EFT Payment Notification

The EFT Payment Notification option will send the appropriate forms of notification to the vendors that were paid by EFT. This program will read the EFT file for any payments that have not been sent notification for the APR number(s) selected.

The vendors will receive the type of notification specified on the vendor file (Mail, Fax or E-mail). Each type of notification must be processed separately.

The system defined 'A/P' Contact Category, from the vendor file, will supply the fax number or email address to use for the notification. If this contact category does not contain a fax number or email address, the 'Default' Contact Category will be used. 

NOTE: If a vendor has the incorrect type of notification setup, modify the vendor record in vendor file changes, rerun this process and the vendor will show up under the new notification method.

This module provides the ability to recreate payment notification records for all or specific vendors and notification types.

Select APR Number(s)

Double click on a single row to continue processing, or click a row and then click the Select button to choose multiple rows.

The APR numbers selected, the Notification Type (i.e. email, fax, mail), the vendor and the invoice amount will be displayed.

Send

• Send Notification 
  
  

Cancel

• Cancel, the payment notifications will not be sent.

Deselect All/Select All

Place your cursor on a vendor to de-select and click Deselect All. All payments for that vendor will be deselected and no payment notification sent.

To reset vendors back to a selected state, click Select they can be used to remove or include (if Deselect All feature is selected first) only specific vendors when a reprint is necessary.

MAIL Notification

This type of notification creates two reports: One is for your records and lists the vendors who received notification (.LST file). The second is a printout to send to vendor detailing the payments that have been made (.MAIL).

NOTE: The printout sent to vendors has a pre-defined format for this release and both the report and payment information is sent to the same printer specified at run time. The vendor payment information has a pre-defined page format of 8½ X 11. 

Enhanced Email

The email notification is sent as an attachment. The email message and attachment are user defined and controlled by the 'Global Email Profile'.If this report is not sent directly to a printer, vendor payment details can be found under the Report Viewer.

NOTE: Email and Fax notification use the same format except for the extension. Email uses the .EMAIL extension and fax uses a .FAX extension.

Email Notification

This type of notification uses the EMAIL address field in the vendor file to send information to your vendors regarding payments transferred to them by EFT.

This process creates reports and sends e-mail to the vendors selected by this process. Vendors that could not be sent e-mail because of addresses that are not formatted correctly will be listed in the report. Correct the address information in vendor changes and resubmit the mail using this module.

The from email address will be defined in Global Email Profile

Fax Notification

This type of notification requires that the symbol TSC$FAX_QUEUE be defined in the print device profile. This option has been designed to work with the Omtool fax software. We can modify this feature to work with the fax software you might be currently using. Contact our office for more information.

When this option is selected, all fax jobs are submitted to the queue and processed in sequential order.

If 10-digit dialing is a requirement and/or the telephone number profileis being used, the conditions below describe how the numbers need to be faxed or dialed.

NOTE: The systems determine local/long distance calling based on the following conditions:

10-digit dialing is not required, and the telephone number profile is not being used.

Local numbers MUST be entered in the vendor file WITHOUT an area code.

Vendor file:    826-1234 (local number)

Dialed as:      826-1234

Long distance numbers entered in the vendor file WITH the area codes. The faxing option will add '1' to the front of this number.)

Vendor file:    604-826-1234 (long distance number)

Dialed as:      1-604-826-1234

10-digit dialing is not required, and the telephone number profile IS being used.

Numbers can be added in the vendor file with/without the area code for local numbers. It is important that if local numbers are entered in the vendor file with an area code, the area code and prefix MUST BE entered in the local table in the telephone number profile. If not, the numbers will be dialed as long distance.

Ex.               604-826-1234 (local number, area code, prefix in local table)

Dialed as:      826-1234

If the area code is not entered for a number, the default area code from telephone number profile will be added to the prefix. If this combination is NOT found in the long distance table, the number will de dialed without '1' or the area code.

Vendor file:    826-1234 (local number)

Dialed as:      826-1234

If the number is long distance, it must be entered in the vendor file with the area code. The telephone number profile will check to ensure that the area code and prefix combination are included in the long distance table. If they are not, the user will receive a warning, but faxes will still be sent with a '1' added to the front of these numbers. If the combination exists in the long distance table, the faxes will also be sent with '1' in front of these numbers.

Vendor file:    604-826-1234 (long distance number)

Dialed as:      1-604-826-1234

(If the area code is not entered for a long distance number, the default area code from the telephone profile will be added to the prefix. If this is found in the long distance table, it will be dialed with 1 plus the area code.

If 10-digit dialing is REQUIRED, the telephone number profile IS required.

All numbers in the vendor file must be added with an area code. Warnings will display if they are not entered in the correct format.

Vendor file:    604-826-1234 (local number and prefix in local table)

604-599-1234 (long distance number with area code and prefix in long distance table)

604-999-9999 (not listed in telephone profile tables)

If the number is listed in the local table, the fax will be sent without '1' added to the front of the number.

Dialed as:      604-826-1234

If the number is listed in the long distance table, the fax will be sent with '1' added to the front of the number.

Dialed as:      1-604-599-1234

If the number does not exist in either table, the system will default to long distance adding '1' to the front of the number.

Dialed as:      1-604-999-9999

If the number is dialed without an area code, it will not be able to be sent.

Retrieve EFT Bank File

This is a new function to retrieve the EFT Bank File to your workstation without using FTP.

Select the EFT Bank file from the listing and click on the 'Retrieve' icon.  A File Download window will open where the file can either be opened or saved and uploaded to the bank in the usual manner.

This process eliminates the need to use an FTP program to transfer the file.