Accounts Payable Integration

Accounts Payable (AP) integration helps customers who process payments themselves sync GrantsConnect payments with their AP system. After setup, payment files automatically send to your SFTP connection when a batch of payments is processed. The designated audience receives an email alert when the file is ready.

Before you begin

Confirm these settings and components are set up:

  1. Enable the Features, Accounts Payable client setting.

    Note: This setting must be turned on in the Admin Portal by your Account Manager or GrantsConnect Support.

  2. Create an audience

  3. Add an SFTP connection

Set up Accounts Payable integration

Vendor IDs help identify applicants and organizations in the AP process. They’re not required for AP export files.

To import vendor IDs for individuals:

  1. Sign in to the Grant Manager Portal – Go to yourcausegrants.com or your organization's URL. Sign in using your Blackbaud ID (BBID) or Single Sign-On (SSO) credentials.

  2. Configure Accounts Payable– Select Settings, then Account Payable Configuration from the side navigation

  3. Export individuals - Select Import vendor IDs, then choose Individuals.

    1. In Step 1: Export individuals, specify:

      • Program (optional)

      • Application status (optional)

      • Include individuals with existing vendor IDs (optional)

      Note: All individuals are downloaded if no filters are specified.

    2. Select Download to export the file.

  4. Update and verify the file - Update the Vendor ID field in the export file. Return to the import screen and upload the update file in Step 2: Import your data.

    Tip: Review the validation results. If errors exist, select Download errors, correct the file, and re-import.

  5. Import IDs – Select Import data to finish.

To import vendor IDs for organizations:

Follow the same steps, but choose Organizations instead of Individuals.

Note: For organizations, the Organization ID and Vendor ID headers are required. Note that vendor IDs cannot be added for organizations not in the system (i.e., Organization ID is not available).

Tip: Use the import process to add or update multiple vendor IDs. You can also manually add or update IDs in Applications. For details, see the Add or Update Vendor IDs help.

  1. Edit destination – In Settings, Accounts Payable Configuration, define the Destination Settings:

  2. Save updates – Select Save to save your settings.

  1. Build export file – In Settings, Accounts Payable Configuration, select the columns and drag them to the table to build the export file.

    Tip: Payment ID is required to link transactions. See the FAQs for recommendations of additional columns to include.

  2. Save updates – Select Save to save the configuration.

Use Accounts Payable integration

  1. Create payments.

  2. Schedule payments into a batch.

  3. Send the batch to processing.

    Note: The export file sends to the configured SFTP connection, and the audience receives an email alert (GC-57 Payment File Now Available to Download).

Tip: You can also download the export file from Payment Processing anytime. To keep systems in sync, import payment data (check number, payment date, status) from your AP system into GrantsConnect.

FAQs

Include any data relevant to your AP system.

Required:

  • Payment ID

    Tip: There are several columns in the Payments group that reference this ID, including ID, Original payment ID, and Reissued payment ID.

Suggested:

  • Account number for assigned budget

    Note: See the FAQs for more information about account numbers.

  • Application ID

  • Vendor ID

You can add an account number to a budget to pull into AP integrations, payments, and reporting. This is just a unique identifier that's relevant to you, such as an internal ID you use on accounts.

 

Add it when creating or editing a budget.

It adds granularity to API integration, payments, and reporting