Select invoices to pay with Payment Assistant

Before Payment Assistant can process invoices and pay vendors, you must first create a payment run and ensure invoices include required details with correct formatting. Other than making sure invoices contain the required information, there are no changes to how you enter invoices.

Note: Payment Assistant™ is currently in Limited Availability (LA). Are you interested in participating? Apply to join our LA group. During this time, we'll review and implement participant feedback to prepare for general availability.

Create a new payment run

  1. From the Payment runs page, select New.

  2. Select the invoices you are ready to pay. If an invoice is missing required info and can't be sent to Payment Assistant yet, a status appears in the Action needed column.

    Tip: It is recommended that users select no more than 100 invoices for a single payment run.

  3. Select Submit for approval. An email is sent to the user(s) who have the Payment Assistant role with the Approve payment runs task requesting review and approval. We also display an in-product notification for the approvers when they log in to Financial Edge NXT.

It's important to have invoice records that can process with Payment Assistant. Ensure your invoice and vendor records include all required details, including:

  • Vendor address, including city, state, and zip code.

    Note: Currently, Payment Assistant can only process invoices with a United States remittance address.

  • Invoice number

  • Vendor customer number

  • Vendor contact information, including phone number

    Optional - We recommend you also complete the vendor email address, payee name, and primary contact first and last name.

  • Payment method

    Tip: Even though you select a payment method on the invoice, Payment Assistant will use the preferred payment method chosen by the vendor and may differ from what you select.

For payment runs, phone numbers and email addresses on vendor records need to be formatted correctly. First, we recommend you update your phone type defaults.

  1. From Control Panel, select Fields and tables.

  2. Select Tables tab.

  3. Find and select Phone Type.

  4. For each phone number type you want to use with Payment Assistant, edit the type and select "Telephone number" for the Phone number type.

  5. For each email address type you want to use with Payment Assistant, edit the type and select "Email address" for the Phone number type.

Then, ensure the contact info phone number is formatted correctly. Currently, the following phone number formats are supported:

  • XXXXXXXXXXX i.e., 15555555555

  • X-XXX-XXX-XXXX i.e., 1-555-555-5555

  • X XXX XXX XXXX i.e., 1 555 555 5555

  • X.XXX.XXX.XXXX i.e., 1.555.555.5555

  • X (XXX) XXX-XXXX i.e., 1 (555) 555-5555

The country code is optional, but will default to 1 if not included.