor.

Due Date: The scheduled payment date. This is calculated at initial creation from

Invoice Date plus Payment Terms and may be overwritten.

Funding Date: The date on which the payment batch will be funded.

Invoice: A request for payment of goods and services.

On-Demand Import: An import that can be performed from within the Concur

Invoice user interface, instead of using SAP Concur overnight services to perform the

job.

Payment Cycle: The number of days from initiation of funding invoice to actual

payment.

Payment Demand: A collection of invoices to the same supplier.

Payment Terms: The period (in calendar days) allowed to a buyer to pay off the

amount due to a vendor (net 30, 60, 90 as examples).

Payment Method: Manner in which funds will be provided to the vendor.

Section 2: Overview

Concur Invoice: Invoice Pay User Guide 3

Last Revised: April 20, 2024

Payment Provider: Third party company who facilitates payments to vendors

behalf of clients outside of Concur Invoice.

Supplier/Vendor: Party providing goods or services to the client.

Vendor Import: Overnight or on-demand, the importing of supplier banking,

address, contact, and other information via a data file or direct input using the user

interface.

Voucher (Card): A client credit card is provided to a supplier who in turn is

authorized to debit the client card account on receipt of an email notification

("Payment Authorization Voucher") generated by Concur Invoice on behalf of the

client.

Payment Methods and Cycle Times

Payment method types determine how invoices created and approved in Concur

Invoice will be paid to vendors. A default payment method type can be set for

vendors in Concur Invoice so that invoices are assigned that method on creation. If

configured, the payment method type can be modified on the invoice before final

approval.

A payment cycle is the number of days it takes from the date a payment batch

closes in Concur Invoice to the date the payment settles in the vendor’s bank

account. Payment method types can have different payment cycle times and depend

on other factors such as country, currency, and payment provider the payment is

made from.

SAP Concur does not handle issuing payments to vendors, but instead partners with

third-party companies (payment providers) and securely passes data to them to

process payments.

Invoice Pay payment method types include:

• ACH: Electronic money transfer facilitated by a third-party company

(payment provider) from the payer’s bank account to a vendor’s bank

account stored in Concur Invoice.

• Check: Physical check printed with the payer’s banking information and

mailed by a third-party company (payment provider) to a vendor at the

address stored in Concur Invoice.

• Card Voucher: Intended for invoices paid by credit card when the vendor

stores the payer’s card on file. A remittance email is sent to the vendor

authorizing them to charge the card on file to pay the invoices in the

remittance email.

• Single Use vCard: Virtual credit card created from a corporate credit

card registered with a third-party company (payment provider) and sent

in a remittance email to a vendor to charge one-time for the exact

authorized amount of the virtual card.

• Payment Provider: Payments made to suppliers using a third-party

company (payment provider) in the App Center.

Section 2: Overview

4 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

 For more information about each payment method type and its payment cycle

time, refer to each applicable section in the Managing Payment Methods

section in this guide, and the Using Provider Payment Manager section for

PAYPVD payments.

Required Roles and Primary Users

The user roles described below are required to set up and use Invoice Pay.

 For more information about assigning roles and permissions, refer to the

Shared: User Administration User Guide and the Shared: Users Setup Guide

for Standard Edition.

Payment Manager

This role is required to use Payment Manager. This role is entirely responsible for

managing the pay process through Payment Manager. The User Admin role can grant

this role to one or more users depending on need.

 For information about configuring Payment Manager, refer to the Concur

Invoice: Invoice Pay Setup Guide.

Payment Release Manager

This role is required to access the Release Payments option from the Actions

menu on the Monitor Batches page. When you are using the Require Batches to

be Released setting for Invoice Pay batches, this role allows Payment Release

Managers to manually approve/release Invoice Pay batches in pending release status

before payments are sent to payment providers for processing.

The User Admin role can grant this role to one or more users depending on need. It’s

a best practice to have at least two users assigned the Payment Release Manager

role, one primary user and one backup user. Users with this role must also have the

Payment Manager role assigned.

 For more information, refer to the Configure Batch Settings and Release

Pending Batches section in this guide.

Invoice Configuration Administrator or Invoice Admin

PROFESSIONAL EDITION

The Invoice Configuration Administrator role is used to configure vendor default

settings and access to change vendor banking information in Invoice Settings.

STANDARD EDITION

The Invoice Admin role is used to configure vendor default settings and access to

change vendor banking information in Invoice Settings.

Section 3: Accessing Payment Manager

Concur Invoice: Invoice Pay User Guide 5

Last Revised: April 20, 2024

Vendor Manager

The Vendor Manager role is responsible for creating and managing vendor profiles for

Concur Invoice. For Invoice Pay this includes updating vendor profiles with a default

payment method type and the information required to process payments by that

method.

 For more information, refer to the Managing Vendor Information section of

this guide.

Invoice Accounting and Payment Extract Job Schedules

It is best practice to have Accounting Extract and the Payment Confirmation Extract

jobs align by scheduling them as managed jobs to run on the overnight processing

job chain.

Section 3: Accessing Payment Manager

To access Payment Manager, click Payments > Payment Manager.

The Monitor Payments > Payment Batch List page appears.

Section 4: Navigating and Using Payment Manager

6 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Section 4: Navigating and Using Payment Manager

Navigating Payment Manager

Payment Manager consists of an Invoice Search function and primary pages as listed

here.

Payments:

• Monitor Payments: Search for and track batches, payment demands,

and individual invoices within those batches. Change funding and payment

dates for an invoice, change the payment method to Client Pay, and add

and review notes to suppliers.

• Invoices Requiring Action: Act on invoices that cannot be successfully

added to an existing payment demand.

• Failed Payments: Act on invoices that were not paid successfully.

• Payment Confirmation Import: Perform an on-demand import of

payment transactions. This data, from the client financial system making

disbursements to the vendor, is imported into Concur Invoice and updates

the payment status of invoices.

• Extract Reconciliation: Review extracted payment amounts from the

client system alongside actual payments made within Invoice Pay.

Configuration:

• Banking Import: Download a template and provide banking information

for a vendor, then upload this data into Invoice Pay for immediate update.

 For more information, refer to the Concur Invoice: Vendor Banking

Import User Guide.

• Check Configurations: Configure check funding accounts and check

formats to pay suppliers who request check payments.

• Funding Accounts: Configure one or more funding accounts that will be

used to pay suppliers.

• Notices of Change: Review and acknowledge alerts from banks about

changes to a client's banking data contained in a Notice of Change (NOC).

Extracts:

• GL Extract: Perform an on-demand general ledger extract (this feature is

restricted - consult your SAP Concur representative for more information).

• Positive Pay Extract: Extract check information daily to send banks a

list of verified or voided checks to help prevent check fraud.

• Payment Confirmation Extract: Use this extract to reconcile invoice

pay data in Invoice Pay against the same data extracted by the Standard

Accounting Extract (SAE) in your ERP system.

Section 5: Managing Payment Methods

Concur Invoice: Invoice Pay User Guide 7

Last Revised: April 20, 2024

Using Payment Manager

With Payment Manager, you can facilitate ongoing management of payments as well

perform initial pay configuration.

Payment Manager allows you to:

• Manage funding accounts and check configurations

• Configure batch settings to control the close schedule and setting for

manual approval/release of batches before payments are sent to payment

providers for processing

• Batch ACH, Check, and Card Voucher payments for processing

• View necessary funding amounts and manage cash flow

• Adjust pay dates, funding dates, and paid amounts

NOTE: Times displayed by the dates shown here are reflected in your

local time zone setup for your profile.

• View, correct, and reprocess exceptions and failed payments

• Communicate with suppliers regarding payments

• Reconcile accounting extract data with actual payment data

Section 5: Managing Payment Methods

Managing Card Vouchers

About Card Vouchers

Some suppliers accept card voucher payments. Suppliers initiate payments by

entering a buyer card number into a card reader when authorized to do so by the

buyer. For these supplier-initiated card scenarios, you can specify Card Voucher

(VCHER) as a payment method.

Although not all suppliers accept card payments, there are multiple benefits to

paying on a card, including points and rebates, and improved cash flow

management. In addition, by paying by Card Voucher in Concur Invoice, you can

automate the pay event and have complete visibility in Payment Manager.

Configuration of the Card Voucher payment method requires that you determine

which suppliers use this method, and then distribute the card information to these

suppliers.

 For information on setting up the Card Voucher (VCHER) payment method,

refer to the Concur Invoice: Invoice Pay Setup Guide.

Section 5: Managing Payment Methods

8 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

PAYMENT CYCLE TIMING

Timing for payment (authorization) for a supplier to debit the on-file client credit

card is based directly on the Pay Date value. This value is determined by a

combination of the Invoice Date ("January 1

") and Vendor Terms ("30 days")

negotiated between the client and supplier. Using these dates, on January 30

early as 12:01 am the Payment Demand and Payment Processing jobs cause the

payment voucher authorization email to be sent to the supplier so that it appears in

their inbox the morning of the payment date.

HOW IT WORKS (CAPTURE, PAYMENT MANAGER)

Card Voucher payment method types work the same way as any other payment

method type:

 Vouchers go into pay demands, pending the optimal pay date

 Multiple invoices can be paid on one pay demand (one voucher)

 Visibility of future payments (cash flow) and past payments

 Ability to change to the Client Paid option for rush payments

When Concur Invoice detects a Card Voucher payment method for a supplier, the

system does the following:

1. The system detects an invoice (via capture, import) whose vendor is using

the Card Voucher payment method.

2. The Invoice Pay Date value is set by the system using the combination of the

Invoice Date and Vendor Terms fields.

3. After final approval, the invoice becomes part of a pending payment demand

and is now visible in Payment Manager.

4. On the optimal pay date, a payment voucher is emailed to the vendor that

includes:

 The Voucher Notes text (via import - specified at vendor level)

 The Notes to Supplier ("Remittance Description") text (if included—

specified at the invoice level)

5. The supplier keys in the buyer’s credit card number and the payment amount

into a card reader.

6. On authorization, the supplier keys in information and is subsequently paid by

the card company.

BUYER ACTION TO RECONCILE

1. The buyer receives and then reviews the credit card bill, reconciling the

vendor debit charge against the original authorized charge.

2. If the charges match, the buyer pays the credit card bill.

Section 5: Managing Payment Methods

Concur Invoice: Invoice Pay User Guide 9

Last Revised: April 20, 2024

ABOUT CREDIT CARDS

• (Required) Full card numbers must be communicated to vendors as a one-

time event outside the automated process in Concur Invoice. For security

purposes, full card numbers are not included in remittance email

notifications.

• To secure full card numbers, and specify the correct card in multi-card

scenarios, consider using the vendor-level Voucher Notes field under the

following scenarios:

• Level of Detail: "You are authorized to use the card you have on file"

or "the card ending in -4539"

• Multiple Cards: "You should use card ending in -2867 for construction

projects, or in -9784 for all other projects"

• Buyer Contacts: "Contact Sue Smith at 425-497-6436 with any

questions about this authorization."

Email Notifications

For vendors using card vouchers, Concur Invoice sends a payment voucher email

notification on the date of the pay date that includes details of the invoice, the

amount and authorized amount, and a single line showing both the Voucher Notes

and Notes to Supplier text fields.

The supplier receives the email on the payment date and then codes in the card

number for the authorized amount.

PROVIDING INFORMATION TO THE VENDOR AT THE INVOICE LEVEL

To provide additional information to the vendor, use the Notes to Supplier field at

the invoice level for this purpose.

 For more information, refer to the Adding Notes to Suppliers section in this

guide.

Section 5: Managing Payment Methods

10 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Changing the Payment Method and Adjust Payments

You can change the payment method to Client Paid for an individual invoice or

payment demand using the Payment Method Type field. Now the voucher is

prevented from being sent, and another payment method outside of Invoice Pay can

be implemented (overnight check, etc.).

Currently, this is the only method you can use to change the card voucher payment

method, as it is not possible to change from VCHER (Card Voucher) to ACH or Check,

or from ACH or Check to VCHER (Card Voucher).

If a supplier is normally paid by check or ACH, but allows a card voucher for some

payments, set up two vendor records for the same vendor, differentiating only by

payment method, for example:

• The vendor record #1 is "Acme Vendor (Check)" with default pay method

check, and vendor record #2 with identical address information is “Acme

Vendor (Card)” with default pay method card voucher (VCHER)

• Both Invoice Amount and Pay Amount field data are included in the

authorization, and can support a "short-pay" adjustment, for example:

• Invoice Amount: This amount equals $1,000

• Authorized Charge Amount: But is authorized for $800

• Why?: "One of the five printers was damaged; we are reducing

payment by $200."

Managing Checks

About Check Services

When check payments are requested by suppliers, SAP Concur issues the check to

the supplier on your company’s behalf. The process leverages your company’s

existing bank. No funds are transferred to and from SAP Concur.

The check issued resembles your company’s own stock. SAP Concur manages all

security, processing, envelope stuffing, and mailing. Check envelopes are white with

windows for return and delivery addresses. The return address and delivery address

are printed on the check and are visible through a window.

NOTE: View and copy services for voided checks are available through your bank, as

this service is not handled by Invoice Pay Check services.

NOTE: The vendor named printed on US checks has a 60-character limit.

 For check configuration and security features, refer to the Concur Invoice:

Invoice Pay Setup Guide.

Section 5: Managing Payment Methods

Concur Invoice: Invoice Pay User Guide 11

Last Revised: April 20, 2024

AVAILABILITY

The Invoice Pay Check service supports the following countries and currencies:

Country

Currency

United States, including Puerto Rico and US Territories.

USD

Canada

CAD

NOTE: Concur Invoice prevents any check payment from being created if the

recipient’s address is outside of supported countries and US Territories.

PAYMENT CYCLE TIMING

Checks are mailed from St. Louis, MO. Delivery time depends on proximity to St.

Louis and handling by the US Postal System.

The following figure illustrates the payment cycle timing for check payments

beginning with the close of a payment batch and ending with the supplier receiving

the physical check in the mail.

NOTE: Check payments are not processed on bank holidays.

Section 5: Managing Payment Methods

12 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Working with Multiple Check Configurations

Your company can have one or more check configurations to support paying invoices

from single or multiple bank accounts. Common scenarios supporting multiple check

configurations include:

• Merger and acquisition: A company is merged with or acquired by the

client company and each company pays their invoices from their own bank

account.

• Universities: A university has multiple schools within their system, and

each school pays their invoices from their own bank account.

• Type of expense: Vendor invoices may be for capitalized or non-

capitalized expenses and, depending on the type of expense an invoice is

for, determines the bank account the invoice is to be paid from.

Invoices can only be paid from a single check configuration and are batched to a

check configuration based on a matching payment group.

Each active check configuration must have a unique set of Country/Region,

Currency, and Payment Group(s) (Applies To) fields.

SELECTING PAYMENT GROUPS

Payments Groups are linked to items in a list from List Management and selected on

an invoice from a drop-down list field in the Invoice Details (Header) section. Only

one payment group per invoice is supported.

A common use case is a Company list field and, based on the company an invoice is

for, determines the check configuration it should be paid from.

 For information about configuring payment groups, refer to the Concur

Invoice: Invoice Pay Setup Guide.

Section 5: Managing Payment Methods

Concur Invoice: Invoice Pay User Guide 13

Last Revised: April 20, 2024

Accessing Check Configuration

 To access check configurations:

1. In Payment Manager, under the Configuration section, click Check

Configurations. The Check Configuration List page appears.

Viewing and Editing Check Configurations

 To view or edit check configurations:

1. On the Check Configuration List, select the desired check configuration

and:

• Click Actions > Open Check Configuration

• Double-click the funding account directly

2. View and modify the information as required.

3. Click Save.

NOTE: If there are more than 25 check configurations, the page will paginate

and additional check configurations can be viewed on the next pages.

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Activating and Deactivating Check Configuration

Check configurations must be in Confirmed status and active for payments of

approved invoices being paid by check to be batched and sent to vendors.

 To activate a check configuration:

1. In Payment Manager, under Configuration, click Check Configurations.

The Check Configurations List page appears.

2. Select the check configuration, click Actions, click Open Check

Configuration. The Check Configuration window appears.

3. Scroll to the bottom of the Account tab, change the Active field to Yes.

4. Click Save, then click Close to close the window.

If you need to stop making payments from a check configuration, deactivate it by

following the same steps above and change the Active field to No.

NOTE: If a check configuration is deactivated and has open batches, the batches will

still close, but the payments will not be sent to the check payment provider to

be processed.

Managing Funding Accounts

About ACH Funding Accounts

With Invoice Provider ACH, electronic fund transfer (EFT) payments are handled by a

third-party company (payment provider). Funding accounts are configured in

Payment Manager to manage batching and release of payments to be processed by a

payment provider.

 For information about setting up funding accounts for Invoice Provider ACH,

refer to the Concur Invoice: Invoice Pay Setup Guide.

AVAILABILITY

Invoice Pay ACH supports the following countries and currencies:

Currency

Country/Region

Payment

System

Payment

Cycle

Canada Dollar (CAD)

Canada

ACSS

3 Bank Days

Euro (EUR)

Eurozone Countries and

territories

SEPA

4 Bank Days

Pound Sterling (GBP)

United Kingdom

BACS

4 Bank Days

*US Dollar (USD)

United States and territories

ACH

5 Bank Days

Section 5: Managing Payment Methods

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Last Revised: April 20, 2024

*Existing functionality

HOW IT WORKS

With an accepted and active provider funding account, an invoice with a payment

method type of ACH is batched for payment from the provider funding account.

Payment batches for provider funding accounts close on the batch close date. Concur

Invoice then sends the payment provider the required data via API to process the

payments in the batch to vendors.

Data sent to the payment provider includes:

• Provider Account ID of the funding account

Payment providers store the client’s bank account information provided in

the funding account setup process. The Provider Account ID is used to

reference the client’s bank account that payments are funded from.

• Vendor banking details

The vendor banking details in the Concur Invoice vendor record associated

to the invoices being paid.

• Information remittance advice

Invoice number, paid date, notes to supplier, and, if applicable, account

number with the vendor.

This information is passed to the vendor’s bank with the ACH payment to inform the

vendor what the payment is for. The Doing Business As company name provided in

the funding account setup process is also included to inform the vendor who the

payment is from.

The total amount of the batch is debited from the client’s bank account in a single

transaction on the funding date to fund the ACH/EFT payment(s). The payment

provider sends Concur Invoice confirmation that the payments have settled in the

vendors’ bank accounts, and the invoices in Concur Invoice are updated to a status

of Paid with the payment information. The Payment Confirmation Extract can then be

used to extract the payment information from Concur Invoice to post in the client’s

financial accounting system.

Multiple invoices for the same supplier with the same payment due date are grouped

in one payment to the supplier. Remittance information for invoices being paid is

sent to the supplier’s bank with the payment.

Funds for failed payments are returned to the client’s bank account. The return

process can vary by banking system and receiving bank and is not controlled by SAP

Concur. The return process can vary by banking system and receiving bank and is

not controlled by SAP Concur.

PAYMENT CYCLE TIMING

The payment cycle time for Invoice Pay ACH payments may vary by payment

provider or country and currency of the payment. The days of ACH/EFT payment

cycles are banking weekdays. Below are the payment cycle times by payment

provider and supported country and currency.

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Worldline

Worldline is currently the only payment provider for Invoice Pay ACH.

Canada Dollar ACSS Payments

CAD funding accounts must have a batch close time set to 7:00 AM (PST) or earlier

for the payment process to be initiated by Worldline the same day as the batch close

Date. It is a three-day payment cycle from the date the batch closes to when the

payment settles in the vendor’s bank account as shown in the following table (for

funding accounts with a batch close time after 7:00 AM (PST) add a Day 0 to the

beginning of the payment cycle).

Payment Cycle Day

Description

Date Field in Concur

Invoice Payment

Manager

Day 1

Concur sends data to Worldline

for payments to be processed.

Worldline initiates ACSS debit

from client’s bank account for

the batch total.

Note: In Concur Invoice

Payment Manager if the close

time of the funding account is

set to 7:00 AM (PST) or earlier

the payment process will be

initiated on the same day as the

Close Date. If the close time of

the funding account is set to

after 7:00 AM (PST) the Close

Date will be the day before this

day.

Send Date

Day 2

Debit from client’s bank account

settles.

The status of the payment

demand and invoice in Concur

will be updated to Paid and the

payment data is available to be

extracted with the Payment

Confirmation Extract.

Note: Client’s bank sets the

time in the day clients must

have sufficient funds in their

bank account.

Funding Date

Day 3

Credit to vendor’s bank account

settles.

Payment Date

Section 5: Managing Payment Methods

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Euro SEPA Payments

EUR funding accounts must have a batch close time set to 1:00 AM (PST) or earlier

for the payment process to be initiated by Worldline the same day as the batch Close

Date. It is a four-day payment cycle from the date the batch closes to when the

payment settles in the vendor’s bank account as shown in the following table (for

funding accounts with a batch close time after 1:00 AM (PST) add a Day 0 to the

beginning of the payment cycle).

Payment Cycle Day

Description

Date Field in Concur

Invoice Payment

Manager

Day 1

Concur sends data to Worldline

for payments to be processed.

Worldline initiates debit from

client’s bank account for the

batch total.

Note: In Concur Invoice

Payment Manager if the close

time of the funding account is

set to 1:00 AM (PST) or earlier

the payment process will be

initiated on the same day as the

Close Date. If the close time of

the funding account is set to

after 1:00 AM (PST) the Close

Date will be the day before this

day.

Send Date

Day 2

Worldline holds the funds to

confirm they are sufficient and

valid.

N/A

Day 3

Debit from client’s bank account

settles.

Worldline initiates payment to

credit vendors’ bank accounts

for the payment demand

amount.

The status of the payment

demand and invoice in Concur

will be updated to Paid and the

payment data is available to be

extracted with the Payment

Confirmation Extract.

Note: Client’s bank sets the

time in the day clients must

have sufficient funds in their

bank account.

Funding Date

Day 4

Credit to vendor’s bank account

settles.

Payment Date

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Pound Sterling BACS Payments

GBP funding accounts must have a batch close time set to 1:00 AM (PST) or earlier

for the payment process to be initiated by Worldline the same day as the batch Close

Date. It is a four-day payment cycle from the date the batch closes to when the

payment settles in the vendor’s bank account as shown in the following table (for

funding accounts with a batch close time after 1:00 AM (PST) add a Day 0 to the

beginning of the payment cycle).

Payment Cycle Day

Description

Date Field in Concur

Invoice Payment

Manager

Day 1

Concur sends data to Worldline

for payments to be processed.

Worldline initiates debit from

client’s bank account for the

batch total.

Note: In Concur Invoice

Payment Manager if the close

time of the funding account is

set to 1:00 AM (PST) or earlier

the payment process will be

initiated on the same day as the

Close Date. If the close time of

the funding account is set to

after 1:00 AM (PST) the Close

Date will be the day before this

day.

Send Date

Day 2

Worldline holds the funds to

confirm they are sufficient and

valid.

N/A

Day 3

Debit from client’s bank account

settles.

Worldline initiates payment to

credit vendors’ bank accounts

for the payment demand

amount.

The status of the payment

demand and invoice in Concur

will be updated to Paid and the

payment data is available to be

extracted with the Payment

Confirmation Extract.

Note: Client’s bank sets the

time in the day clients must

have sufficient funds in their

bank account.

Funding Date

Day 4

Credit to vendor’s bank account

settles.

Payment Date

Section 5: Managing Payment Methods

Concur Invoice: Invoice Pay User Guide 19

Last Revised: April 20, 2024

US Dollar ACH Payments

USD funding accounts must have a batch close time set to 7:00 AM (PST) or earlier

for the payment process to be initiated by Worldline the same day as the batch Close

Date. It is a five-day payment cycle from the date the batch closes to when the

payment settles in the vendor’s bank account as shown in the following table (for

funding accounts with a batch close time after 7:00 AM (PST) add a Day 0 to the

beginning of the payment cycle).

Payment Cycle Day

Description

Date Field in Concur

Invoice Payment

Manager

Day 1

Concur sends data to Worldline

for ACH payments to be

processed.

Worldline initiates ACH debit

from client’s bank account for

the batch total.

Note: In Concur Invoice

Payment Manager if the close

time of the funding account is

set to 7:00 AM (PST) or earlier

the payment process will be

initiated on the same day as the

Close Date. If the close time of

the funding account is set to

after 7:00 AM (PST) the Close

Date will be the day before this

day.

Send Date

Day 2

Debit from client’s bank account

settles.

The status of the payment

demand and invoice in Concur

will be updated to Paid and the

payment data is available to be

extracted with the Payment

Confirmation Extract.

Note: Client’s bank sets the

time in the day clients must

have sufficient funds in their

bank account.

Funding Date

Day 3

Worldline holds the funds to

confirm they are sufficient and

valid.

Note: US corporate bank

accounts can return debits up to

2 banking days after the

settlement date. Worldline waits

until this period expires before

paying the funds out to vendors.

N/A

Day 4

Hold period expires and funds

are confirmed.

N/A

Section 5: Managing Payment Methods

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Worldline initiates ACH payment

to credit vendors’ bank accounts

for the payment demand

amount.

Day 5

Credit to vendor’s bank account

settles.

Payment Date

Working with Multiple Funding Accounts

Your company can have one or more funding accounts to support paying invoices

from single or multiple bank accounts. Common scenarios supporting multiple

funding accounts include:

• Merger and acquisition: A company is merged with or acquired by the

client company and each company pays their invoices from their own bank

account.

• Universities: A university has multiple schools within their system, and

each school pays their invoices from their own bank account.

• Type of expense: Vendor invoices may be for capitalized or non-

capitalized expenses and, depending on the type of expense an invoice is

for, determines the bank account the invoice is to be paid from.

Invoices can only be paid from a single funding account and are batched to a funding

account based on a matching payment group.

Each active funding account must have a unique set of Country/Region, Currency,

and Payment Group(s) (Applies To) fields.

For example, the following image shows how three funding accounts can be active

because all are assigned to unique payment groups (Applies To field).

SELECTING PAYMENT GROUPS

Payments Groups are linked to items in a list from List Management and selected on

an invoice from a drop-down list field in the Invoice Details (Header) section. Only

one payment group per invoice is supported.

A common use case is a Company list field and, based on the company an invoice is

for, determines the funding account it should be paid from.

Section 5: Managing Payment Methods

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 For information about configuring payment groups, refer to the Concur

Invoice: Invoice Pay Setup Guide.

Accessing Funding Accounts

 To access funding accounts:

1. In Payment Manager, under the Configuration section, click Funding

Accounts. The Funding Account List page appears.

Viewing or Editing Funding Accounts

Use the following procedure to view or edit an existing funding account.

 To view or edit funding accounts:

1. On the Funding Accounts List, select the desired funding account and:

• Click Actions > Open Funding Account

• Double-click the funding account directly

2. View and modify the information as required.

3. Click Save.

NOTE: If there are more than 25 funding accounts, the page will paginate and

additional funding accounts can be viewed on the next pages.

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Activating and Deactivating Funding Accounts

ACH/EFT funding accounts must be in an Accepted status and active for payments of

approved invoices being paid by ACH to be batched and sent to vendors.

If you need to stop making payments from a funding account, it can be deactivated.

NOTE: To activate or deactivate multiple funding accounts at once, the selected

funding accounts must all be in the same active status and the same account type.

To activate a funding account:

1. In Payment Manager, under Configuration, click Funding Accounts. The

Funding Account List page appears.

2. Select the inactive funding account, click Actions, click Activate Funding

Account.

The Active status on the Funding Account List page will change to Yes.

After a funding account is activated, new approved invoices will be batched

for payment to it.

NOTE: Funding accounts can also be activated by opening a funding account

and changing the Active field to Yes.

 To deactivate a funding account:

1. On the Funding Accounts List, select the desired funding account(s).

2. Click Actions > Deactivate Funding Account.

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After a funding account is deactivated, no new invoices will be batched for

payment to it. Existing open payment batches will remain with the inactive

funding account until action is taken on the batched payments.

 For information about actions for payments, refer to the Manage

Payment Demands and Invoices section in this document.

Moving Batches to Active Funding Accounts

Open payment batches for inactive funding accounts can be moved to an active

funding account with the same Country/Region, Currency, and Payment Group

(Applies To) field values. Open batches can only be moved from funding accounts

when the active status is No.

Batches can only be moved one funding account at a time. Multiple inactive funding

accounts cannot be selected when using the Move Batches to Active Funding

Account action.

 To move open batches from an inactive funding account to an active

funding account:

1. On the Funding Accounts List page, select the desired funding account.

2. Click Actions > Move Batches to Active Funding Account.

After open batches are moved to an active funding account, they will appear

under that funding account on the Monitor Payments page.

Managing Virtual Cards

HOW IT WORKS

A card account is created in Concur to register a corporate credit card with a virtual

card payment partner to create virtual credit cards (virtual cards) from. Like ACH

funding accounts and check configurations, multiple card accounts can be created if

different corporate credit cards need to be used to pay invoices.

Concur vendor records are assigned the virtual card payment method type to default

invoices to be paid by this method. The Contact Email field in the vendor record

must be populated with the vendor email address to whom should have access to

virtual card details for processing payments.

Invoices with the virtual card payment method type are batched to the card account

payment is to be made from. Virtual card payment demands and invoices can be

managed from the Monitor Payments page.

On the close date of virtual card batches, Concur Invoice sends the payment partner

data via API to create virtual cards from the card account. An individual virtual card

is created for each payment demand in a batch for the payment demand amount.

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The virtual cards are single use cards that a vendor can charge one time for the

exact amount the card was created for. Once the virtual card is created, Concur

Invoice sends a remittance email to the vendor that includes:

• A link and instructions for the vendor to access the details of the virtual

card that are needed to charge it.

• The authorized amount the card is for.

• The card's expiration date for when it needs to be charged by.

• The invoices being paid.

After the virtual card is created and remittance email is sent to the vendor, payment

demands and invoices will be updated to a Paid payment status, and data available

to be extracted on the Payment Confirmation Extract. Information about the virtual

card will also be updated on the Invoice List page of the payment demand.

Prior to a virtual card being charged by a vendor, it can be cancelled by an Invoice

Payment Manager user from the Monitor Payments page in the batch Actions

menu. After the virtual card is charged, it will be closed and cannot be charged

again. The payment date of the payment demand will be updated with the

settlement date of the charge.

If a virtual card is not charged by a vendor before its expiration date (Valid To Date

field), the card will expire and cannot be charged by the vendor. Expired and

canceled virtual cards are moved the Failed Payments queue to be managed in

Payment Manager.

PAYMENT CYCLE TIMING

Invoices paid by virtual card are added to an open batch scheduled to close the day

before or as close to the payment due date of the invoice. A virtual card will be

created and sent to the vendor on the same day the batch closes. Invoices paid by

virtual card will be updated to a “Paid” payment status after the virtual card has

been issued to the vendor.

Section 5: Managing Payment Methods

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Last Revised: April 20, 2024

Accessing Virtual Card Accounts

 To access virtual card accounts:

1. Click Invoice > Payments > Payment Manager.

2. Click Card Accounts in the Configuration section. The Card Account List

page appears.

NOTE: The Card Account List page is paginated and displays 25 card accounts on

each page.

 For information about setting up a card account, refer to the Concur Invoice:

Virtual Card Pay Setup Guide.

Issuing Virtual Cards to Vendors

WORKING WITH VENDORS

Your company needs to work directly with their vendors to confirm if they accept

virtual cards as a form of payment and whom they should be sent to. Many banks

and credit card issuers, who support virtual cards, offer their customers services to

help identify from a list of vendors who accepts them. Your company should reach

out to their bank or credit card issuer representative to see if they provide this type

of service.

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After vendors confirm they will accept virtual cards as a form of payment, vendor

records must be updated with the correct information in their Concur vendor profile

for invoices to be paid by virtual cards. Vendor records can be updated in Concur

Invoice with the virtual card payment method like all existing vendor update

methods: manual entry in Concur Invoice, an Excel import, a CSV import file, or API.

 For information about configuring vendor records, refer to the Concur Invoice:

Invoice Pay Setup Guide.

VENDOR REMITTANCE EMAILS

Remittance emails from Concur Invoice are sent to the vendor once a batch closes

and the virtual card is created.

NOTE: Once the virtual card is issued to the vendor, the invoice will display with a

Paid status and the payment date the card was charged on the Payment

Demand List page in Monitor Payments.

VENDOR ACCESS TO VIRTUAL CARDS

Once the remittance information is reviewed, the vendor can click the link in the

email to access the virtual card in the payment provider’s URL. In the URL, the

vendor can view the details of the virtual card to charge it in their accounting or

point of sale system.

A page displays requiring the vendor to complete authentication steps.

The vendor clicks the Generate Code button to create a one-time passcode, which

will be emailed to the same address the remittance email was sent to. It should take

less than one minute for the vendor to receive the passcode email.

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The vendor enters the passcode and then clicks Submit and View Card.

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The virtual card is then displayed to the vendor with the full credit card number, 3-

digit security code, billing information, and other information needed for the vendor

to charge the card.

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Virtual card numbers are generated on-the-fly. The vendor can see the full credit

card number display, but Concur Invoice only stores the last four digits of the card

number which is displayed on the Invoice List for Payment Demand page to track

payment processing.

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If the vendor didn’t charge the card before the expiration date, they will see a No

Longer Active message display for the expired card.

Once the virtual card is sent to the vendor, the invoice will display with a Paid

payment status and payment information for invoices to be extracted is then

available for clients to post to ther accounting system.

Once the vendor charges the card in their accounting system and the transaction

settles, the card will be closed. The Payment Date field on the Payment Demand

List page in Monitor Payments will be updated with the date the transaction settles.

New virtual cards will be issued for each future payment to the vendor.

Section 5: Managing Payment Methods

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Updating Virtual Cards

After a virtual card is sent to the vendor, updates to the card when it is charged,

expired, declined, or canceled are received from the payment partner and payment

demands are updated in Concur Invoice.

CHARGED VIRTUAL CARDS

 To view if a virtual card has been charged:

1. On the Payment Demand List page, select the virtual card payment you

want to view.

2. On the Actions menu, select View Invoices.

The Invoice List for Payment Demand window appears.

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The vCard Status will be Charged and the Payment Date will be populated

with the settlement date of the charge.

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Concur Invoice: Invoice Pay User Guide 33

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EXPIRED VIRTUAL CARDS

In the Days To Expiration field in the Card Account window, you can configure

the number of days a virtual card will remain active and can be charged after being

issued. When a virtual card is issued, it will have an expiration date (Valid To Date

field) associated with it. This date is calculated by adding the number of days in the

Days To Expiration field from the date the card was issued (Issue Date field).

Virtual cards will expire if the vendor does not charge them before the expiration

date (Valid To Date field). Payment demands for expired cards will display in the

Failed Payments queue in Payment Manager. Expired cards can be reissued in the

same or different form of payment.

CANCELING A VIRTUAL CARD

You can cancel virtual cards before they are charged. After a virtual card is created

and sent to the vendor, an option to cancel the card displays on the Actions menu

on the Payment Demand List page.

When a virtual card is canceled, Concur Invoice sends a request to the payment

provider to cancel the card. The payment provider then cancels the card with the

card issuer.

Canceled virtual cards are displayed in the Failed Payments queue. You can then

choose to manage this payment outside the system or change the payment method.

You can also decide to reschedule the payment in the next available batch, which will

automatically re-issue a new virtual card to the vendor.

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NOTE: Once a virtual card is charged, it can no longer be canceled.

 To cancel a virtual card:

1. On the Payment Demand List page, select the virtual card payment you

want to cancel.

2. On the Actions menu, select Cancel vCard.

3. In the Cancel vCard message, click Yes to confirm that you want to cancel

the card.

NOTE: Attempting to cancel the card once it’s already been canceled will

display a message stating that the previous cancellation request is

already in progress and to please wait a few minutes before retrying.

4. A new Cancel vCard message displays stating that payment cancellation has

been submitted to the payment partner and that the process will take a few

minutes to complete, click OK to continue.

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When the payment cancellation process completes, the canceled card displays

on the Failed Payments page.

NOTE: Virtual card payments in the Failed Payments queue can only be changed to

be paid by ACH. The ability to change a failed virtual card payments to be

paid by check will be available in a future release.

Viewing or Editing a Card Account

Use the following procedure to view or edit an existing card account. If you need to

create a support ticket about a question or issue with a card account, reference the

Account ID associated to the card account.

 To view or edit a card account:

1. On the Card Accounts List, select the desired card account and:

• Card Account

• Double-click the card account directly

2. View and modify the information as required.

3. Click Save.

NOTE: If there are more than 25 card accounts, the page will paginate and

additional card accounts can be viewed on the next pages.

Activating and Deactivating Virtual Card Accounts

Use the procedures below to activate and deactivate an existing card account.

Deactivating a card account is useful when your company changes banks or credit

cards issued by a bank. When this happens, you will want to deactivate the old card

account to discontinue its use. Also, if a card account is configured incorrectly, you

can deactivate it and create a new card account with the correct configuration.

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 For information about actions for payments, refer to the Manage Payment

Demands and Invoices section in this document.

 To activate a card account:

1. On the Card Account List page, select the account you want to activate.

2. On the Actions menu, select Activate Card Account.

The activated card account displays as Yes in the Active column on the Card

Account List page.

After a card account is activated, new approved invoices can be batched for

payment to it.

 To deactivate a card account:

1. On the Card Account List page, select the account you want to deactivate.

2. On the Actions menu, select Deactivate Card Account.

The deactivated card account displays as No in the Active column on the

Card Account List page.

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Configuring Batch Settings

With the Batch Setting feature, you can control when and how frequently payment

batches for approved invoices are released to payment providers to issue payment to

suppliers.

The Batch Settings tab can be configured for funding accounts and check

configurations. Batch settings can be set up during initial account configuration or

modified later, if desired.

Batch setting configuration includes:

• Defining the close schedule and required release preference

• Determining which users will sign off and release payment batches and

assign them the Payment Release Manager role (only if using the Require

Batches to be Released setting)

You can set the close time and date for when batches close and are released and

choose whether an additional user is required to approve the batch before it is

released for payment. If the additional release step is required, these users need to

be assigned the Payment Release Manager role.

If the Require Batches to be Released setting is configured and once the close

time and date pass, batches display on the Monitor Payments page with a Pending

Release status until the Payment Release Manager has approved and released the

batch to be sent to the payment provider.

 Refer to the Release Pending Batches section in the Monitor Payments section

in this guide.

NOTE: Existing clients who want to access the Batch Settings feature can contact

their SAP Concur representative. Once the feature is activated, existing clients may

need to adjust their existing account configurations.

NOTE: Batch Settings is currently only available for ACH funding accounts and check

configurations. Batch Settings for virtual card accounts will be available in a future

release.

 To configure batch settings:

1. In the Configuration section of Payment Manager, click the link for the

desired configuration: Check Configurations or Funding Accounts.

2. On the account list page, double-click on the desired account to open it.

You can also select the account and then open it from the Actions menu.

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3. In the account window, select the Batch Settings tab.

4. In the Close Time lists, select the time and time zone for the close schedule.

NOTE: The Close Time fields are only visible for funding accounts. For check

configurations, the Close Time fields are located on the Account tab.

5. In the Close Date section, in the Frequency list, select the close date

frequency preferred: Daily or Weekly.

The Frequency field defaults to Daily to maintain the existing functionality of

batches being created and scheduled based on the payment due date of

approved invoices.

The frequency can be changed to Weekly so batches are only created and

scheduled for select days of the week.

6. If the Frequency field is set to Weekly, select the check boxes for the day(s)

of the week batches can be created and scheduled.

7. (Optional) Select the Require Batches to be Released check box if you

want to require an additional user to manually approve/release invoice

batches before payments are sent to payment providers for processing.

Section 6: Managing Vendor Information

Concur Invoice: Invoice Pay User Guide 39

Last Revised: April 20, 2024

NOTE: This user must have both the Invoice Payment Manager and Payment

Release Manager roles. Best practice is to have at least two users assigned

the Payment Release Manager if using the Require Batches to be Released

setting, one primary user and one backup user. For more information, refer to

the User Roles and Primary Users section of this guide.

8. Click Save to save the new close schedule.

NOTE: If the schedule changes after there is an open batch, the system will

wait until the current batch is completed (using the old schedule), then open

a new batch using the new schedule.

Section 6: Managing Vendor Information

Your company is responsible for maintaining the accuracy of vendor data. Your

company’s Vendor Master List is the source for all vendor data, including banking

information, net pay terms, and default pay methods. Information flows from your

company’s ERP to Concur Invoice via the Approved Vendor Import (overnight

processing), and quick updates can be made via on-demand imports. This

information is maintained in the Vendor Master List your company’s ERP.

Updating Vendor Information

Vendor data is updated in the following ways:

Approved Vendor Import: Your company’s Import/Extract Administrator runs the

Approved Vendor import in an overnight job run, or in an Over Night Processing

(ONP) job run. All vendor data may be updated using this method.

On-Demand Import in Vendor Manager: Your company’s Vendor Manager uses

options in the Vendor Manager > Import Vendors tab to upload vendor data. This

information appears immediately in the user interface. All vendor data except

banking information may be updated using this method.

On-Demand Import in Payment Manager: As the Payment Manager you use the

Payment Manager > Banking Import to upload vendor data. This information

appears immediately in Payment Manager. Only banking information may be updated

using this method.

NOTE: Your company can turn off the ability to update banking details on-demand in

Payment Manager. To do this, Invoice Processing Admins must clear (disable) the

Allow Payment Manager to change banking information option in Invoice

Settings. By limiting the on-demand functionality, your company can maintain

change management controls within your ERP and make changes in the Vendor

Master List (updating via the Vendor Import) and Vendor Banking Import.

Section 6: Managing Vendor Information

40 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Importing Vendor Banking Information

The vendor banking import allows you to import banking information associated with

the supplier. This information is used to determine which bank account an ACH

payment demand will be sent to.

 For more information, refer to the Concur Invoice: Vendor Banking Import

User Guide.

Active vendor banking information can be downloaded from Concur Invoice from the

Banking Import page by clicking the Vendor Banking Download option on the

bottom right of the page.

The vendor banking information is exported in the Excel Banking Import template.

Click the Audit Trail link to view a list of users who have previously downloaded the

vendor banking details.

NOTE: If you do not see the Banking Import link listed under Configurations in

Payment Manager, your company’s administrator has disabled this feature and all

banking import functionality is unavailable for Payment Managers.

 For more information, refer to the Concur Invoice: Invoice Settings Setup

Guide and the Concur Invoice: Invoice Pay Setup Guide.

ADDITIONAL INFORMATION ON VENDOR MANAGEMENT

Refer to the documentation listed below for additional information.

Professional Edition only

• Import Vendors via Overnight Vendor Imports

 For more information, refer to the Concur Invoice: Import and Extract

File Specifications - Approved Vendor Import, V2 (Current) document.

Section 6: Managing Vendor Information

Concur Invoice: Invoice Pay User Guide 41

Last Revised: April 20, 2024

• Import Vendors On-Demand, General Vendor Information, and

Lifecycle

 For more information, refer to the Concur Invoice: Vendor Manager

User Guide.

 For more information, refer to the Concur Invoice: Vendor

Management Lifecycle Setup Guide.

Standard Edition only

• Import Vendors via Overnight Vendor Imports

 For more information, refer to the Concur Invoice: Import and Extract

File Specifications - Approved Vendor Import, V2 (Current) document.

• Import Vendors On-Demand and Scheduled

 For more information, refer to the Concur Invoice: Vendor Import (On-

Demand) User Guide for Standard Edition.

 For more information, refer to the Concur Invoice: Vendor Import

(Scheduled) User Guide for Standard Edition.

Understanding the Vendor Experience

Email Remittance Notifications

Vendors can receive email remittance notifications when they are paid with Invoice

Pay. Email notifications include full remittance information for when, how, and for

what they are paid. This applies to both partial and full payments.

Email information contains the invoice date, invoice amount, invoice number,

payment date, payment method, and any notes that may exist on the payment

submission. For check payments, emails will include the check number. The paying

company name must be in the Subject field and in the header line of the email.

The email address for notifications is determined by what is entered in the Vendor

Contact field of the Approved Vendor Import. Only a single email address is

supported in this field.

To ensure vendors receive email notifications, select (enable) the Send vendor

payment email notifications for Check and ACH Concur Invoice Pay types

option is selected (enabled) in Invoice Settings. For Standard Edition, this setting

does not display in the UI but defaults to enabled.

 For information about the invoice setting, refer to the Concur Invoice: Invoice

Settings Setup Guide.

If a payment fails after an email notification is sent, you are responsible for following

up with the vendor regarding payment.

Section 6: Managing Vendor Information

42 Concur Invoice: Invoice Pay User Guide

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NOTE: Payment of invoices that occur outside of Invoice Pay (Client Pay) do not

trigger email notifications.

Example Email for Check Payments

Section 6: Managing Vendor Information

Concur Invoice: Invoice Pay User Guide 43

Last Revised: April 20, 2024

Example Email for ACH Payments

Remittance Advice for ACH and Check

Remittance Advice is included in ACH (US) and Check (US and Canada) payments.

Main information includes:

• Buyer's company name (that is, the Doing Business As name stored with

the payment provider)

• Vendor name, and (if included on the vendor record) buyer’s account

number (these are included once at the top of the remittance data for

checks and for ACH in the reference segment of the EDI data)

• Information per invoice includes the invoice number, invoice date, paid

amount, and notes to supplier (if applicable)

If multiple invoices are being paid on the same check, a list of all invoices is shown.

Information per invoice includes the invoice number, paid date, paid amount, and

notes to supplier (if applicable).

Section 6: Managing Vendor Information

44 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

HOW THE DISPLAY OF REMITTANCE ADVICE WORKS

To maximize the amount of information that can be provided, each line of ACH and

CHECK Remittance Advice is displayed line by line for an unlimited number of lines,

up to 70 characters per line, wrapping to the next line(s) as required. For checks, the

first page includes 11 lines of remittance, and additional remittance lines are

included on the back of the check as needed. For ACH, remittance data is

transmitted as part of the actual pay information and is the standard detail level for

remittance advice.

NOTE: The supplier will need to work with their bank to ensure they can view ACH

remittance advice details.

Page 1 is shown in the figure below:

INV#13907000007-0112 | 2012/01/19 | 100.00 USD | NOTES Payment of bill Nov & Dec 2010

INV#13907000007-0117 | 2012/01/19 | 500.00 USD

INV#13907000007-0119 | 2012/01/19 | 300.00 USD

INV#13907000007-0121 | 2012/01/19 | 400.00 USD

INV#13907000007-0123 | 2012/01/19 | 600.00 USD | NOTES Several items water-damaged; reducing

payment by $200

INV#13907000007-0150 | 2012/01/19 | 800.00 USD

INV#13907000007-0152 | 2012/01/19 | 100.00 USD | NOTES Service List: Air-conditioner repairs,

carpet cleaning, grounds upkeep, window washing, asphalt repair, vending machine repair for floors 1

through 20

INV#13907000007-0153 | 2012/01/19 | 400.00 USD

Page 2 (and additional pages) is generated as needed, as shown in this figure:

INV#13907000007-0154 | 2012/01/19 | 400.00 USD

INV#13907000007-0200 | 2012/01/19 | 400.00 USD

INV#13907000007-0201 | 2012/01/19 | 400.00 USD

INV#13907000007-0220 | 2012/01/19 | 600.00 USD

Acme Vendor

987253

NOTE: ACH Remittance Advice is limited by each banking system and, at this time,

only the US system allows SAP Concur to send remittance details via the banking

system.

Section 6: Managing Vendor Information

Concur Invoice: Invoice Pay User Guide 45

Last Revised: April 20, 2024

SAMPLE CHECK IMAGE

A sample check image is shown below:

Address 1 and Address 2, but not Address 3, are printed on the client check. This is

typically of sufficient detail to deliver a printed check.

NOTE: The numbers that appear above the vendor address are control numbers that

are used to troubleshoot issues if they occur. The name that appears in the box

above the remittance details is the name of the SAP Concur entity.

Section 7: Monitoring and Managing Payments

46 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Section 7: Monitoring and Managing Payments

Use the Monitor Payments section to track cash flow and funding requirements for

your company. Doing so lets you adjust due dates, add comments, and answer

company and vendor questions.

You can expect to field questions such as "When was that invoice paid?" or "Why was

I short-paid for that service?" You can drill down to an invoice on the Monitor

Payments page > View Payment Demands > View Invoices and quickly

determine the invoice status. You can also read and/or update the invoice with notes

to the supplier.

Searching for Payment Batches, Demands, or Invoices

You can use options in the Monitor Payments page to search by funding account,

account status (Open, Closed, Sent), and within a range to return a group by

specifying the close and send dates within a date range.

Searching for Payment Batches

 To search for a payment batch:

1. On the Monitor Payments page, use the filter options in conjunction with

one another:

• Funding Account identifying attribute, such as Any or the specific

funding account name (for example, Capitalized)

- AND -

Section 7: Monitoring and Managing Payments

Concur Invoice: Invoice Pay User Guide 47

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• Status, such as Any, Open, Closed, Sent

- AND -

• The Close Date and Send Date range as a date range using the

calendars or typing the date in directly in a MM/DD/YYYY format

2. Click Search.

 To search for a payment batch by its ID:

Enter the identification number (it is case-sensitive) directly in the Batch ID field:

Searching for Payment Demands

 To search for a payment demand:

1. With the payment batch open, use the filter options in the Monitor

Payments page in conjunction with one another:

• Vendor with identifying attribute, such as Begins, Contains, Ends with, or

Equals

- OR -

• Status, such as

Equals or Does Not Equal,

- WITH-

Any, Client Pay, Failed, Paid, Pending Payment, or Unsent

- OR -

• Amount, such as Equals, Greater Than or Equal, or Less Than or Equal

2. Click the search icon ( ) to begin the search, or the X icon ( ) to reset the

search criteria.

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48 Concur Invoice: Invoice Pay User Guide

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Searching for Invoices

 To search for an invoice:

1. In the Invoice Search field, enter at least three characters contained

anywhere within the full Invoice ID, and then click the invoice you want to

view.

The invoice displays in the Invoice window.

2. (Optional) View the details of the vendor being paid using this invoice:

• Click the View Payee Details link.

Section 7: Monitoring and Managing Payments

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• The Payee Details window appears.

3. Click Close to exit the Payee Details window.

Viewing Payment Demands and Invoices

Viewing Payment Demands in Payment Batches

Opening a payment batch allows you to drill down and view the payment demands

included in the batch. Note that some scheduled batches may be "emptied" of

demands due to changes made by users. This batch remains visible and open to

incoming demands that logically fit its time and date schedule, after which the batch

closes just as any other.

 To view the demands in a payment batch:

On the Monitor Payments page, click Actions > View Payment Demands.

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With the payment demands displayed, you can now view the following information:

• The funding account used to fund the payment demand

• The related batch identification number in which the payment demand was

included

• The close and send dates associated with the payment demand

• As applicable: The paid amount and credit amount in the batch

• Within each payment demand row, each column displays the following:

• Payment Demand identification number

• The vendor being paid

• The method of payment (ACH, Check, Client Pay)

• The status of the payment (Unsent, Sent, Closed, Pending Release)

• The date the demand was funded

• As applicable: The date the demand was returned on

• As applicable: The check number used if paid by check

• As applicable: Whether the demand includes a credit memo

Viewing Invoices in a Payment Demand

Opening a payment demand allows you to drill down and view the invoice included in

the demand.

 To view invoices in a payment demand:

1. On the Monitor Payments page, select the desired payment demand.

2. Click Actions > View Payment Demands.

3. Select the invoice in the Invoice List for Payment Demand page to view

details about the invoice.

Section 7: Monitoring and Managing Payments

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With the invoice displayed, you can now view the following information:

• The vendor who originated the invoice this invoice is associated with

• The method of payment to the vendor

• The status of the invoice (Sent, Unsent, Client Pay, etc.)

• Dates:

• Date the invoice was funded from the funding account

• Date the invoice was paid

• (Optional) If returned, the date the invoice was returned on

• Within the invoice row (figure above), each column displays the following:

• Invoice identification number

• The invoice number associated with the invoice

• The due date for payment on this invoice

• Notes to the supplier

TIP: Hover over this area to view the note in its entirety

• The amount for this invoice

• The total amount paid for this invoice (if different from the Amount

value)

4. Click Close.

Viewing Invoices with a Credit

Opening a payment demand with a credit allows you to drill down and view the

invoices included in the demand.

 For more information, refer to Managing Credits for ACH and Check in this

guide.

 To view invoices with a credit:

1. On the Payment Batch List page, in the Actions menu, select View

Payment Demands, or double-click the item that you want to view.

Payment demands with credits will display the credit icon.

2. On the Payment Demand List page, select the desired payment demand

with a credit. The total credit amount and the total paid amount in the batch

appear in the page header.

3. Click Actions > View Invoices or double-click the payment demand. The

Invoice List for Payment Demand page appears.

4. Select the invoice with a credit (specified on this page by a negative amount

in the Amount column) and, in the Actions menu, select View Payee

Details to view details about the invoice.

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NOTE: With the invoice displayed, you can also view the credit amount and

the paid amount for the payment demand in question.

Managing Payment Demands and Invoices

Changing Funding/Issue and Payment Dates

There are times when you may need to adjust the due date of a payment to pay

early for a discount or simply to manage cash or research an issue with goods

received.

Use Change Dates functionality to adjust dates from either the Funding/Issue Date or

Payment Date perspective. The Funding/Issue Date and Payment Date fields are

interlocked and work in tandem. The interval between the two is always constant—

change one date and the other changes to maintain the interval.

For example, if you decide to move the Payment Date value up a week for an early

pay discount, Concur Invoice will automatically consider any non-banking days, then

calculate and generate valid funding and payment dates.

EXAMPLE OF FUNDING AND PAYMENT DATE INTERACTION

For example, if the Thanksgiving holiday of November 25th is chosen as the value for

the Proposed Funding Date field, the system performs the calculation and moves

the date out one day to the next available valid date. The system adjusts the

Payment Date field value, allowing for the required interval of time to process the

payment while also considering weekend non-banking days.

IMPORTANT CONSIDERATIONS

Please note the following:

• You cannot change the funding or payment date for an invoice with credit.

• When changing the payment dates for checks, the system does not

calculate for holidays.

• If you have configured schedules in Batch Settings, changing the payment

dates will override schedules you have configured in Batch Settings and

adjust the payment to the date you choose.

NOTE: If you change dates and remove all payment demands from an existing batch

(change payment date or amount, etc.), that batch remains with an Open status.

You can then use the empty batch to accommodate any demands that fall within the

original, scheduled processing date.

Section 7: Monitoring and Managing Payments

Concur Invoice: Invoice Pay User Guide 53

Last Revised: April 20, 2024

 To change the funding or payment date:

1. Open the desired demand or invoice.

2. Choose the Change Dates command from the right-click or Actions menu to

select either Change Funding/Issue Date or Change Payment Date.

Or select either Change Funding/Issue Date or Change Payment Date

from the Change Dates menu.

3. Select the new date. Depending on which command you select, the system

performs the following calculations:

Change Funding/Issue Date: This is the date the invoice will be funded

and precedes the actual payment date. Select this command, enter a date in

the Proposed Issue Date field, and the system calculates if the date is valid

(does not fall on a non-banking day) and then adds the number of days

required to process the payment, resulting in a payment date.

Change Payment Date: This is the date the supplier will receive payment

and falls after the funding date. Select this command, enter a date in the

Proposed Payment Date field, and the system calculates if the date is valid

(does not fall on a non-banking day) and then subtracts the number of days

required to process the payment, resulting in a funding date.

4. Click OK. The system evaluates the dates and returns a new payment or

funding date.

Section 7: Monitoring and Managing Payments

54 Concur Invoice: Invoice Pay User Guide

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Processing Payments Outside of Invoice Pay

Sometimes a payment must be made outside of the Invoice Pay system. Invoice Pay

allows for these instances with the Mark as Client Pay feature, which removes the

invoice from the pay process, marks the invoice with a status of Client Pay, and

retains a record of this action. Your company must then manage the payment to the

client.

Examples of why a vendor may require payment outside of Invoice Pay:

• The vendor may require payment in a currency (such as Danish krone), a

wire transfer of funds, or delivery of a check in person. Invoice Pay does

not support these payment methods.

• A vendor, who accepts ACH payments, may change banks and you are

having trouble validating the new bank account number. To pay this

invoice on time, you can switch the pay method from ACH to Client Pay,

cut the vendor a check, and send the check by overnight mail.

Marking an invoice Client Pay simply tells the Invoice Pay system to ignore and not

pay that item. Any pay method other than ACH or Check will be ignored by Invoice

Pay.

NOTE: Payment of invoices that occur outside of Invoice Pay (Client Pay) will not

trigger an email remittance notification to the vendor.

MAINTAINING CONSECUTIVE CHECK NUMBERING

For check configurations, if you elect to pay the invoice using in-house check stock,

ensure you prevent stock check number from being duplicated by Invoice Pay. To

prevent duplicate check numbers, you should update the number value in the Next

Check Number field on the Check Configuration page. This action alerts Invoice

Pay to move to the number increment you specify.

 For more information on check funding accounts and changing this value,

refer to the Concur Invoice: Invoice Pay Setup Guide.

 To mark a demand or invoice as Client Pay:

1. Search for the desired payment demand or invoice.

2. Select the demand or invoice.

Section 7: Monitoring and Managing Payments

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3. Click the Mark as Client Pay button or select Mark as Client Pay from the

Actions or right-click menus.

A record of the payment method (status = Client Pay) is maintained in the

system for historical tracking and audit trail purposes. You can view payment

method details on the Invoice List for Payment Demand page when the

invoice is opened.

Changing Payment Method Types

You can change the payment method type for a demand or invoice within a payment

demand (Check or ACH) from one to the other. Once the payment type is changed,

the system removes the invoice from its scheduled batch and reschedules it for

payment within the next logical batch by vendor and payment type.

 To change the payment method type for a demand or invoice:

1. Search for the batch containing the payment demand.

2. Open the payment demand.

You can change the payment method here on the Payment Demand List

page or you can drill further into the demand to open the Invoice List for

Payment Demand page and select one or more invoices within the demand

for the payment method change.

3. Select the demand or invoice(s).

4. On the Actions menu, select Change Pay Method to ACH or Change Pay

Method to Check.

Placing Payments on Hold

A payment demand or invoice in Unsent or Failed status can be removed from the

payment cycle for additional review by placing a hold on the payment. This feature is

used whenever a payment must be reviewed, for example, due to damaged goods or

adjustments that must be made to the final amount. Once rectified, you can then

release the hold and the payment is placed into the next logical payment cycle.

Payments placed on hold are included in the Not Processed amounts totals on the

Extract Reconciliation page.

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NOTE: You cannot put credit payment demands on hold.

Options for Handling the On-Hold Demand or Invoice

When the demand or invoice is on hold, you can elect to pay using the Client

payment method. You can also decide to change the funding and payment dates, but

in doing so, the payment is automatically activated and placed into the next logical

payment batch.

 To place a hold on a payment demand:

1. On the Payment Demand List page, open the payment batch containing the

payment demand.

2. Select the demand, or one or more invoices within a demand.

3. On the Actions menu, select Put Payment On Hold or right-click on the

invoice and select this same option from menu.

The system removes the marked item from the payment cycle by placing it

into an On Hold batch, marking the item with a status of On Hold, and

removing the close and send dates from display.

Removing a Demand or Invoice from On Hold Status

You can remove the hold status from a payment demand or invoice by applying new

funding or payment dates or by selecting Actions > Removed From Hold. In either

scenario, the payment is placed into the next logical payment batch based on the

due date and method of payment.

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Concur Invoice: Invoice Pay User Guide 57

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 To remove a payment demand or invoice from On Hold status:

1. Search for the payment demand or invoice using the On Hold option for a

given Funding Account status.

2. Select the desired payment demand.

3. Select Actions > Remove From Hold.

The payment is then reactivated and removed from the On Hold payment

batch.

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58 Concur Invoice: Invoice Pay User Guide

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Voiding and Reissuing Checks

When a supplier does not receive a check payment for a demand, you can elect to

void the original check and issue a new one. This can be done only if the demand has

a payment method of Check and a Status of Paid.

On successful re-issue, the system performs the following actions:

• The superseded check's number and associated payment date are cleared

out

• A new payment demand is created and scheduled for the next batch

• The audit trail is updated with comments and an action of Reissued Check

Payment for all the invoices in the demand

• Workflow is rolled back to the previous step (Extracted) and a status of

Not Complete is applied so payment processing can occur again

• The new payment ID and updated payment dates are displayed

NOTE: Clients are billed for each check that is printed and delivered. This means that

if a check is voided and reissued it will be counted as two charges: one for the first

check and one for the reissued check.

 To void and reissue the check:

1. Search for and locate the desired payment demand.

2. Select the specific demand within the batch.

3. Select Actions > Reissue Check.

4. In the Reissue Check window, enter the required comment.

5. Click OK.

This comment will appear in the audit trail.

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Managing Credits for ACH and Check

Invoice Pay can manage invoice credits through the Payment Manager for ACH and

Check items only. You can configure this functionality for each funding account or

check configuration.

When enabled, the functionality includes the following features:

• Vendor credits can be applied automatically to invoice payments. Invoice

payments for less than the credit amount are not sent, allowing the client

to use up their existing credit. Once there is an invoiced amount higher

than the vendor credit, Invoice Pay will send a payment for the remaining

balance. The credit information will be included in the remittance file.

NOTE: For the credit memo to apply, it needs to be created first before the

positive invoice.

• Only one credit memo is applied per invoice and the oldest credit memo

will be applied first. For example, if you have a $5,000 invoice and a $25

Credit Memo and a $1,000 Credit Memo, if the $25 Credit Memo is older,

the system will apply the $25 credit instead of the $1,000 credit.

• The vendor code and address code must match in the credit memo and

invoice for the credit memo to apply.

• Concur Invoice only applies the credit memo when the total amount of the

payment demand is more than the credit memo.

• The Payment Batch List and the Payment Demand List pages display

a batch type, credit memo, which appears when there is an outstanding

credit with a vendor. If there are credits available, the Credit Memo batch

type appears and will be referenced each time a batch is run to determine

if there are any available credits that can be used to offset the incoming

debits. As long as there are available credits, the status of the Credit

Memo batch will always be Open.

NOTE: There will only be one Credit Memo batch per funding account.

• The Payment Demand List page displays the Credit Amount and Paid

Amount values in the list header. The credit amount represents the total

dollar value of the credits included in the batch, and the paid amount is the

sum of the amounts paid by SAP Concur and the client.

NOTE: If a payment batch contains some payment demands that are marked

as client pay, the paid amount on the Payment Demand List page might

differ from the total amount listed on the Payment Batch List page.

• The Funding Account page now has an Apply Credit Memos option

where the Payment Manager can enable credit handling.

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NOTE: If credit memos and positive invoices are processed at the same time,

credit memos might not be applied. The reason for this is that once

the invoice has gone through final approval, the invoice pay demand

process job runs. This job picks up the invoice and places it into a pay

batch for payment. At this time, the system also scans for any credits.

If the payment demand hasn’t been created yet for the credit memo,

the credit memo will not be applied to the positive invoice. Ensure the

credits are processed first and that they are in a credit memo batch

prior to giving final approval for the positive invoices.

 For information about enabling the credit memo feature, refer to the

Concur Invoice: Invoice Pay Setup Guide. For information about

viewing invoices with credits, refer to the Viewing Invoices with a

Credit section in this document.

Example 1

On the Payment Batch List page, the Credit Memo icon indicates that the system

applied the credit to a batch and that money still needs to be paid out.

The line item in inv credit funding acct (Credit Memo) on the Payment Batch

List page indicates that there is a credit will be used for future invoices.

On the Payment Demand List page, the Credit Amount and the Paid Amount

values show information about the batch. The credit amount is included in the

payment demand, which the Credit Memo icon indicates.

If the Payment Manager double-clicks the payment demand, they will see the

Invoice List page for this payment demand, which shows the paid amount and the

credit amount.

Example 2

Assume that we have a payment demand with both new debits and credits. This time

a debit exceeds the vendor credit amount. The credit amount is first loaded into the

payment demand, followed by the debits. The system applies the full credit to the

debit, and the remaining balance is paid to the vendor. In this case, the vendor

credit is $0.00.

CHANGING DATES ON PAYMENT DEMANDS WITH CREDITS

The Payment Manager cannot change any dates for payment demands with credits,

since credits are not tied to a specific date but remain open until the debit exceeds

the credit.

REMOVING A CREDIT FROM INVOICE PAY

The Payment Manager can use the Mark as Client Paid option if they want to

remove a credit from Invoice Pay without applying it.

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CHANGING A CREDIT REQUEST PAYMENT METHOD FROM ACH TO CHECK

The Payment Manager can change the payment method from ACH to Check for

invoices. For credit requests, the Payment Manager may want to make this change

to apply an existing credit as soon as possible.

NOTE: This example would only be applicable if the vendor has both ACH and Check

accounts.

Changing the Payment Amount

The amount associated with an invoice can only be changed at the invoice level. This

option is useful when a supplier has delivered a good or service that falls short and

the payment must reflect this. When the payment amount is adjusted, the total

amount to be paid is not changed. The amount the system tracks to be paid within

the demand is adjusted and that amount is what is paid out.

When using this feature, note the following:

• Only a single invoice can have its amount changed at one time

• Amounts edited here will NOT match the estimated pay amount in the SAE

• The difference in the amounts must be reconciled in your ERP system

NOTE: If you change dates and remove all payment demands from an existing batch

(change payment date or amount, etc.), that batch remains with an Open status.

You can then use the empty batch to accommodate any demands that fall within the

original, scheduled processing date, after which it closes.

RECONCILING PAYMENTS

Changes to the amount of an invoice that has already been extracted by the SAE but

not yet paid by Invoice Pay will result in different pay data between the client

financial system and Invoice Pay. Under these conditions, you can use the Payment

Confirmation extract to reconcile the differences. The SAE provides an estimate of

pay data - best practice when working with Invoice Pay is to use the Payment

Confirmation Extract as an alert to pay data differences and to view a complete list

of SAP Concur-generated pay data.

TIP: Use the Payment Confirmation Extract to reconcile Concur Invoice with your

financial system.

 For more information about this extract, refer to the Running the Payment

Confirmation Extract to Confirm Payment section of this document.

 To change the payment amount for an invoice:

1. Search for the desired invoice.

2. Select the invoice.

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3. Click Actions > Change Payment Amount.

The Update Payment Amount window displays.

4. In the Payment Amount field, enter the new amount without currency sign

or comma.

5. In Notes to Supplier field, add any notes that you need to communicate to

the supplier.

6. In the Payment Adjust Notes field, add a comment explaining the changed

payment amount.

7. Click Save.

Adding Invoice Comments

If you need to communicate with a supplier or AP users regarding how or why an

invoice was paid, you can add comments to an invoice for general notes to the

supplier or specific payment adjust notes.

Suppliers will see this information on email notifications when payments are

processed. AP users will see this information when reconciling payments and can

view and edit notes to answer questions about actual payments.

Remittance advice is information accompanying payment to a supplier that informs

them what invoice number(s) this payment covers, and any additional remarks that

explain the payment amount, date, or status.

 For more information, refer to the Remittance Advice for ACH and Check

section in this document.

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ADDING PAYMENT ADJUSTMENT NOTES

Payment adjustment notes provide the supplier and AP users with information

explaining payment resolution for the invoice. Payment adjustment details are then

tracked for invoices resolved using variants of the Client Paid payment method:

Client Pay, Paid, Void, and Cancelled options.

As a Payment Manager, you can add or edit payment adjustment notes when

changing the payment amount or paid date and updating the invoice with the actual

check number or a check image.

NOTE: The ability to add payment adjustment notes is only applicable at the invoice

level. Notes cannot be added at the demand or batch level.

NOTE: If an invoice is extracted with the Client payment type, manually changing the

payment type to ACH or Check in Add Payment Details will not generate a

payment demand. The invoice would need to be voided and recreated with the

correct payment type (ACH or Check) since the ability to manually create a payment

demand is not available.

 To add payment adjustment notes:

1. Search for the invoice in the Invoice Search field.

2. Open the desired invoice.

3. Click Actions > Update Payment Details.

4. In the Payment Adjustment Notes fields, enter your comments.

5. Click Save.

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ADDING NOTES TO SUPPLIERS

Notes to suppliers are added as supplemental invoice information and display on

remittance email notifications for the vendor. Adding notes to an invoice is also

beneficial for tracking information for historical or auditing purposes.

If you need to communicate with a supplier regarding how or why an invoice was

paid, you can add a note to an invoice. For example, you could explain to the

supplier why your company is short paying an invoice, due to damaged goods.

Invoice owners and AP Users can be given permissions to add notes to suppliers on

an invoice during creation or initial review. As the Payment Manager, you can add or

review comments later in the pay process by opening the invoice in Payment

Manager.

Notes can be viewed whenever an invoice is opened by hovering the cursor directly

over the Notes to Supplier column area for the invoice.

Notes can be edited after they are saved. However, once the batch including the

invoice closes, the ability to add or edit notes is locked and unavailable.

NOTE: The ability to add notes to the supplier is only applicable at the invoice level.

Notes cannot be added at the demand or batch level.

 To add or edit a note to the supplier:

1. Open the invoice by first searching for the payment batch, opening the

payment demand the invoice is associated with, then opening the invoice.

2. With the invoice open in the Invoice List for Payment Demand page, click

Actions > Update Notes to Supplier (or right-click the invoice and then

click the command as shown in the figure below).

Section 7: Monitoring and Managing Payments

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3. In the Notes to Supplier window, type the message to the supplier. A

maximum of 500 characters is supported.

4. Click OK to add the note and return to the Invoice List for Payment

Demand page.

Adding Images to Invoices

You can upload an image, such as an invoice or W-9 form, for a specific invoice. This

action is restricted to a single invoice at a time since you must open the invoice to

access the Upload Image menu item.

 To add an image to an invoice:

1. Search for the invoice in the Invoice Search field.

2. Open the desired invoice.

3. Click Actions > Upload Payment Image.

4. Follow the instructions in the Upload Image window to upload the image.

5. Click Upload.

6. Click Close.

7. To view the uploaded image, click Action > View Payment Image.

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Releasing Pending Batches

If you are assigned the Payment Release Manager role, you are required to review

and manually process scheduled batches before payments are released to be sent to

payment providers. Batches with a Pending Release status display on the Monitor

Payments > Payment Batch List page after you have approved and released the

batch for payment.

 For more information about the Payment Release Manager role, refer to the

User Roles and Primary Users and Configure Batch Settings sections in this

guide.

 To review and release payment batches:

1. On the Monitor Payments > Payment Batch List page, in the Status list,

select Pending Release to view all batches requiring review.

2. Select the check box for the payment batch you want to review.

3. Click Actions > View Payment Demands or double-click on the payment

batch to review invoices included in the payment demand.

4. Once invoice and payment demands are reviewed, click Back to Payment

Batch List link to return to the Payment Batch List page.

5. Select the check box for each payment batch that you have approved and are

ready to release for payment.

6. On the Actions menu, select Release Payments.

Payment batches now display on the Paymend Batch List page with a Sent

status.

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NOTE: If the close and send date are in the past, this action recalculates the

send date to be accurately reflected based on when you released the batch.

Exporting Payment Data to an Excel spreadsheet

You can view invoices in each batch in real time by exporting data to an Excel

spreadsheet so you can review payment data, such as payment demand ID, vendor,

payment method, status, funding date, payment date, return date, check number,

and amount.

Use the Send to Excel link on the Payment Demand List page to export your

batch data. The Send to Excel feature exports all records on all pages from the

Payment Demand List page. If you have records on more than one page, the

system exports all of them to the Excel spreadsheet.

 To export data to an Excel spreadsheet:

1. On the Payment Batch List page in Payment Manager, select the relevant

filters to find the batch that you want to export, and then click Search.

2. In the list of results, double-click the batch that you want to export to Excel.

The Payment Demand List page appears.

3. Click the Send to Excel link (located in the lower right corner).

This opens an Excel spreadsheet with the data that you exported.

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Managing Unresolved Invoices and Failed Payments

Why Invoices Require Action or Fail

An invoice requires action whenever the Invoice Pay system cannot successfully add

the invoice to an existing payment demand.

A payment demand will fail if the bank account information for the supplier is

incorrect or if the system is unable to fund the payment due to insufficient funds in

the client funding account.

Use the Invoices Requiring Action and Failed Payments sections of Payment

Manager to identify and resolve issues relating to all invoices that the system could

not include in a payment batch. Using the available options, you can elect to:

• Add a due date

• Reprocess the invoice

• Mark the invoice as Client Pay and pay it outside of Invoice Pay

• Schedule payment in the next available batch (failed payments only)

You can decide to act on an invoice requiring action in the following ways:

• Resolve the issue and reschedule by batch or date

First, resolve the issue preventing the demand from being funded or paid,

and then:

• Schedule in next available batch

• Change the funding or payment date

• Leave the issue unresolved to meet a due date

If the issue cannot be resolved, or the next available batch will not pay

the vendor in time, select the Mark as Client Pay option to move the

demand from the pay process and deal with it outside of the system.

 For more information, refer to the Processing Payments Outside of

Invoice Pay section in this document.

NOTE: Supplier account information that has changed may be available for viewing

in the Notices Of Change List page located in the Configuration section. For more

information on using this feature, refer to the Tracking Vendor Changes section in

this guide.

Section 7: Monitoring and Managing Payments

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Reprocessing Invoices

Invoices that cannot be placed into a valid payment demand need to have payments

reprocessed. This occurs when Concur Invoice cannot determine a valid funding

account or check configuration to create and batch the payment from or when an

invoice is missing a due date. These invoices display on the Invoices Requiring

Action page.

Invoices can be reprocessed but you must first resolve the issue preventing the

invoice from being included in a payment batch.

You can resolve the issue by:

• Marking the invoice as Client Pay and paying the invoice outside Invoice

Pay

 Refer to the Processing Payments Outside of Invoice Pay section in this

guide.

• Adding a due date to the invoice if it was previously missing

• Changing the due date for an invoice

• Reprocessing invoice payments once the issue has been resolved, such as

selecting a valid funding account

 To reprocess an invoice:

1. In the Payments section, click Invoices Requiring Action.

2. Select the desired invoice.

3. Click Actions > Reprocess Invoice.

The system will attempt to process the invoice again.

 To add a due date to an invoice:

1. In the Payments section, click Invoices Requiring Action.

2. Select the desired invoice.

3. Click Actions > Add Due Date and select a new date for the invoice.

The invoice is removed from the Invoices Requiring Action page and

included in the logical payment batch that matches the due date and funding

account.

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Resolving Failed Payments

A payment demand will fail if the bank account information for the supplier is

incorrect or if the system is unable to fund the payment due to insufficient funds in

the client funding account. These failed payments display on the Failed Payments

page with the failure reason appearing in read text.

You can resolve failed invoice payments individually or select multiple invoices to

resolve a group of failed payments. To resolve a group of failed payments, all

invoices must share the same funding account. If you select multiple invoices that

have different funding accounts an error message appears.

You can resolve failed payments by:

• Rescheduling invoice payments to the next payment batch

• Changing the due date

• Marking the invoice as Client Pay (and pay outside of Invoice Pay)

To resolve failed payments:

• If the failure is due to invalid banking information, you must mark the

invoice as Client Pay and pay the invoice outside of Invoice Pay.

• If the payment is due to insufficient funds, you can reschedule invoice

payment in the next available payment batch (via a payment demand)

where the batch close date and demand funding account, vendor, and due

date match the attributes required to fund and pay the invoice.

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RESCHEDULING INVOICES FOR THE NEXT PAYMENT BATCH

 To reschedule invoices to the next payment batch:

1. In the Payments section, click Failed Payments to open the Failed

Payments page.

2. Select one or more invoices to reschedule.

3. Click the Schedule in Next Available Batch button or selection this option

from the Actions menu.

The system removes the invoice(s) from the Failed Payments page and

includes them in the next payment batch that can logically fund the

invoice(s).

Moving Payment Demands From Inactive to Active Funding Accounts

You can create multiple funding accounts; however only one of the accounts can be

the active primary funding account. A payment demand that is associated with an

inactive funding account can be moved from the inactive to the active primary

funding account. There are two possible methods, depending on whether the

payment demand is in the Failed status.

 To move a payment demand from an inactive to an active funding

account:

1. In the Payments section, click Monitor Payments.

2. Search for payment demands associated with the inactive funding account.

3. Click Actions > View Payment Demands.

4. Select the desired payment demand.

5. Click Actions > Fund from Active Account.

The selected payment demand is now moved to the active funding account.

 To move a failed payment demand from an inactive to an active funding

account:

1. In the Payments section, click Failed Payments to open the Failed

Payments page.

2. Select one or more payment demands to reschedule.

3. Click Actions > Fund from Active Account.

The failed payment demand is moved to a new payment batch that is funded

from an active account.

Section 7: Monitoring and Managing Payments

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Changing the Funding/Issue or Payment Date for Failed Invoices

Changing the date for which an invoice should be paid can be approached from

either the Funding/Issue Date or Payment Date perspective - the interval between

these two dates remains the same.

 To change the funding/issue or payment date for failed invoices:

1. In the Payments section, click Failed Payments to open the Failed

Payments page.

2. Select one or more payment demands.

3. Click Actions > Change Dates > Change Funding/Issue Date or Change

Payment Date.

The Change Funding/Issue Date or Payment Date window appears.

Depending on which command you select, the system performs the following

calculations:

 Change Funding/Issue Date: This is the date the invoice was to be

funded but experienced an issue. It precedes the actual payment date.

Select this command, enter a date in the Proposed Issue Date field, and

the system calculates if the date is valid (does not fall on a non-banking

day) and then adds the number of days required to process the payment,

resulting in a payment date.

 Change Payment Date: This is the date the supplier expects to receive

payment and falls after the funding/issue date. Select this command,

enter a date in the Proposed Payment Date field, and the system

calculates if the date is valid (does not fall on a non-banking day) and

then subtracts the number of days required to process the payment,

resulting in a funding date.

4. Click Change to accept the new funding or payment date (the two fields work

in tandem) - the system recalculates the new dates for this invoice and

moves the invoice to the payment demand whose vendor and funding account

matches that of the invoice.

If issues causing a failed invoice cannot be resolved, it is often best to remove the

invoice from the pay process and pay the supplier directly with a check or cash.

 For more information, refer to the Processing Payments Outside of Invoice

Pay section in this guide.

Section 7: Monitoring and Managing Payments

Concur Invoice: Invoice Pay User Guide 73

Last Revised: April 20, 2024

Importing Payment Confirmations

Concur Invoice does not automatically have visibility into payments made outside of

Invoice Pay, but such visibility can be provided by enabling a simple import. The on-

demand Payment Confirmation Import imports invoice data from your company’s

financial system making disbursements to the vendor. This data is imported into

Concur Invoice and updates the payment status of invoices. The on-demand method

is ideal for smaller numbers of invoices or whenever a handful of invoices need

updating. The overnight job works well for importing large numbers of invoices.

For a company to maintain a comprehensive view of their pay status at any given

time, it is crucial that the Payment Confirmation import be included as a daily job.

Doing this provides Concur Invoice a complete record of payments, which can be

beneficial to internal users.

There are two methods of importing invoice confirmation data:

• Overnight Job: This method is ideal when many invoices must be

updated. The overnight import updates Concur Invoice with actual

payment information.

• On-Demand Job: Using options in the Payment Confirmation Import

page, you can import data coded into an Excel spreadsheet. This method

is ideal for smaller numbers of invoices or adding comments or details to

selected invoices at one time.

The Payment Confirmation Import does not include:

• Instructing Concur Invoice for when or how to pay something

• Updating a paid invoice with custom field data such as project or account

 For more information, refer to Concur Invoice: Import and Extract File

Specifications - Payment Request Confirmation Import V2 (Current).

Imports are performed on the Import Payment Confirmations page where you

can:

• Download the template (or optionally provides your own)

• Populate the spreadsheet with invoice confirmation data

• Upload and import the template data

• Review the import details for any issues

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 For more information, refer to Concur Invoice: Payment Request Confirmation

Import User Guide.

Section 8: Running Extracts

There are three extracts you can run in Payment Manager:

• GL Extract: Perform the data extract from the client financial system for

analysis in the Extract Reconciliation page as required.

• Positive Pay Extract: Perform a data extract to assist administrators to

prevent check fraud when working with the Check payment type.

• Pay Confirmation Extract: Perform a data extract to view final payment

amount details that are paid under Invoice Pay.

Each Extract Runs page includes Search and Download File functionality. Each

extract run creates a file that can be searched for and analyzed for data, such as a

failed row.

Typically, a company would schedule these extracts with SAP Concur daily. With this

functionality, you can run these extracts without the need to contact SAP Concur

support.

Section 8: Running Extracts

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Last Revised: April 20, 2024

Running the GL Extract

Run the GL Extract to perform an overnight General Ledger (GL) extract on an on-

demand schedule.

NOTE: Running the extract does not affect the complementary overnight extract job.

 To run the GL extract:

1. Click GL Extract.

2. Click Run GL Extract Now.

There may be preceding jobs in the job queue, which cause a delay before the

system runs the extract and generates the output file.

Running the Payment Confirmation Extract

Use the Payment Confirmation extract to view final payment amount details that are

paid in the Invoice Pay system. This is useful whenever your company needs

visibility into final Invoice Pay payment methods and amounts, and when the original

(estimated) pay data provided to your company’s financial system by the SAE is

different than the actual final pay data resident in Invoice Pay.

The Payment Confirmation extract allows you to reconcile invoice pay data in Invoice

Pay against the same data extracted by the SAE into your company’s financial

system. This extract is useful whenever the client wants to review:

• The pay data differences whenever the Payment Manager has changed

terms for invoices already extracted using the SAE

• A complete list of all SAP Concur-generated pay data, such as the Check

Number field

The Payment Confirmation extract depicts final payment information, and therefore

is a similar concept to the Payment Confirmation Import (in you can update Concur

Invoice with final pay data, for payments made). Unlike the Expense Pay extract

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however, the Invoice Payment Confirmation extract does not provide intermediate

steps such as sending ACH data and registering any possible ACH failures.

NOTE: The Payment Confirmation extract is not intended to provide correcting of

journal entries.

Payment Confirmation Extract Information

The following fields are included in the Invoice Payment Confirmation extract:

• Request Key

• Request ID

• Invoice Number

• PO Number

• Request Name

• Pay Method

• Payment Amount

• Adjustment Notes

• Payment Date

• Check Number

• Payment Status

The Invoice Payment Confirmation extract includes the following vendor fields:

• Vendor Name

• Vendor Code

• Vendor Address Code

Verifying Voided and Reissued Checks

A Payment Status field in the extract denotes whether a check was voided. A PAID

status is applied when a check is originally issued. If you void and reissue a check in

Payment Manager, the original check status becomes VOID, and the replacement

check is marked with a status of PAID.

For example, in the following table, note the dates, action, and status, with special

attention to the new check numbers under a void and reissue scenario.

Date

Action

Check Number

Payment Status

January 1st

Client issues check

# 0123

PAID

January 8th

Void and Reissue is

performed

# 0123

VOID

January 8th

New check is issued

# 0456

PAID

Section 8: Running Extracts

Concur Invoice: Invoice Pay User Guide 77

Last Revised: April 20, 2024

 To run the Pay Confirmation extract:

1. Click Payment Confirmation Extract.

2. Click Run Payment Confirmation Extract Now. The following message

displays.

“The extract has been requested and this may take a few moments to run.

Please check back to download a file once completed.”

After you click this link, the extract with the current data in the system is run.

After the extract is run, the extracted report displays on the Extract Runs

page. At this point, the extract is available for download.

3. Click the desired extract file and then click Download File to open the

extract file.

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Running the Positive Pay Extract

Positive Pay is a best practice method of preventing check fraud by only allowing a

list of verified checks to be cashed by your bank. Use the Positive Pay extract to send

your bank a list of check payments that your company has authorized and issued to

vendors.

Concur Invoice transmits daily check information to the client, who in turn passes

this data directly to their corporate bank who will, in turn, use it as a Pay/No Pay

reference when client checks are processed. Each check number is verified against

the list and, if matched, is paid by the bank or, if not found, is refused payment. If a

check is voided and reissued, that too is included in the extract to ensure payment

via the new check number.

Positive Pay Extract File Information

A set of extract fields available in the Positive Pay extract yields data as the bank

requires, eliminating most bridge programs and streamlining the overall process. The

extract file contains the following data in separate columns:

• Bank Data

• Account Data

• Check Data - Date & Type

• Event Data - Issue or Void

• Amount Data

• Vendor Data - Name

• Count Data

 For more information, refer to the Concur Invoice: Import and Extract File

Specifications - Positive Pay Extract guide.

Section 8: Running Extracts

Concur Invoice: Invoice Pay User Guide 79

Last Revised: April 20, 2024

 To run the Positive Pay Extract:

1. Click Positive Pay Extract.

2. Click Run Positive Pay Extract Now.

The following message displays:

“The extract has been requested and this may take a few moments to run.

Please check back to download a file once completed.”

Section 8: Running Extracts

80 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

After you click Run Positive Extract Now link, the extract with the current

data in the system is run. After the extract is run, the extracted report

displays on the Extract Runs page. At this point, the extract is available for

download.

3. Click the desired extract file and then click Download File to open the

extract file.

Reconciling Payments

Invoice Pay allows you to reconcile all payments made from outside of the Invoice

Pay system alongside those made within Invoice Pay in one location.

On the Extract Reconciliation page, you can do the following:

• Compare all payment amounts extracted from the client's system to actual

payments made using Invoice Pay

• View invoices in the extract

• Search for and view each extract

• Drill down to an invoice to view invoice details

Section 8: Running Extracts

Concur Invoice: Invoice Pay User Guide 81

Last Revised: April 20, 2024

NOTE: Invoice Pay debit banking details from the client account do not include a

specific payment demand reference ID.

The Extract Reconciliation page includes the following information:

Field

Description

Extract Information

Job Name

The name of the extract that was run.

Date and Time

The day and time when the extract was run.

Run Number

The sequential number assigned to each extract job per

currency (multiple currencies render multiple rows - one for

each currency).

Currency

The currency used for payment (for example, USD).

Payment Information

Paid Amount

The sum of payment amounts for all in Paid status.

In Process Amount

The sum of payment amounts for all in Pending Payment status.

Not Processed Amount

The sum of payment amounts for all payment amounts tied to a

payment demand that is in Unsent or Failed status.

Invoice Pay Amount

The sum of payment amounts for all invoices in that extract

included in Invoice Pay*

Extracted Amount

Sum for all invoices extracted:

• Unsent or Failed statuses, and

• Invoices Requiring Action (queued)

* Invoices paid using the Client Pay method are not included in this amount.

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Viewing Invoices in the Extract

On the Extract Runs page, click any invoice link to examine invoice details. The

Extracted Invoices page lists all invoices in the extract so you can review the

invoice total amount, the amount paid on the invoice, the payment method, and the

Invoice Pay status (if applicable).

VIEWING BY SUMMARY AMOUNT

On the Extract Runs page, click any of the invoice links to view invoices by their

category, such as Paid, In Process or Not Processed

For example, if you click on the Paid Amount link, all extracted invoices with a Paid

status display.

Section 8: Running Extracts

Concur Invoice: Invoice Pay User Guide 83

Last Revised: April 20, 2024

VIEWING BY GROUP

After opening an invoice in the Extracted Invoices page, click on the View menu

to filter invoices by their payment demand grouping, such Not Processed Invoices

or Invoice Pay Requests.

Searching for an Invoice

Options on the Extracted Invoices page of Extract Reconciliation allow the user to

search for an invoice.

 To search for an invoice:

1. On the Extracted Invoices page, enter search criteria:

• Invoice identifying attribute, such as Invoice ID, Invoice Number,

Vendor, Payment Method, Amount, Invoice Pay Status, and Payment

Amount

- AND -

• Qualifier, such as Begins With, Contains, Ends with, or Equals

- AND -

• The search criteria, such as an amount, identifying number, status, or

vendor name as required

2. Click the search icon ( ) to begin the search, or the X icon ( ) to reset the

search criteria.

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Section 9: Using Provider Payment Manager

The Provider Payment Manager feature offers clients, who use external payment

providers, the option to view details and status of their payments in Concur Invoice

without having to log into their providers' systems.

NOTE: The Provider Payment Manager feature is designed to be used with an App

Center payment provider and will not display data for any other payment method.

How It Works

When an invoice is marked (as the PAYPVD payment method) to be paid by a

payment provider and the invoice is extracted, the invoice is available for the

payment provider to retrieve. The invoice displays as Pending Retrieval on the

Provider Payment Summary page. The date and time the invoice was queued is

also displayed. At this point, the payment provider may retrieve the invoice and will

then provide all status updates on the Provider Payment Summary page.

Availability and Payment Cycle Timing

The supported payment methods, the timing of payments, and supported countries

and currencies depend on the payment provider with whom you have a contract.

Accessing Provider Payment Manager

 To access the Provider Payment Manager feature:

To access the Provider Payment Manager feature, click Payments > Provider

Payment Manager.

The Provider Payment Summary page appears.

Section 9: Using Provider Payment Manager

Concur Invoice: Invoice Pay User Guide 85

Last Revised: April 20, 2024

Searching for Payments

 To search for payments:

1. To search for payments, fill out the form on the Provider Payment

Summary page by using the table below as a reference.

Field

Description

Payment Status

The status of the payment, which can be one of the

following:

• Canceled – The payment was canceled by the

payment provider

• Card Authorized – The card was authorized by

the merchant

• Card Email Sent – An email with card

information was sent to the vendor

• Card Settled – The card was settled by the

vendor

• Check Mailed – The check was mailed

• Check Printed – The check was printed

• Check Processed – The check was processed

• Check Voided – The check was voided

• Paid – The payment was successfully made

• Pending Retrieval – The payment has not yet

been retrieved by the payment provider

• Processing – The payment is being processed

by the payment provider

• Rejected – The payment was rejected by the

payment provider

• Retrieved – The payment was retrieved by the

payment provider

• Returned – The payment was returned by the

payment provider.

Invoice Number

This is the number of the invoice.

Invoice ID

This is the ID of the invoice.

Vendor Name

This is the name of the vendor.

Payment ID

This is the ID of the payment associated with the

invoice.

Section 9: Using Provider Payment Manager

86 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Field

Description

Select Date

This is the type of date for which the search should be

performed, which can be one of the following:

• Payment Due Date

• Invoice Date

• Payment Date – This is the payment

settlement date that the payment provider

returns to Concur Invoice. Note that a payment

provider is not required to provide this date.

Start Date

The start date for the date selected in the Select Date

list.

End Date

The end date for the date selected in the Select Date

list.

2. Click Search.

The search result appears at the bottom of the Provider Payment

Summary page.

Section 9: Using Provider Payment Manager

Concur Invoice: Invoice Pay User Guide 87

Last Revised: April 20, 2024

Viewing Payment Details

To view the details of a payment, click on the payment ID in the list of payments.

The Payment Details page appears which displays detail of the particular payment

including invoice details and payment history.

Section 10: Special Cases

88 Concur Invoice: Invoice Pay User Guide

Last Revised: April 20, 2024

Section 10: Special Cases

The following are special cases Invoice Payment Managers should be aware of.

Use the "Is Emergency Check Run?" Field to Expedite Payment

When a pending invoice will be late for payment and must be expedited within a 24-

hour cycle, you may draw on the use of the Is Emergency Check Run? check box

field to do this. This field, available in Invoice Admin > Forms & Fields, is added

to the Payment Request Header form, and optionally associated with an "Emergency"

policy (as an example) so that, when selected, an attribute is added to the invoice

denoting that rapid payment is required.

Once the late invoice is queued, you may take advantage of an optional, additional

extract job (Standard Payment Request Accounting Extract (Emergency) that

executes within the default 24-hour cycle, allowing rapid approval and extract so

that a late payment found in the morning may result in a check-based payment to

the vendor that afternoon.

NOTE: This feature is not related to Invoice Pay. It is a payment feature for clients

who do their own payments outside of Invoice Pay.

NOTE: The client may need to work with SAP Concur support to set up the Standard

Payment Request Accounting Extract (Emergency) job run that supports this feature.

 For more information about extracts, refer to the Concur Invoice: Import and

Extract Specifications – Payment Request Accounting Extract guide.

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