Payment Automation is available to US and Canadian customers. To activate Payment Automation, send an email to licensing@accountingseed.com.

Overview

The information in this article provides an overview of the process for onboarding with Repay for Payment Services when using Accounting Seed's AP Automation process. The steps are listed in the order which must be followed to successfully onboard for the Repay Payment Processor service. All prerequisites and steps must be completed.

In this article:

• Prerequisite: Financial Suite Version Spring '24 or later
• Step 1: Fill out and submit the Repay application form
• Step 2: Remove any debit block on bank account(s)
• Step 3: Permission Updates
• Step 4: Page Layout Updates
• Step 5: Activate Remote Site Settings and Authorize the AS Hub
• Step 6: Post-approval Configurations
• Step 7: Update Vendor Records & Identify initial Vendors 
• Step 8: Begin Live Payments
• Step 9: Setup considerations for Payment Proposals 

Prerequisite: Financial Suite Version Spring '24 or later

You must be using the Financial Suite Spring '24 release version 3.234 or a later release of Accounting Seed. Click here to update your version, if necessary.

Step 1: Fill out and submit the Repay application form

Submit the application

1. Email licensing@accountingseed.com for the Repay application and in your email include:
   1. Full name of the person filling out the application
   2. Their email address (The Repay application link will be emailed to this address)
2. To get the list of documents to include with your application:
   1. Visit https://info.repay.com/bp-knowledgebase
   2. Click Getting Started > then click the question "What information should I have ready to complete the Payment Services Agreement?"
3. Complete and submit your application.

Note: If you have multiple companies, submit only one application to cover all ledgers.

After you submit the application

Approval typically takes 5 business days. Once approved, you'll receive a unique Customer ID (CustID) for each bank account on your application.

Step 2: Remove any debit block on bank account(s)

Debit block: Repay will debit your Bank Account in order to pay your Vendors. Since most banks have debit blocks to prevent unauthorized debits, this will need to be amended for Repay: 

1. Contact your bank to understand how to remove debit blocks, as this can vary across financial institutions.
2. Then, remove the debit block for the following Repay bank ID 2820959731.

 

Step 3: Permission Updates

Part 1: AS Hub Authorization Permission Set and Assignment

 If your org is on Summer '26 Preview release or later:

1. Go to Setup > Permission sets
2. Click Clone next to the "AS Hub Authorization" permission set.
3. Add the System Permissions and the Object/field permissions as listed in the AS Hub Permissions table below.
4. Assign both the permission sets "AS Hub Authorization"and the cloned version to the user who will authorize the AS Hub.

If your org is on a release before Summer '26 Preview:

1. Go to Setup > Permission sets
2. Click the New button, enter the name like "AS Hub - Payment Automation" and then add all the permissions listed in the  AS Hub Permissions table below.
3. Assign this permission set to the user who will authorize the AS Hub.

AS Hub Permissions:

Type	Object	Permissions
Apex Classes		AcctSeed.AccountingSeedHubHelper AcctSeed.AccountingSeedHubService
System Permissions		Click Edit, then find each of the following and select them, then save changes. API Enabled Download AppExchange Packages Approve Uninstalled Connected Apps
Object Settings	Cash Disbursement	Give Edit access to: Payment Services Status Payment Services Status Note
	Ledger	Give Read access to Default AP payment processor
	Payable	Give Edit access to the Default File Id field

Important:

• If using an integration user, you must log out as your username and log in as the integration user to authorize the AS Hub.
• If the org has Configure Price Quote (CPQ), the Hub User requires a CPQ license.

Part 2: Payment Services Permission Set and Assignment

1. Go to Setup > Permission sets
2. Create a custom permission set and enter the name like "AS Payment Services".
3. Click the permission set then add all the permissions listed in the  Payment Services Permissions table below.
4. Assign this permission set to your payment automation users.

Payment Services Permissions:

Type	Object	Classes/Field Permissions to be Added
Apex Classes		Add these apex classes: AcctSeed.APAutomationService AcctSeed.FileManagerController AcctSeed.FilePreviewCarouselController AcctSeed.FilePreviewCarouselFieldOptions AcctSeed.PaymentProposal AcctSeed.PaymentProposalSearchService
Object settings	Payable	Edit access to the Default File Id field
	Cash Disbursement	Read access to the Bank Disbursement field Edit access to the Vendor Payment Type (AcctSeed__AS_Pay_Type__c) field
	Payment Proposal Line	Edit access to the following fields: Aggregate Balance Credit Amount Status
	AP Credit Memo	Edit access to the Applied Date field

Step 4: Page Layout Updates

Part 1: Page Layout Updates, Lightning record page and Field value Updates

1. Setup > Object Manager > search for the object listed > click Page Layouts.
2. Select the page layout you use then drag the fields onto it. 
3. Save changes.

Object	Classes/Field Permissions to be Added
Account	Primary Contact AP Remittance Email
Ledger	Default AP Payment Processor Payment Withdrawal Method
Cash Disbursement	Add a Payment Services section to the page layout and include these fields: • Payment Services Id – set this field as Read-Only • Payment Service Status – set this field as Read-Only • Payment Service Status Note – set this field as Read-Only • Vendor Payment Type – set this field as Read-Only • Payment Services Error • Last Payment Service Sync Date – set this field as Read-Only • Bank Disbursement Add these if you plan to use Payment Proposals: • Payment Proposal • Payment Proposal Line • Payment Services Reference
GL Account	Bank GL Account field

 

Part 2: Field value Updates

Object	Value/s to be Added to Specified Fields
Cash Disbursement	Object Manager > Cash Disbursement > Fields and Relationships> select the Type field and add the value Payment Services with its API Name as AS Pay
Payment processor	Object Manager > Payment processor > Fields and Relationships> select the Type field and add the value Repay
Payment Method	Object Manager > Payment Method > Fields and Relationships> select the Status field: check if the values Active, Blocked, Cancelled, Stolen and Hold exist.  If they do not, add them. Object Manager > Payment Method > Fields and Relationships> select the Payment Method Type field: check if the value Virtual Card exists.  If not, add it.
Payment Activity	Object Manager > Payment Activity > Fields and Relationships> select the Status field: check if the value Authorized exists.  If not, add it.

Part 3: Update Picklist Value Set

1. Setup> search for "Picklist Value Sets"> click Payment Services
2. check if the values Virtual Card, ACH, Check, EFT and Pending exist.
3. If they do not, add them.

Part 4: Update Payable Lightning record page

1. Review the Update the Payable Lightning Record Page with the ALM article.
2. Follow the steps in the article to add the Advanced Line Manager to your Payable page. 

 

Step 5: Activate Remote Site Settings and Authorize the AS Hub

Navigate to Setup > Remote Site Settings and make these settings active:

• https://asqprod.accountingseed.com (Name: ASQProd_AccountingSeed)
• https://api.accountingseed.com (Name: LED)

Authorize Accounting Seed Hub

Important: All permissions and license requirements specified in Step 3 should be completed before attempting to authorize the AS Hub.

1. Navigate to Accounting Home and click the Setup tab. Then, under the Utilities menu, click Accounting Seed Hub.
2. Click the Authorize Accounting Seed Hub button.
3. The Allow Access dialog box opens; click Allow.
4. The Accounting Seed Hub Authorization page refreshes: your Org name is displayed and the button changes to Re-Authorize Accounting Seed Hub. Your org is now ready to send and receive real-time information.

For more information, see Authorize the Accounting Seed Hub.

Step 6: Post-approval Configurations

Once you receive approval from the payment processor, they will also provide you a Cust ID. Once this is available, the following configurations can be completed.

Payment processor - create and activate the Repay payment processor record

1. Use the App Launcher to search for Payment Processors.
2. Click the New button and enter the Type as Repay and click Save.
3. Click the Edit button on the saved record.
4. Select the Active checkbox and click Save.

Note: Only one Repay payment processor record is required even if there are multiple ledgers.

Bank Account - create a new Bank Account record:

1. Use the App Launcher to search for Bank Accounts.
2. Click the New button, for Name, type the bank name.
3. In the Account Number and Routing Number fields, enter a placeholder value (e.g., all zeros). These fields are required to save the record but are not used by Payment Automation with Repay.
4. For Payment Services Bank Account ID type the CustID provided by Repay.
5. Set the Payment Services Enrollment Status to Enrolled and click Save.

Note: If you have multiple bank accounts registered with Repay, create a separate bank account record for each account, entering a differentiating name and entering its CustID that Repay sent you.

General Ledger Account – link to Bank account:

1. Navigate to the Bank GL Account record associated with the bank account you previously created.
2. Edit the Bank Account field and select the Bank Account just created.

Ledger:

Edit the Ledger record and set the Default AP Payment Processor to Repay.

Payment Settings:

From the App Launcher > Payment Settings page, ensure that the Default Payment Services Ledger field is blank/empty.

 

Step 7: Update Vendor Records & Identify initial Vendors

On each Vendor record, complete these fields:

• Accounting Type – this can be set to Vendor or Customer and Vendor.
• Accounting Active – select this checkbox to make the Vendor record active.
• Billing Address - this needs to be the full and complete Billing Address. Note: the maximum number of characters is 255 for each address field.
  • Address Line 1 (Street number and name must be fully contained on line 1 of this field)
  • City
  • State (enter the full state name or its two-letter abbreviation)
  • Zip Code (five digit code is required)
  • Country (set this to US, USA or United States)
• Primary Contact - Enter the contact name, email address and phone. Repay uses this information to confirm payment method from vendor.

Best Practice: Identify an initial group of vendors to begin paying, so you can work out any issues before you begin to pay all of your vendors. You'll be able to see the amount of time it takes to complete each payment.

Notify this initial group of vendors about the change in payment processing and that Repay will contact them by phone/email to confirm how they prefer to receive payment (Virtual Card, ACH or Check). Once Repay knows Vendors' preferred method, they issue payments to them.

Your AP Automation Product Consultant can provide an email template.

 

Step 8: Begin Live Payments

When you have identified an initial group of Vendors to pay and their Account records have all the information required, the next step is to begin processing payments to this group.

• Find and post the Payables for your initial group of vendors.
• Then use the Pay or Pay Batch buttons to pay the payables:
  • On the Pay screen make sure to select Payment Services for Type, so the payment is routed to Repay.
  • Review the Bank GL Account to make sure this is the one associated to the Bank account with the CustID from Repay.
  • After you've reviewed other details on the Pay screen, click on Pay & Post (or Create & Post). Once the Cash Disbursement is posted the information is sent to Repay to begin processing.

When Repay receives this information:

• They debit the payment amount from your bank account.
• They contact the Vendor's Primary Contact by phone or email to confirm their preferred payment method.
• Once this is complete, Repay issues the payment to the vendor.

Keep in touch with your vendors so they can confirm receipt of payment. Payments may require further action from them:

• Check: Vendor should deposit the check in their bank
• Virtual Card: Vendor should process the payment
• ACH: Automatically deposited into the Vendor's bank account; no further action is required.

Once this is completed, you can plan payment processing to your remaining Vendors. In a similar way, you would notify this larger group of the change in payment processing and then begin the larger roll-out.

 

Step 9: Setup considerations for Payment Proposals

Payment Proposals can be used with very little set up; there are a few things to take into consideration.

Optional: Review the Approval process article so your Salesforce Administrator can set up an appropriate process for Payment Proposals for your organization.

Optional: When the Payment Proposal is paid (manually or automated job) Cash Disbursements are created. If you want these Cash Disbursements to be created in an Approved posting status, follow these steps:

• From the Accounting Home menu go to the Setup menu and then choose Payment Settings.
• Click Edit and then scroll down to AP Payments.
• Set the 'Set Cash Disbursement to Approved for Payment Proposals' toggle to 'on' and then save your changes.

Optional: you can also schedule the following automated jobs in the order below:

Automated Job	What the job does
Pay Payment Proposal	Picks up all Payment Proposals that are in an Approved Status. Creates Cash Disbursements and AP Disbursements (to record the cash application to the Payables in the Payment Proposals). Creates any AP Credit Memos to record credit applications.
Cash Disbursement Scheduled Post job	Note: review the previous optional item related to the 'Set Cash Disbursement to Approved for Payment Proposals' setting on the Payment Settings page. This job posts all Cash Disbursements in an Approved posting status.
AP Disbursements	If your AP Disbursements are NOT set to auto-post, we recommend adding this after the Cash Disbursement Scheduled Post job.
Scheduled Bank Download	This job imports your bank transactions into BDC after which they can be auto-added or auto-matched to source documents based on bank rules, which can help with your Bank Reconciliation.

Review the Payment Proposals article for more information on their functionality.

   

Related articles:

• Payment Services
• Payment Proposals
• Repay Troubleshooting Guide

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