Defining Roles and Glossary of Terms

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

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 the need.

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.

How to Assign these Roles?

1. Go to Administration → Expense & Invoice Settings → User Accounts. Choose Edit.
2. Select a user.
3. Choose the Invoice tab.
4. Select the Is Invoice Payment Manager? role checkbox under the Administer section.
5. Repeat steps 2 - 4 for the Is Payment Release Manager? role (under the Approve section) and for the Is Invoice Vendor Manager? role (under the Administer section).
6. Select Save to complete the changes.

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

In the following section, you will learn about each term.

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

Funding Bank Account Confirmation

Process where the funding bank account is validated by Invoice Pay.

Funding Date

The date on which the payment batch will be 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 the initiation of funding invoice to actual payment.

Payment Demand

A collection of invoices to the same supplier.

Payment Method

Manner in which funds will be provided to the vendor.

Payment Provider

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, 90).

Supplier/Vendor

Party providing goods or services to the customer.

Vendor Import

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

Voucher (Card)

A customer credit card is provided to a vendor who, in turn, 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.