Setting Up the Check Payments Configuration

To set up the Check Configuration, follow these steps:

1. Go to Invoice → Payments → Payment Manager.

   1. Under Configuration, choose Check Configuration. The Check Configuration List page appears.

   2. Choose Add Configuration. The Check Configuration window appears.

   

2. Complete and save the account information.

   1. On the Check Configuration window, complete the fields on the Account tab.

   2. To save this information, choose Save. The Check tab becomes available.

   

   Index #	Field Name	Description
   1	Account Name	This is the name on the account. (Required)
   2	Close Time	This is when batches using this funding account closes and not accept any more payment demands. (Required)
   3	Cash Account	This accounting code appears in the Invoice Standard Accounting Extract (SAE) Cash Account Code field for payments made with this funding account.
   4	Liability Account	This accounting code appears in the Invoice SAE Liability Account Code field for payments made with this funding.
   5	Bank Name	This is the name of the bank that services this account. (Required)
   6	Currency	Choose from: USD (United States Dollars) CAD (Canadian Dollars)
   7	Routing Number	This is the identification number for the bank. (Required)
   8	Account Number	This is the number of the funding account. (Required)
   9	Next Check Number	This is the number assigned to the next check to be issued. (Required)
   10	Bank Address	This is the address of the funding account: Address 1 City State Zip Country/Region (Required)
   11	Primary Contact Information	This is the name, e-mail, and phone of the employee who SAP Concur must contact for any banking or funding issues. (Required)
   12	Active	This is the status of the funding account. Choose from: Yes No (Required)
   13	Apply Credit Memos	Choose from: Yes No (Required)
   14	Apply to Groups	These are the groups that draw from this funding account. You can select more than one.

3. Complete and save the check fields.

   1. Populate the Company Return Address fields and add security language to be printed on the check (if needed).

   2. Choose Save. The Images section becomes available.

   

   Index #	Field Name	Description
   1	Company Name	This is the name of the company (autopopulated by the system). Truncated to the first 50 characters on the printed check. (Required)
   2	Address 1	The address of the company. (Required)
   3	Address 2	The secondary address of the company.
   4	City, State, Zip	The city, state, and ZIP code in which the company resides. (Required)
   5	Country/Region	The country/region in which the company resides. (Required)
   6	Void	The text that instructs the payee when the check is considered void and no longer valid.
   7	Security	This text instructs the payee about any relevant security measures in place, such as positive pay usage.

4. Upload check images.

   1. Browse and upload images of the voided check, company logo, and signatures.

   2. If changes to the default Batch Settings are not required, choose Close.

   3. To change the default Batch Settings, choose the Batch Settings tab.

   

   Index #	Field Name	Description
   1	Voided Check	This is the image of the voided check. Browse and upload the image using any supported format, such as pdf, tiff, or png.
   2	Company Logo	This is the company logo.
   3	Signatures	This is one or more images of authorized signatures.

5. Complete and save Batch Settings.

   1. The Payment Release Management features are configured on the Batch Settings tab. These features increase control of business-to-business (B2B) vendor payments processed through Invoice Pay for better cash flow management.

   2. Use the Batch Settings to control when, and how frequently, payment batches for approved invoices are released to the check payment provider to issue check payments to vendors. Close Time is configured in the Account tab.

   3. Also, it can be set so that an additional user's approval is required before releasing a batch for payment. To configure this task, select the checkbox Require Batches to be Released. Also, this user must have the Invoice Payment Manager and Payment Release Manager roles.

   4. To complete the changes, choose Save.

   

6. Approve a sample check.

   1. To preview the sample check requiring your approval, choose View Sample Check.

   2. To approve the check template, choose Approve. An e-mail is sent to the check partner to promote the test configuration to production.

   

   Index #	Field Name	Description
   1	View Sample Check	Select this button to view the sample check. You have these options: Approve it and move the check status to Pending Confirmation. Change the template and restart the sample check creation process.
   2	Refresh Sample Check	Use this option to view the most current version of the sample check.
   3	Approve	The sample check is approved.
   4	Status	Once you have uploaded the Check Configuration in Step 3, the check status is Pending Sample Check. If the configuration is resaved at any time before the sample check is rendered, the status changes to Pending Approval. Once you select the Approve button, the status changes to Pending Confirmation. Once the check partner promotes the test configuration to production, the status changes to Confirmed. Now, you can process invoices for check payments.

   Note

   The check template is standardized for all customers and cannot be customized. The template includes the SAP Concur logo which cannot be removed.

Check configurations must have the Confirmed status and be active for payments of approved invoices being paid by check to be batched and sent to vendors.

1. To Activate a Check Configuration

   1. Go to Payment Manager → Configuration → Check Configuration. The Check Configuration List page appears.

   2. Select the check configuration you need to activate. Under Actions, select Open Check Configuration. The Check Configuration window appears.

   3. Scroll to the bottom of the Account tab and change the Active field to Yes.

   4. Choose Save.

   5. To close the window, choose Close.

2. To deactivate a check configuration, follow the steps in Step 1 and change the Active field to No.

   
   Caution

   If a check configuration is deactivated and has open batches, the batches close, but the payments are not sent to the check payment provider to be processed.

3. Updating Vendors for Check Payments. To pay vendors by check, their Concur profile must have an address in the same country/region from which the check configuration invoices are paid.

   1. Set Check as the default Pay Method Type field in the vendor profile and the invoices created for the vendor are paid by check.

   2. Update the Concur vendor profile manually on the Manage Vendors page by importing a file or API.