Reviewing the Check Payments Timeline

Check Payment Timeline and Corresponding Dates in the Payment Manager Tool

A person scanning a check using a smartphone.

Day 0
- Monday
  The funding account batch closes in Invoice Payment Manager.
Day 1
- Tuesday
  Check file is sent to 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.

Example of a Check Payment Timeline and Corresponding Dates in Payment Manager

Day 0 - Close Day: Check Batch is closed.
Day 1 - Send Day: Checks are printed and mailed to vendor(s). This is also the date on the check.
Day 2 - Status: The payment status is Paid.
Day 3-5 - Payment Date: This is the estimated date when the vendor will receive the check based on the postal system.

Payment Demand List page is displayed. It highlights a check sent to a vendor, its status, issued date, payment date, batch ID close, and send date.

Send Vendor Payment E-mail Notifications for Check

After a check is printed and mailed, the vendor will receive an e-mail containing remittance information for both partial and full payments. To ensure receipt of this notification, the Send vendor payment e-mail notifications for Check option must be activated in the Invoice Settings. The e-mail received by the vendor will include the check number.

Additionally, any notes to the vendor will be incorporated into the remittance advice of the check. The Notes field has a 500-character limit.

An example of an e-mail notification as received by the vendor.

Scenarios Requiring Check Reissue

In situations where the vendor reports non-receipt 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 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.

A person scanning a check with a smartphone.

Applying 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 the 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 utilize 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 will send 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 will record the credit balance for use on a future payment to the vendor.

An example of the e-mail notification received by 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.

Caution

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'll learn about helpful tips and recommendations for setting up the configuration of the checks and using the Check Payments service.