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Defining Roles and Glossary of Terms

Objectives

After completing this lesson, you will be able to:

Understand the roles to access and manage the Invoice Payment Manager solution.
Explain standard terms used in the Invoice Payment Manager solution.

Access Roles for Invoice Payment Manager Solution

In this section, you learn about the available roles to access and set up the check configuration and Invoice Payment Manager tool.

Role	Description
Invoice Payment Manager	The Invoice Payment Manager role is required to set up and use the Invoice Payment Manager solution. This role can be assigned to one or more Invoice users based on requirements.
Payment Release Manager	An additional user can manually approve and release invoice batches before payments are sent to the check payment provider for processing. This user must have the Payment Release Manager and Invoice Payment Manager roles.
Invoice Vendor Manager	The Invoice Vendor Manager role is responsible for creating and managing vendor profiles for Concur Invoice. This includes updating vendor profiles with a default method type and the information required to process payments by that method.

Role Assignment Path

Select the available roles to be assigned to a user in the Invoice tab of the User Permissions page.

Go to Administration → Company → Company Admin → User Permissions.
Select the Invoice tab.
Select the user who must be assigned the role.
Under the Available Roles, select the Invoice Payment Manager role and choose Add.
Repeat Step 4 for the Payment Release Manager and Invoice Vendor Manager roles.
To complete the changes, choose Save.

Now, you know the roles required to access and set up the check configuration and Invoice Payment Manager tool. Let's review a list of standard terms and definitions for the Invoice Payment Manager solution.

Glossary for the Invoice Payment Manager Solution

Automated Clearing House (ACH)

Automated Clearing House (ACH) is a secure payment transfer system between U.S. financial institutions that acts as the central clearing facility for all nationwide Electronic Fund Transfer (EFT) transactions.

Concur Invoice uses the CTX EDI 820 compliant format for this transaction.

Bank

The institution that provides 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.

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 date is calculated at initial creation from Invoice Date plus Payment Terms and may be overwritten.

Funding Bank Account Confirmation

In this process, Invoice Pay validates the funding bank account.

Funding Date

The date on which the payment batch is funded.

Invoice

A request for payment of goods and services.

On-Demand Import

An import that can be performed from within the 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 Method

The manner in which funds are provided to the vendor.

Payment Provider

A third-party company that facilitates payments to vendors on behalf of customers outside of Concur Invoice.

Payment Terms

The period (in calendar days) allowed for a buyer to pay off the amount due to a vendor, for example, Net 30, 60, or 90.

Supplier/Vendor

Party providing goods or services to the customer.

Vendor Import

Importing supplier banking, address, contact, and other information can be done overnight or on demand, using a data file or directly inputting the information through the user interface.

Voucher (Card)

A customer credit card is provided to a vendor. The vendor is authorized to debit the customer card account on receipt of an e-mail notification (Payment Authorization Voucher) generated by Invoice on behalf of the customer.

Now that you know the basics, let's move on to your tasks to set up the Check Payment configuration.

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