It's very important you've read through the following before you start making payments out of SageAPA. 

SYNC YOUR RECENT ERP PAYMENTS

Before working in the payments module, or setting up new vendors to pay through SageAPA, ALWAYS start with syncing the payment information from Sage 50 to SageAPA using the Sync tool to ensure all invoices that have been paid are up to date with Payment data. 

To do this, open the sync tool and press the “Sync” button and check the logs tab to make sure everything has synced properly for every legal entity you have synced.


SETTING UP ADDITIONAL INFO VENDOR FIELD 5

A one-time change that needs to made to your Sage 50, is to go to Setup →Settings→Vendor→Names and enter the word “Beanpay” in Field 5. This is going to be how you are going to indicate which vendors you want to pay through SageAPA Payments (as opposed to paying the vendors directly from Sage 50 through checks for example).

MANAGING VENDORS IN SAGE 50 CANADA & ADDING VENDORS TO BEANPAY

When onboarding a vendor to make payments through SageAPA, you need to set them up in SageAPA and make a couple of changes in Sage 50 to that vendor as well.

Setting up the Vendor in Sage 50

  1. Select Vendors & Purchase from the side panel 
  2. Select Vendor and select modify Vendor 
  3. A screen will pop-up that will allow you to select the vendor
  4. Go to additional fields on the navigation pane
  5. Enter “Bean” or “Beanpay” in field 5 (either will work)
  6. Make sure to select the check box to display the information when vendor is selected in a transaction

The final change you need to make to the vendor in Sage 50, is to set them up with false/dummy Direct Deposit information. The banking details simply need to be added here, so you can use the direct deposit payment method (in a later step) but this is not the real banking details for the vendor, that is stored with SageAPA third party payment providers.

  1. First, go to the Vendor Card, Options to confirm your Default Payment Method (Pay Later, Check, Direct Deposit, etc.)
  2. Click on the Direct Deposit Tab
  3. Check “allow direct deposits for this vendor”
  4. Enter the Branch Number as: 12345 
  5. Enter the Institution Number as: 123
  6. Enter the Account Number as: 12345
  1. Press Save and Close
  2. Now, go back to the Vendor Card, Options to confirm your Default Payment Method has not changed.  ***If the default has changed, please select your desired default. (Pay Later, Check, Direct Deposit, etc.)***

Setting up the Vendor in SageAPA

  • Open SageAPA and go to Settings → General → List Management
  • Select the Legal Entity (if applicable) that you are onboarding a vendor for from the drop down 
  • Search for the vendor and then press the pencil icon (edit button) on the far right of the vendor
  • Enter in remittance email (optional for check payments) and setup the vendor for the correct payment method.
  • Once complete press “Save”

SEND PAYMENT INFORMATION FROM SAGE 50 TO SAGEAPA

Because you set up vendors for SageAPA Payments using field 5 of vendor details, you don’t need to remember which vendors get paid through SageAPA and which you pay directly from Sage 50 when you go to make payments in Sage 50. You just need to select the vendor you want to pay (like you always have), and if you selected a vendor that is a Bean Payment vendor, a pop-up will confirm that.

Select the vendor’s invoices you want to send to SageAPA for payment and choose the method Direct Deposit. Enter a direct deposit number you would like to use (ideally that starts with the word Bean). Enter the remittance amount, date, etc. and click “process”. 

Remember you are not actually sending the payment through direct deposit in Sage 50, you are simply communicating to SageAPA by choosing the method direct deposit.

Open the sync tool one more time and again Sync to send that information over to SageAPA.


CONFIRM PAYMENT AMOUNTS IN SAGE 50 TO PAYMENTS IN SAGEAPA

Once you create all your payments in Sage 50 to go through SageAPA payments, and you sync that information over to SageAPA, do one final check to make sure the total dollar amount of payments you selected to pay through SageAPA, matches what got synced into SageAPA.

Sage 50:

  • Go to Reports
  • Select Banking
  • Select Direct Deposit Log

From there select 

  • Filter report 
  • Check the box that says “use your filter specifications”
  • In field select Direct Deposit No.
  • In matching criteria select Starts with 
  • Enter the Value Bean 
  • From there click save template and select a name 
  • Click OK

This will then show you the following report

GL Detail: 

You can also run a full GL Detail report and filter by source code. 

Go to Reports → General → All 

  • Filter report 
  • Check the box that says “use your filter specifications”
  • In field select source
  • In matching criteria select Starts with 
  • Enter the Value Bean 
  • From there click save template and select a name 
  • Click OK 
  • This will display both sides of the “Beanpay” 1

SageAPA:

Open the payments module, in progress tab, and confirm all payments created with today’s date have the same total (found in the lower right corner of the In-Progress tab) as the report you just ran out of Sage 50. 

SET THE OWNER OF THE PAYMENTS

  • Select all the payments in the In-Progress tab
  • Select Actions → Change Owner from the dropdown
  • Your name should appear as the first name in the list. Confirm and press “Change”

SUBMITTING PAYMENTS FOR APPROVAL

If you don’t need to make any changes to the payments (like add a memo or an auto-release date), you can select the payments again and click Actions → Submit for approval. This will send the payments off to the approvers.

RELEASE THE PAYMENTS AND MOVE TO ARCHIVED WHEN FINISHED

Once the payments are approved you select the payments you want to release (so the money begins to move). Within 2-4 business days, the funds have transferred. When the transaction is finished the payment will change from the status RL to PD, your final step is to then select those payments and press the “Archive” button to move them from the Paid tab to the archived tab.

PAYMENTS TO VENDORS DIRECTLY THROUGH SAGE 50

Any payments you make directly in Sage 50 simply need to be synced over to SageAPA using the sync button on the sync tool.

Because these vendors have not been marked as Bean Vendors in Sage 50 (in the vendor area), then SageAPA will simply attach the payment details to these invoices so you can report on them. These payments will not appear in the Payments module as the vendor is not onboarded for Bean Payments in either Sage 50 or SageAPA.

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