Beanworks payments module can be used for paying vendor invoices and reimbursing employee expenses. This allows the accounting team to select the invoices and expenses they want to pay and submit the payments for approval. To learn more about payments and pricing please email beanpay@beanworks.com or reach out to your customer success manager.
If you are using our payments module, please read below on how to enable vendors.
PRE-REQUISITE
Payments are created in Sage 50 CA.
Payment information is synced into Sage APA from Sage 50 CA.
VENDOR ONBOARDING
ENABLE VENDORS IN SAGE 50 CA
In order to pay invoices of certain vendors in SageAPA, the vendors need to be setup in Sage 50 CA. Please follow the steps below to complete the setup.
STEP 1: Setting up additional information field for the vendor
Go to Setup →Settings→Vendor→Names and enter the word “Beanpay” in Field 5.
This step is mandatory so that you don't have to remember which vendor gets payed through SageAPA and which vendors you like to continue paying through Sage 50 CA.
STEP 2: Setting up vendor in Sage 50 CA
Please make the following changes on the vendor card:
Select Vendors & Purchase from the side panel
Select Vendor and select modify Vendor
A screen will pop-up that will allow you to select the vendor
Go to additional fields on the navigation pane
Enter “Bean” or “Beanpay” in field 5 (either will work)
Make sure to select the check box to display the information when vendor is selected in a transaction
7. Set the vendor with false/dummy Direct Deposit information.
The banking details are needed so that the direct deposit payment method option can be selected in a later step. Please note this information is not stored in SageAPA.
First, go to the Vendor Card, Options to confirm your Default Payment Method (Pay Later, Check, Direct Deposit, etc.)
Click on the Direct Deposit Tab
Check “allow direct deposits for this vendor”
Enter the Branch Number as: 12345
Enter the Institution Number as: 123
Enter the Account Number as: 12345
Press Save and Close
Go 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.)***
ENABLE VENDORS IN SAGEAPA
In order to pay vendors through Sage APA, they need to be on-boarded for at least one payment method. Read here to learn more about how to enable different payment methods for a vendor.
CREATE PAYMENTS IN SAGE 50 CA
Select the vendors you want to pay and if the vendor is marked a BeanPay vendor, a confirmation pop up will appear.
Select the vendor’s invoices you want to pay and choose the payment method Direct Deposit. Enter a direct deposit number you would like to use (ideally that starts with the word Bean), the remittance amount, date, etc. and click 'Process'.
Sync the payment information into Sage APA by opening the sync tool and clicking on sync.
We recommend that you confirm the dollar amount of payments you selected and synced into SageAPA.
In Sage 50 CA you can generate a report for the payments you have synced
Go to Reports
Select Banking
Select Direct Deposit Log
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
Additionally, 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
In SageAPA:
In the InProgress tab, add a payment filter for created date, select today's date and click on Search.
Please note, payments you do not pay thought our payments module, are available in the payments module as imported payments under the report tab.