Outbound Vendor Payments Account Authorization

You must create and process an authorization for each vendor account that you want to pay using the Asperato payment method in Payments Plus in Accounting. To be able to pay a vendor in multiple currencies, you must create and process an authorization for each of the vendor currencies.

Additional Considerations for Creating Vendor Payment Authorizations

We recommend considering the following when making vendor payments:

  • It is more cost-effective to make a domestic payment rather than an international transfer via SWIFT rails.
  • International payments require different information depending on the country you are paying to. If you are making an international payment, ensure that you have entered a bank IBAN number or bank SWIFT number as required.
  • If your vendor issues invoices in a specific currency that is different from the currency of its bank's location, we recommend creating an international vendor payment authorization for this vendor and also specify the bank SWIFT number. For example, if a vendor's currency is GBP and its bank is in the United Kingdom, but sends invoices in USD, create an international vendor payment authorization in USD for this vendor and specify the bank SWIFT number.

Vendor Bank Details

To avoid payment failures, you must ensure that both the mandatory and optional bank details are entered:

  • In the correct fields
  • In the correct format, without any invalid characters and white spaces

Payment processing might fail if any optional or mandatory bank details are entered incorrectly. For example, if you only make domestic payments but have entered the Bank IBAN Number in the incorrect format.

If a payment is unsuccessful due to incorrect bank details, you must update the related vendor authorization record or create a new one with the correct bank details. For more information, see:

Authorization Creation

You can create authorizations either manually or as a single batch for multiple companies and accounts.

Asperato Connector

Creating Vendor Authorizations Manually

You can create an authorization and then apply it to an account, or create an authorization directly from an account.

We recommend that you create and edit authorizations from the account page with which they are associated.

You can select multiple authorizations and process them as a single batch in the Authorisations tab.

For more information, see Creating Vendor Authorizations Manually.

Creating Vendor Authorizations for Multiple Companies and Accounts

You can create and validate multiple vendor payment authorizations using the Create Authorizations link in the Certinia Asperato Task Launcher. Asperato Connector then creates multiple authorization records for each:

  • Vendor
  • Company
  • Currency
  • Payment Destination
  • Local Clearing System (if applicable)

If the creation of authorization records is successful, Asperato Connector automatically submits the new records to Asperato for processing and validation.

For more information, see Creating Vendor Authorizations for Multiple Companies and Accounts.

Note:

To create vendor authorizations, your org must have:

  • At least one accounting company with an accounting currency set up.
  • At least one correctly set up vendor account.

For more information about the mandatory vendor account fields, see Account Details Required for Vendor Authorization.

Domestic Authorizations

If a vendor account has not yet been authorized for a domestic payment destination, Asperato Connector creates authorization records for:

  • The selected accounting currency
  • The selected accounting company
  • All local clearing systems

The number of authorization records created for a domestic payment destination depends on the number of local clearing systems available for the selected currency. If a domestic payment destination does not require a local clearing system, Asperato Connector creates a domestic authorization record without populating the Local Clearing System field.

International Authorizations

For an international payment destination, Asperato Connector creates one authorization record per currency. You cannot automatically create an international authorization record if a manually created domestic authorization record exists for the specific company, currency, and vendor account. In this case, you can manually create an international payment authorization record for the specific company, currency, and vendor account. For more information, see Creating Vendor Authorizations Manually.

Authorization Processing

Once authorized, the status of the authorization is "In Force". You can make authorized payments to the vendor accounts with which the authorization is associated.

Note:

To avoid payment failures, we recommend not to change the vendor authorization status from In Force whilst the vendor has any payments in progress, or whilst the vendor is part of a vendor payment that has vendor payment lines that are still in progress.

For more information about processing an authorization for a vendor account, see Processing Vendor Account Authorizations.