Day 0, Monday: The funding account batch closes in Invoice Payment Manager.
Day 1, Tuesday:
- The check file is sent to the check printing partner.
- Checks and envelopes are printed and mailed to vendors.
Day 2, Wednesday: Payment demand shows as Paid in the Invoice Payment Manager.
Day 3–5, Thursday - Monday: The vendor receives the check by way of 1st Class Mail.
Reviewing the Check Payments Timeline
Objective
After completing this lesson, you will be able to discuss the timeline for the check payments process.
Check Payments Timeline
Check Payments Timeline Example
- Day 0 - Close Day: Check Batch is closed.
- Day 1 - Send Day: Checks are printed and mailed to the vendors. This day is also the date on the check.
- Day 2 - Status: The payment status is Paid.
- Day 3–5 - Payment Date: This date is the estimated date when the vendor receives the check based on the postal system.
Send Vendor Payment E-mail Notifications for Check
Once a check is printed and delivered, the vendor receives an e-mail with the remittance information (partial and full payments). To receive this notification, the Send vendor payment e-mail notifications for Check option must be enabled in the Invoice Settings. The check number is included in the e-mail received.
The notes to the vendor are included in the remittance advice of the check. The Notes field has a 500-character limit.
Scenarios Requiring Check Reissue
In situations where the vendor reports nonreceipt of the check, such as if it was lost in the mail, you have two options within the SAP Concur system:
Void the check and request a new issuance.
You can void the original check within the SAP Concur system and request the issuance of a new check to replace the lost one. This ensures that the vendor receives payment promptly and accurately.Mark the payment as Client Pay.
Alternatively, you can mark the payment as Client Pay within the SAP Concur system. This option allows you to handle the payment outside the Concur Invoice process, facilitating alternative payment arrangements directly with the vendor.
Apply Credit Memos
Invoice credits for check payments are managed through the Invoice Payment Manager feature, which requires configuration for each funding account. Within the Funding Account page, enable the Apply Credit Memos option. This feature allows for seamless application of credit memos to invoices, streamlining payment processes. The Apply Credit Memos feature is optional and can be disabled anytime.
Once enabled, the credits can be applied automatically to invoice payments, allowing customers to use their existing credits seamlessly. This feature streamlines the payment process by automatically deducting available credits from the invoice total, facilitating efficient use of existing credits without manual intervention.
- If the invoice payment exceeds the credit memo amount, the Invoice Payment Manager sends the vendor a payment for the difference.
- If the invoice payment amount is less than the amount of the credit memo, the Invoice Payment Manager records the credit balance for use on a future payment to the vendor.
Note
The date for payment with an applied credit memo cannot be changed because the memos are not directly associated with a specific payment date. Payments are triggered automatically when the payment amount exceeds the value of the credit memo.
Note
- For the credit memo to apply, it must be created before the positive invoice.
- Only one credit memo is applied per invoice; the oldest is used first.
- The vendor code and address code must match the credit memo and invoice for the credit memo to apply.
Next, we learn about helpful tips and recommendations for setting up the configuration of the checks and using the Check Payments service.
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