Payment Management

Payment Management is the workspace where accounts payable and finance administrators find payments, review status and details, and pay or close payments in the Unified Emburse Pay experience. Use this topic to work the grid and complete Pay, bulk pay, Close Payment, and Export actions.

Prerequisites

Before you use Payment Management, confirm the following:

• Your organization uses Emburse Enterprise or Certify AP with Emburse Pay.
• Your profile has access to Emburse Pay. In Emburse Enterprise, this is the Invoice B2B Dashboard Enabled permission. In Certify AP, this is the Accounting Review Permission.
• Approved invoices or expense reports and their recipients already exist in your source application. Transactions display in Payment Management after they are exported to Emburse Pay.
• Emburse has enabled the Unified Emburse Pay workspace for your organization.

When you finish the procedures in this topic, you can locate payable transactions, confirm payment details, submit payments, close payments that you completed outside Emburse Pay, and export the current list.

Open Payment Management

Payment Management is the landing page for the Unified Emburse Pay workspace. When you open Unified Emburse Pay, the Payment Management page displays. Payment Management is also visible in the sidebar. The page description is Monitor, approve, and manage all payment transactions. If an exported transaction is not in the grid yet, wait for it to sync, then search by transaction identifier or recipient.

Review Overview Tiles

Overview tiles summarize payment volume and exceptions. By default, the overview displays. Use Show Overview or Hide Overview to display or hide the tiles.

Search and Filter Payments

Use search and filters to narrow the grid to the payments you need.

1. In the search box, enter a recipient name or a reference identifier.
2. Use Invoice or Reimbursement independently or together to select payment types. Use Incomplete or Error to find payments that need attention.
3. Select Advance Filters to apply additional criteria, such as date, amount, recipient, or vendor.
4. To reuse the current filters later, select Save, enter a filter set name, and save the set. To load saved filters, select a set from Filter Set.

The grid updates to the matching payments. Export uses the filtered result set.

Payment Grid

The payment grid is a sortable table of invoice and reimbursement payments. Each row is one payment.

Payment Statuses

The grid and overview tiles use customer-facing statuses. Use this table to interpret the statuses you see. Your organization might not see every status on every payment.

Select Payments

You must select payable rows before bulk Pay or Close Payment. Rows that are not in a payable state cannot be selected.

1. Select the checkbox on each payable row you want to include.
2. Review the selection summary. It shows the number of selected rows and the total in your organization currency.
3. If you selected every row on the current page, select the option to select all matching rows across pages when you need the full result set.

After you select more than one row, Review & Pay and Close Payment display for the selection.

Pay a Single Payment

1. On the payment row, select Pay.
2. In the Payment Summary dialog, review the payment details. Confirm that the recipient is populated before you submit.
3. Select Confirm to submit the payment, or select Cancel to return to the grid without paying.

A Payment Submitted message displays. Allow up to 24 hours for the payment provider to process the payment.

Pay Multiple Payments

1. Select the payable rows you want to pay, or select all matching rows.
2. Select Review & Pay.
3. In the Payment Summary dialog, review the payments. The summary groups selected payments by payment provider and Payment Account. Confirm that each recipient is populated before you submit.
4. Select Confirm to submit the payments, or select Cancel to return to the grid without paying.

Submitted payments display in Payment Activity. Payments that cannot be paid remain in the Payment Management grid.

Close a Payment

Use Close Payment when you completed the payment outside Emburse Pay and need to record it on the payment row. Close Payment is available from a single row or from a bulk selection.

1. For one payment, select More on the row, then select Close Payment. For several payments, select the payable rows, then select Close Payment.
2. In the Close Payment dialog, select a reason and enter a note.
3. Select Close Payment to record the closure, or select Cancel to return without changing the payments.

Closed payments are no longer available to pay in the grid.

Export Payments

1. Search and filter until the grid shows the payments you want to export.
2. Select Export.

Emburse Pay downloads a CSV file of the current grid result set.

Review Payment Details

The Payment Details pane shows amounts, recipient information, and the payment journey for one row. You can change the Payment Account and Payment Rail before you confirm payment. Recipient details come from the source transaction. This release does not include a recipient update dialog. If the recipient is empty, select Cancel, correct it in your source application, then export the transaction again.

1. On the payment row, select More, then select View Detail.
2. Review You Pay, Fee Total, and Recipient Gets Exactly. Expand Fee Breakdown when you need to review fee details.
3. Review Payment Information, including Payment Type, Transaction ID, Approved Date, Recipient, Recipient Account, Payment Account, and Payment Rail. Confirm that Recipient is populated.
4. Review Payment Journey for validation, recommendation, funding source, rail, processing, and in-transit stages.
5. To pay from the pane, select Confirm Payment. The Payment Summary dialog displays. To discard changes, select Cancel.

Confirm Payments in the Payment Summary Dialog

Pay, Review & Pay, and Confirm Payment all display the Payment Summary dialog before Emburse Pay submits the payment.

1. Read the heading Payment Summary and the instruction to review and confirm your payments.
2. Confirm the recipient, amounts, payment account, and payment rail. Do not confirm if the recipient is empty.
3. Select Confirm to submit, or select Cancel to return without submitting.

After a successful submit, a Payment Submitted message confirms that the payment was sent to the payment provider. Use Payment Activity to review initiated payments. Payments move to the Payment Activity history view when they reach a final status.