Bill Payment Sync Timing Configuration PDF

Internal Use Only Product Verified Jan 2025 Bill Payment Sync Timing Configuration [For Customers] The Bill Payment Sync Timing settings let you choose when your bill payments synchronize with your ERP (NetSuite or QBO). You can select from the following options: ​ When Paym...

Internal Use Only Product Verified Jan 2025 Bill Payment Sync Timing Configuration [For Customers] The Bill Payment Sync Timing settings let you choose when your bill payments synchronize with your ERP (NetSuite or QBO). You can select from the following options: ​ When Payment Received by Vendor: Payments are synced only after the vendor confirms receipt, and the bill payment status changes to "Paid."​ ​ When Payment Sent: Payments are synced as soon as they leave your bank account (scheduled date), offering greater control and accuracy. This configuration provides flexibility and helps reduce accounting discrepancies by allowing you to decide when bill payments sync with your ERP. Supported Payment Methods: This feature applies to Direct Debit and Checks (Masav and Offline Payment Methods have different sync timings, so they are not affected by this feature) How to Configure Bill Payment Sync Timing Follow these steps to choose your bill payment sync timing: 1.​ Go to the Settings tab.​ 2.​ In the Settings menu, click on Custom Configurations.​ ​ 1  Internal Use Only Product Verified Jan 2025 3.​ Scroll down to the section labeled ‘Bill Payment Sync.’​ ​ 4.​ Select Your Preferred Option: ○​ When Payment Sent: Syncs when the payment leaves your bank account. ○​ When Payment Received by Vendor: Syncs when the vendor confirms receipt.​ 5.​ Click Apply to save your selected setting.​ ​ Internal Notes: ​ For existing customers (By Jan 2025) - The default setting is When Payment Received by Vendor ​ For new customers (After Jan 2025) - The default setting is When Payment Sent TS aspects What happens if a user changes the Bill Payment Sync Timing setting from "When Payment Received by Vendor" to "When Payment Sent" AFTER a payment has already been sent? ​ Answer: Even with the setting change, the payment will synchronize with the ERP system only when the vendor confirms receipt and the payment status changes to "Paid." This is because the initial setting ("When Payment Received by Vendor") 2  Internal Use Only Product Verified Jan 2025 dictates the synchronization trigger.​ ​ TS Recommendation: To verify such instances, refer to the payment date and system logs. Advise the customer that the setting change will not affect payments already in progress. What action is required if a payment fails after it has already been synchronized with the ERP system due to the "When Payment Sent" setting? ​ Answer: In this scenario, the customer must take one of the following actions:​ 1.​ Resolve the payment issue: Address the underlying cause of the payment failure and ensure the payment is successfully processed.​ 2.​ Manually update the ERP: If resolving the payment is not feasible, manually update the bill payment record within the ERP system to reflect the payment failure. This ensures accurate accounting records. 3