Payment Services Frequently Asked Questions (FAQ) / Troubleshooting Guide

To learn about the required fields, as well as the recommended and optional information, review this table. Then, add the values in the order listed.

Important: If you post a Cash Disbursement with the Type set to "Payment Services for a Vendor who is not yet enabled for Payment Services, Edenred will still attempt to pay this Vendor. If there is a Billing Address, they will mail a check to the Vendor. 

The Payment Services Enrollment Status field is used by Edenred to track if the Vendor will accept virtual card payments. This status does not indicate that the Vendor is ready to pay. See the question directly above this one for more information. Once  your Vendors are enrolled, this field can be removed from the page layout.

1. Add the new bank account record.
   
   
2. Once this is complete AND once all Payment Services Cash Disbursements using the prior bank account have completed processing (have the "Reconcile complete" status), let us know that you are ready for Edenred to switch your bank account.
   
   Note: Accounting Seed will create a ticket for Edenred to switch your bank account. We will contact you to let you know when this process is completed.
   
   
3. Map the GL Account to the new Bank Account record. 
   
   
   1. Navigate to Accounting Home and click the Setup tab. Then, under the Ledger menu, click General Ledger Accounts.
   2. Select a list view (other than the Recently Viewed list view).
   3. Select the associated bank GL Account Name. Then, click Edit.
   4. From the Bank Account field, search for and select the Bank Account name that was created in the steps above.
   5. Click Save.
      
      
4. Ensure that this GL Account is set as the Default Bank Account for Cash Disbursements. 
   
   
   1. Navigate to Accounting Home and click the Setup tab. Then, under the Ledger menu, click Ledgers.
   2. Select a list view (other than the Recently Viewed list view).
   3. Click the Ledger that this bank account is associated with. Then, edit the Default Bank Account field.
   4. Search for and select the bank GL Account that was set up earlier as the Default Bank Account.
   5. Click Save.
      
      
5. Finally, delete the old Bank Account record.

Vendors can be paid using one of the following payment methods:

• ACH
• Check
• Virtual Card

Edenred conducts a penny test/verification to determine if they can pay the Vendor (on your behalf) by ACH. To do this, they will try to deposit one cent into the selected Vendor’s bank account.  

If the test passes, the Verification Status on the payment method is automatically set to Active. If this test fails, the Verification status is set to Inactive.

The penny test can take between 3-5 business days.

When you add ACH information for a Vendor, set the Payment Services Type to ACH and enable them for Payment Services, the system immediately:

1. Sets the Payment Services Type on the Vendor to Check. This is so that if you need to pay the Vendor, Edenred can issue them a check while the penny test is in progress.
2. Sets the Verification Status on the payment method to Pending.
3. Initiates the penny test.

Note: Once the penny test completes successfully, the Payment Services Type on the Vendor is set to ACH and the Verification Status on the payment method is set to Active.

Your Vendor is ready to be paid by ACH via Payment Services, if the: 

• Payment Services Type is ACH on the Vendor record.
• Verification Status is Active on the associated payment method. 

Best Practice: If the penny test is in progress on the existing payment method, then allow it to be completed prior to changing the account or routing number. You will be able to see that the Verification Status is either “ACTIVE “or “INACTIVE.”

1. Access the Vendor (Account record), and set the Payment Services Type to Check.
   Note: If you do not have a tab for this object, your system administrator can create a custom tab for payment methods.
2. Select a list view (other than the Recently Viewed list view).
3. From the list view, locate the specific payment method that you want to edit. Then, edit the Account and Routing number, as necessary on the related AP payment method. 
4. Enter the Expiration Month and Expiration Year.
5. Click Save. 
6. Navigate to the Vendor, and update the Payment Services Type to ACH. 

Note: This should kick off a new penny test with the updated information. The Vendor will be ready to pay when Edenred updates the Verification Status on the payment method to Active.

1. Access the Vendor (Account record), and set the Payment Services Type to Check.
   Note: If you do not have a tab for this object, your system administrator can create a custom tab for payment methods.
2. Select a list view (other than the Recently Viewed list view).
3. From the list view, locate the specific payment method that you want to edit.
4. From the right side of the list view, click the Actions drop-down list, and select Edit.
5. On the AP Payment Method, select the Default checkbox.
6. Click Save.
7. Navigate to the Vendor, and update the Payment Services Type to ACH. 

Note: This should kick off a new penny test with the updated information. The Vendor will be ready to pay when Edenred updates the Verification Status on the payment method to Active.

1. Access the Vendor (Account record), and set the Payment Services Type to Check.
   Note: If you do not have a tab for this object, your system administrator can create a custom tab for payment methods.
2. Select a list view (other than the Recently Viewed list view).
3. From the list view, locate the specific Payment Method that you want to delete.
4. From the right side of the list view, click the Actions drop-down list, and select Delete.
5. Click Save.

When a Vendor is paid by Virtual card, the system creates a payment method record for the amount of the payment once the payment has completed the FBO (for benefit of) hold. The Payment Method Type on the record is Virtual Card, and you can
see the Available Balance and Current Balance fields. The Current Balance shows the amount of the payment. Once the Vendor processes the Virtual Card, the Available Balance is set to 0.00. This allows you to track if a Vendor has not yet processed a payment.

Typically, checks are usually mailed in 1-2 day. Then, factor in the amount of time USPS takes to deliver the check. ACH, using the FBO model can take 3 days in FBO plus 3-5 days to process the payment. Virtual Cards can take 3 days in FBO, plus 1-2 days to send the payment.

1. Unpost the Cash Disbursement.  
   Note: If the Source on the Cash Disbursement is Manual, you might need to unapply the Cash Disbursement first, and then unpost it.  
2. Set the Type field to Payment Services.
3. Review the Cash Disbursement for any additional changes that need to be made.
4. When you are ready, post the Cash Disbursement. 
   Note: If the Source on the Cash Disbursement is Manual, you will need to re-apply the Cash Disbursement first, and then post it.  

When you post a Cash Disbursement with the Type set to Payment Services, the payment information is sent to Edenred for processing. Edenred sends back a Payment Services ID and a Payment Services Status (other than Pending). These two indicate that the payment has gone through for processing. As the payment goes through its lifecycle, the Payment Services Status is updated.

A full list of statuses can be found here.

No. If you set the Disbursement Date to a future date, then Edenred will begin processing the payment on that date. The payment will take the usual time from that date.

Yes. You can populate the Alternate Payee Name on a Cash Disbursement. If there is a value in this field when you post the Cash Disbursement, Accounting Seed sends this as the Vendor name rather than the actual Vendor’s name.  If the payment was a Check, then the name in the Alternate Payee Name is set on the Payee field of the check.

You can use the Memo field on the Cash Disbursement. Enter a brief memo, and this will be printed on the check that is mailed to your Vendor.

When using Edenred Payment Services, the check number is populated in the Payment Services Reference field. However, if you print a check in house, the check number is populated in the Check Number field. For the Positive Pay report, we need to bring the data in these two fields together.

You can create a custom field on the Cash Disbursement object, something like “Unified Check Number” and then write a flow to populate this field as follows:

IF the Cash Disbursement “Type” = Payment Services AND the Payment Services Type = Check, then “Unified Check Number” = “Payment Services Reference”

ELSE, if the Cash Disbursement “Type” is equal to Check, “Unified Check Number” = “Check Number”

Once you populate this custom field, you can configure your Positive Pay report to display this custom field rather than the Check Number field.

When using Edenred Payment Services, the check number is populated in the Payment Services Reference field.  Edit your Positive Pay report and add the Payment Services Reference field.

A Payment Services Cash Disbursement can be unposted and reposted. However, it is important not to clear the Payment Services Status and Payment Services ID fields if the payment has already been sent to Edenred to process. As long as the Payment Services Status and Payment Services ID fields are populated, the payment information will not be re-sent to Edenred.

You may need to do some preliminary steps to unpost the Cash Disbursement.

Check payment

• If the Source on the Cash Disbursement is Payable, unpost the Cash Disbursement. Then, make the necessary changes, and re-post the record.
• If the Source on the Cash Disbursement is Manual, unapply and unpost the record. Then, make the necessary changes, re-apply the Cash Disbursement, and re-post the record.

ACH or Virtual Card payment

• If the Source on the Cash Disbursement is Payable, note the value in the Bank Disbursement field and clear it. Once this field is cleared, unpost the Cash Disbursement. Then, make the necessary changes, re-post the record, and set the Bank Disbursement value.
• If the Source on the Cash Disbursement is Manual, note the value in the Bank Disbursement field and clear it. once this field is cleared, unapply and unpost the record. Then, make the necessary changes, re-apply the Cash Disbursement, and re-post the record.

Do not unpost the Cash Disbursement. Inform Accounting Seed APA (Accounts Payable Automation) Support and send them the Cash Disbursement number. APA Support will check to determine if the payment request was sent to Edenred.

• If it was sent to Edenred, APA Support may be able to push the updates manually to the Cash Disbursement, after which the updates will occur automatically.
• If it was not sent to Edenred, they will confirm this and ask you to do the following:
  1. Unpost the Cash Disbursement.
  2. Clear the Payment Services Status field, the Last Payment Service Sync Date, and Payment Services Reference field.
  3. Finally, re-post the Cash Disbursement.

The Payment Status field gets set to Paid once the Payment Services Status has been updated by Edenred to Reconcile_Complete. Sometimes, an Edenred update to your org may have been interrupted for some reason. Create a ticket for Accounting Seed APA Support with the Cash Disbursement number to verify if the payment(s) did complete successfully.  APA Support can also have Edenred resend the update, if necessary.

Normally, failed payments are updated with the Payment Services Status as one of the following:

• Needs Attention
• Declined
• Failed

We recommend setting up a flow to email you about this and other failure statuses. If you would like to set this up, contact Accounting Seed APA Support for detailed steps.   

The steps to take depend upon whether or not the funds for the payment you want to cancel have already left your bank.

Scenario 1: Funds have left your bank 

Notify Accounting Seed APA Support immediately so they can check if the payment is being held for funding (in your FBO/for benefit of account).

• If it is held for funding in FBO, Accounting Seed APA Support will create a ticket for Edenred to cancel and refund the payment, as well as confirm the expected timeframe of the refund.
• If the payment has moved out of FBO, then you will need to make a request of the Vendor to return the funds.

Prerequisites: One-time setup that your Administrator will need to configure:

1. Ensure in Setup | Object Manager | Cash Disbursement | Validation Rules | Cash_Disbursement_must_be_positive is deactivated.
2. In Setup | Object Manager | Cash Disbursement | Page layouts | select the Cash Disbursement page layout being used | Related Lists | Invoices Applied To | click the Wrench icon | click the plus sign (+) that displays to the right of the Buttons section, then select the New checkbox. Click OK, and click Save.

To record this cancelation in Accounting Seed:

1. Do not void the original Cash Disbursement. Since money has moved out of your bank, you will need to match this to its bank transaction and clear it on the bank reconciliation.
2. Record the refund by creating a negative Cash Disbursement.
   Note: You will match this to the refund bank transaction and clear it on your bank reconciliation using the steps below.
   
   1. Clone the Cash Disbursement or create a new one.
   2. For the Amount, enter the same as on the original Cash Disbursement but with a minus sign in front.
   3. Set the same Bank GL Account and Vendor.
   4. Enter a comment in the Description as an audit trail. For example, enter Payment Services – refund of CD-#####.
   5. Save, and then post the Cash Disbursement.
3. Next, to restore the Balance on the Payable so that it can be repaid:
   
   1. On the negative Cash Disbursement, click the Applied To tab, and then from the Invoices Applied To related list, click the New button.
   2. Set the appropriate Accounting Period.
   3. In the Applied Amount field, enter the same Amount from the negative Cash Disbursement with the minus sign. Select the same Payable to which the original Cash Disbursement was applied. Click Save.

The Balance on the Payable should now be restored and can be paid.

Scenario 2: The funds have not left your bank

1. Instruct your bank to stop the payment.
2. Inform Accounting Seed APA Support to cancel the payment in Edenred and provide them with the Payment Services ID and Payment Services Status on the related Cash Disbursement.
3. Void the Cash Disbursement.

The Balance on the Payable should now be restored and can be paid.

Follow the steps below to cancel a Check payment to a Vendor.

1. Instruct your bank not to honor the check if it is deposited.
2. Let your Vendor know that they should not deposit the check.
3. Void the Cash Disbursement.

The Balance on the Payable should now be restored and can be paid.

If you need to cancel a Virtual Card payment to a Vendor, first check if the funds have left your bank.

Scenario 1: Funds have left your bank

Notify Accounting Seed APA Support immediately so they can check to determine if the payment is being held for funding (in your FBO/for benefit of account).  

If the payment is held for funding in FBO: Accounting Seed APA Support will create a ticket for Edenred to cancel the payment and process the refund. They will confirm the expected timeframe of the refund. To record the cancelation in Accounting Seed, follow the steps below.

1. Since money has moved out of your bank, do not void the original Cash Disbursement.  
   Note: On the Bank Reconciliation, you will match/clear this or its Bank Disbursement to the bank transaction that paid this out. 
2. Setup prerequisites that your Administrator will need to configure:
   
   1. Ensure in Setup | Object Manager | Cash Disbursement | Validation Rules | Cash_Disbursement_must_be_positive is deactivated.
   2. In Setup | Object Manager | Cash Disbursement | Page layouts | select the appropriate Cash Disbursement page layout | Related Lists | Invoices Applied To | click the Wrench icon | click the plus sign (+) that displays to the right of the Buttons section, then select the New checkbox. Click OK, and click Save.
3. Create a negative Cash Disbursement to record the refund.
   Note: On the Bank Reconciliation, you will match/clear this to the refund bank transaction.
   
   1. Clone the Cash Disbursement or create a new one.
   2. For the Amount, enter the same as on the original Cash Disbursement but with a minus sign.
   3. Set the same Bank GL Account and Vendor.
   4. Enter a comment in the Description as an audit trail. For example, enter Payment Services – refund of CD-#####.
   5. Save, and then post the Cash Disbursement.
4. Next, to restore the Balance on the Payable so it can be repaid:
   
   1. On the negative Cash Disbursement, click the Applied To tab, and then from the Invoices Applied To related list, click the New button.
   2. Enter today’s date as the Applied Date and set the appropriate Accounting Period.
   3. In the Applied Amount field, enter the same Amount from the negative Cash Disbursement with the minus sign.  Select the same Payable to which the original Cash Disbursement was applied.  Click Save.

The Balance on the Payable should now be restored and can be paid.

If the payment has passed the FBO stage:

On the Cash Disbursement, from the Payment Method field, click the hyperlink to access the Payment Method, and check the Available Balance field.

• If the Available Balance is the same as the Current Balance (that is, the Vendor has not used the card) you can issue a Block and Return of funds. The Block and Return will:
  • Automatically cancel the Virtual Card and return the funds to your bank account.
  • Create the negative Cash Disbursement and application so that the Balance on the Payable is restored and can be paid again.
    Important: Ensure in Setup | Object Manager | Cash Disbursement | Validation Rules | Cash_Disbursement_must_be_positive is deactivated.
• If the Available Balance shows 0.00, this means that the Vendor has redeemed the payment, so no further action is required. 

Scenario 2: The funds have not left your bank

1. Inform Accounting Seed APA Support to cancel the payment in Edenred and provide them with the Payment Services ID and Payment Services Status on the related Cash Disbursement.
2. To record this cancelation in Accounting Seed, unpost the Cash Disbursement, clear the Payment Services Status and Payment Services ID fields, and thank click Save. Change the Type to Check and click Save. Re-post the Cash Disbursement. Void the Cash Disbursement.

The Balance on the Payable should now be restored and can be paid.