Setting Up the Check Payments Configuration

To prepare for the check configuration, you must gather these items:

Banking information

• Bank Name
• Routing Number (U.S. bank accounts)
• Account Number
• Branch Code (CA bank accounts)
• Institution Number (CA bank accounts)
• Bank Address
• Starting Check Number
• Customer Contact Information (name, e-mail, phone)

Image of voided check or a MICR spec sheet

Use one of the following:

• An image of a company check, clearly voided and unusable.
• The MICR spec sheet instead of the voided check to let the check partner know how to position the MICR line on the check.

Image of company logo

• Image format: pdf, tiff, or png
• Scan resolution: 600 x 600 dpi
• Color: black and white
• Size: maximum width of 2" and a maximum height of 3/4" (1200W x 450H Pixels)

  If your company doesn't want its logo on the check, upload an image that states NO LOGO instead of a blank image.

Image of authorized signature(s)

One or more signatures can appear on each check. First, download the template from the Check Configuration setup. Then, make sure the signatures are bold enough for printing.

Follow these steps to set up the check configuration:

1. Go to Invoice → Payments → Payment Manager.
   • Under Configuration, select Check Configuration. The Check Configuration List page appears.
   • Select the Add Check Configuration button. The Check Configuration window appears.
   
2. Complete and save the account information.
   • On the Check Configuration window, complete the fields on the Account tab.
   • Select Save to save this information. The Check tab becomes available.
   

   The table below outlines and explain the fields that are numbered in the screenshot above.

   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 will close and not accept any more payment demands. (Required)
   3	Cash Account	This accounting code will appear in the Invoice Standard Accounting Extract (SAE) Cash Account Code field for payments made with this funding account.
   4	Liability Account	This accounting code will appear 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
   11	Primary Contact Information	This is the Name, Email, and Phone of the employee who SAP Concur should contact for any banking or funding issues. (Required)
   12	Active	This is the status of the funding account. Choose from: Yes No
   13	Apply Credit Memos	Choose from: Yes No
   14	Apply to Groups	These are the groups that will draw from this funding account. You can select more than one.

3. Complete and save the check fields.
   • Populate the Company Return Address fields and add security language to be printed on the check (if needed).
   • Select Save. The Images section becomes available.
   

   The table below outlines and explain the fields that are numbered in the screenshot above.

   Index #	Field Name	Description
   1	Company Name	This is the name of the company (auto-populated 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 in which the company resides. (Required)
   6	Void	This text instructs the payee when the check should be 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.
   • Browse and upload images of the voided check, company logo, and signatures.
   • Select Close if changes to the default Batch Settings are not required.
   • Select the Batch Settings tab to make changes to the default Batch Settings.
   

   The table below outlines and explain the fields that are numbered in the screenshot above.

   Index #	Field Name	Description
   1	Voided Check	This is the image of the voided check. 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.
   • 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.
   • Use 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. The Close Time is configured in the Account tab.
   • It can also be set that an additional user's approval is required before releasing a batch for payment. To configure this task, enable the checkbox Require Batches to be Released. This user must have the Invoice Payment Manager and Payment Release Manager roles.
   • Select Save to complete the changes.
   

   The table below outlines and explain the fields that are numbered in the screenshot above.

   Index #	Field Name	Description
   1	Frequency - Daily	This is the default frequency set for batches to close and to be sent to the payment provider (every day).
   2	Frequency - Weekly	This is an alternate option to set for batches to close and be sent to the payment provider for select days of the week. Once Weekly is enabled, select the checkboxes for the day(s) of the week batches will be created and scheduled.
   3	Require Batches to be Released (Optional)	If this checkbox is selected (enabled) and once the close time and date pass, batches display on the Monitor Payments → Payment Batch List page with a Pending Release status. A user assigned the Invoice Payment Manager and Payment Release Manager roles can approve and release a batch for payment. Best practice is to have at least two users assigned to approve batches - one primary and one backup user.

6. Approve a sample check.
   • Select View Sample Check to preview the sample check requiring your approval. Select the Approve button to approve the check template. An e-mail is sent to the check partner to promote the test configuration to production.
   

   The table below outlines and explain the fields that are numbered in the screenshot above.

   Index #	Field Name	Description
   1	View Sample Check	Select this button to view the sample check. These options are available: Approve it and move the check status to Pending Confirmation. Make changes to the template and restart the sample check creation process.
   2	Refresh Sample Check	Use this option if you need to view the most current version of the sample check.
   3	Approve	Use this option to approve the sample check.
   4	Status	Once you have uploaded the check configuration in Step 3, the check status is Pending Sample Check. If the configuration is re-saved 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.

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 toYes.
4. Select Save, and then select Close to close the window.

To deactivate a check configuration, follow the same steps and change the Active field to No.

To pay vendors by check, their Concur profile must have an address in the same country from which the check configuration invoices are paid.

Set Check as the default Pay Method Type field in the vendor profile, and the invoices created for the vendor will be paid by check. Update the Concur vendor profile manually on the Manage Vendors page by importing a file or API.

Now that you've learned how to set up the check configuration, we'll move on and review the check payment timeline.