Overview

With AP Automation, you can pay your Vendors through Repay using two workflows. In the default workflow, sending payment information to Repay prompts them to contact the Vendor to confirm their preferred payment method before disbursing the payment. Alternatively, the ACH Vendor Upload workflow lets you self-manage ACH-only payments: you add Vendors' ACH information in Salesforce and send it to Repay, which may still contact Vendors for confirmation before processing. This article covers the one-time configuration for the ACH Vendor Upload workflow, along with the steps to upload Vendor information both initially and on an ongoing basis as you add more Vendors. When you add a new Vendor, evaluate whether to pay them this way, and if so, follow the same process to get them enrolled with Repay. Once enrolled, review the AP Automation Vendor Payments article for next steps.

Add Vendor ACH Info & Enroll with Repay (Ongoing)

Prerequisites:

• You have completed the One-time Configurations in this article.
• You have the Vendor's ACH information.

Option 1: Add & Upload Payment Methods One at a time

Step 1: Add Vendor Payment Method

1. Click the Add Vendor Payment Method quick action button on the Vendor record.
2.  Set the Payment processor to Repay
3.  Ensure Payment Method Type is set to Bank (if you set this up to default automatically, no further action is necessary for this field)
4. Set Bank Account Type to Business
5. Check the Default checkbox
6. Enter the Account Number
7. Enter the Routing Number (must be 9 digits)
8. Set External ID to a test value like "x"- this will be overwritten once saved
9. Set the Last Four Digits to the last four digits of the ACH Account Number. The same Payment Method object is used for AR and AP. Certain fields such as Last Four Digits are currently set to required.
10. Click Save.

Step 2: Upload Vendor Info to Repay

1. Navigate to the vendor record you want to enroll.
2. Click ACH Vendor Upload.
3. Review the eligibility check. The system automatically verifies:
   • The vendor does not already exist in Repay
   • All required fields are populated
   • A valid default payment method exists
4. If the vendor is eligible, click Upload Eligible Vendor(s) to upload the vendor to Repay.

Option 2: Add & Upload Payment Methods in Bulk

Step 1: Import Vendor Payment Methods

To upload your vendors' payment methods into Salesforce in bulk:

1. Download this import template.
2. Review the steps on the first tab and the example.
3. Add the payment methods for each vendor on the second tab → this is the tab you will import into Salesforce. 

Step 2: Upload Vendor Info in Bulk

1. Navigate to the Accounts list view.
2. Select the checkboxes for the vendors you want to enroll.
3. Click ACH Vendor Upload.
4. Review the eligibility status for each vendor:
   • Eligible = Yes: the vendor uploads to Repay.
   • Eligible = No: review the reason and correct the issue before retrying.
5. Click Upload Eligible Vendor(s) to send the eligible vendors' information to Repay.

One-time Configurations

Prerequisite

1. Ensure Repay Onboarding steps are completed.

Step 1: Add and Assign Permissions

1. While onboarding with Repay an AS Payment Services custom permission set would have been created. Add the following permissions to this permission set:
   1. Apex Class access to AcctSeed.APVendorOnboardingController
   2. Read access to Bank Account and the Payment_Services_Bank_Account_ID__c field
   3. Read/Edit access to Account: Payment_Services_Vendor_ID__c and standard Billing Address fields
   4. Read/Edit access to Payment Method: Vendor, Bank Name, Payment Method Type, Status, Default
2. Assign this permission set to all users who need to enroll vendors. Note: Users without this permission set do not see the Add Vendor Payment Method or ACH Vendor Upload buttons.

Step 2: Confirm Bank Account Setup

During your Repay onboarding, your Bank Account would already have been set up. 

Confirm that at least one Bank Account record has the Repay Customer ID (Cust ID) which Repay provided you during your onboarding process.

Step 3: Create 'Add Vendor Payment Method' Button on the Account

Follow these steps to create the 'Add Vendor Payment Method' quick action:

1. Navigate to Setup > Object Manager > Account.
2. Select Buttons, Links, and Actions, then click New Action.
3. From the Action Type picklist, select Create a Record.
4. Select Payment Method from the Target Object picklist.
5. Select Vendor from the Relationship picklist.
6. Enter Add Vendor Payment Method in the Label field.
7. Enter For use with AP Payment Services in the Description field, then click Save.
8. To create the page layout for the action, from the Action, Add Vendor Payment Method layout, add the following fields in order. See the screenshot under Option 1 above for the suggested field layout.
   
   1. Vendor
   2. Payment Processor
   3. Payment Method Type
   4. Bank Name
   5. Bank Account Type
   6. Default
   7. Account Number
   8. Routing Number
   9. External ID
   10. Last Four Digits
9. Click Save.
10. On the Add Vendor Payment Method form/window, to have the "Bank" value default in the Payment Method Type field, follow these steps:
    1. Below the action you added, in the Predefined Field Values section, click the New button.
    2. In the Field Name picklist, select Payment Method Type.
    3. In the Specific Value picklist, select Bank and click Save.

 

Step 4: Update Account page layout and List view

1. Add two buttons and a field to the Account page layout
   1. Navigate to Setup > Object Manager > Account.
   2. Click Page Layouts and select the layout to update.
   3. Drag the Add Vendor Payment Method quick action created in the prior step and the ACH Vendor Upload buttons into the Mobile & Lightning Actions section.
   4. Drag the Payment Services Enrollment Status field to the Payment Services section of the page layout and click Save.
2. Add the ACH Vendor Upload button to the Account list view
   1. Navigate to Setup > Object Manager > Account.
   2. Click List View Button Layout, then click the dropdown menu at the far right of the row and select Edit.
   3. Move the ACH Vendor Upload button from Available to Selected Buttons, then click Save.

Step 5: Populate AP Remittance Email

For each Vendor you plan to enroll through ACH Vendor Upload, make sure the AP Remittance Email field is populated on the Account record. Repay requires this field to process ACH vendor enrollment. If it's blank, the upload won't be processed correctly.

Important Notes

• Workflow: When the ACH information is uploaded, this gets created immediately in Repay. Repay reaches out to see if the vendor is interested in virtual cards; if they decline that, their payment method defaults to the ACH one that was uploaded instead of Check.
• Payment Services Enrollment Status: This is updated once payments have been made to the vendor.
• Account tasks: Each contact attempt Repay makes with the vendor (calls, emails, chats) is logged as a Task on the vendor's Account so that you are aware of the status.
• Updates: There is currently no API to update a vendor's existing payment information in Repay. If a vendor's banking information changes, contact Accounting Seed Support or Repay directly.
• One-time process: Enroll each vendor only once per bank account (Cust ID).
• Multiple bank accounts: If you add a bank account with a different Cust ID, re-enroll your vendors for that bank account.

 

Troubleshooting/FAQ

Question: Why does my Vendor show as ineligible?

• Confirm the payment method has all required fields populated, including the Default checkbox checked.
• Confirm the Payment Processor is set to Repay.
• Confirm the Billing Address is complete and in the required format.
• Confirm the vendor doesn't already exist in Repay for that Cust ID by creating a case for Accounting Seed Support.

Question: Why is the ACH Vendor Upload Button grayed out?

• No eligible vendors are selected
• All selected vendors already exist in Repay.

Question: My Vendors are enrolled with Repay, how do I pay them and keep track of those payments? 

Once your Vendors' ACH information is uploaded to Repay, review the AP Automation Vendor Payments article for how to pay your Vendors, as well as how to track payments.

Question: What fields are required for a vendor to be set up with ACH Enrollment?

This step is typically completed as part of Repay Onboarding. Your Vendor Account records should have these fields populated:

• 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 (abbreviation or full name of the US state)
  • Zip Code (five digit code is required)
  • Country (set this to US, USA or United States)
• AP Remittance Email - Enter an email address - remittance information is sent to this address.
• Primary Contact - Enter the contact's name, email address and phone. Repay uses this information to confirm payment method from vendor.

 

Related Articles

• AP Automation Vendor Payments
• Payment Proposals
• Repay Payment Automation Onboarding: org-level Repay setup, including your Cust ID.
• AP Automation Overview: overview of the broader AP Automation feature set.

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