3.1 Transmission and Uploads
Two options are available for delivering your payment file for processing:
- Transmission of the payment file via a Secure FTP Connection
- Manual upload through the Consolidated Payables Platform
3.2 FTP File Set-up
Files submitted through FTP can be set up two ways:
- Straight-Through Processing – Once the file is transmitted and passes the validation tests, it will be submitted for processing. No additional action is needed.
- File Placed On Hold – Once the file is transmitted, the file will be placed on Hold. The file can then be viewed in the ‘Files on Hold’ section of the home screen. The file will have to be reviewed and submitted by a user with permission to submit files. For more options about files that are placed on hold, see ‘control totals and approving payments’ later in the ‘Jobs’ section of this document.
3.3 Manual Upload of Files through the Consolidated Payables Platform
To “Upload” a payment file through the platform:
- Choose “Jobs” on the top navigation bar.
- Select “Upload Files” on the secondary navigation bar.
- From the “Application” dropdown select the application applicable to this file, to be used to load and map the data. It is not unusual for a user to have just one application.
- Click “Browse” to search for the correct file in your computer system (after already having exported it from your accounting system).
- When the desired file is chosen, click ‘Upload File’. To continue with submitting the file into the Consolidated Payables process, see the following section on submitting files.
- If the file successfully imports, the next options are:
- “Details” – To view certain data elements of payments in payment file
- “Hold” – To place the file on hold, for later review/approval
- “Next” – To proceed to the next step in submitting the file
- “Cancel” – To completely cancel the file out of the system, thereby deleting the payments and removing them from further processing
3.4 Submitting Files
For files that have either been sent in via secure FTP or have been manually uploaded to the Consolidated Payables platform and placed on hold, the next section will walk through the submitting of the file for those users with the ‘Submit Jobs’ option in their user role.
- Files set up for straight through processing, meaning the company does not required it to go on hold, will not require these steps to be taken
- If you have opted to have “Control Total” and “Payment Approval” options, those processes will take place prior to the submit file task.
To “Submit” a file that has been placed on hold, click on the file ID number from the files on hold list from the home page:
3.5 File Details
The File Details screen shows a summary of the file with details such as:
- File ID – Assigned at the time of the file importing
- Application – Payment Application contains the coding built for ingesting the payment file
- Import Filename – Assigned by you
- Submitted By – User who uploaded the file
NOTE: If the file has been sent in via FTP, the User column will have “System” in it
- Date Submitted – The time and date stamp of when the file was imported into the system
- Total Dollar Amount
- Total Item Count
- Status of the File
- Breakdown by payment types, including payments converted from check to v-card and from check to ACH.
Clicking the “Details” options displays a line by line look at all of the payments in the given file. It is a “view only” look at details such as: payee name, payee number, payment number, payment date, payment amount, and payment method.
These details can be exported into an Excel document or HTML by clicking the “Export” button at the bottom of the screen. Click “Return” to go back to the File Details page.
The “File Details” page also shows a breakdown of the item summary within the current file. The listing will show the different payment methods that will be processed, and the number of payments within each method.
NOTE: The options here are controlled within the Administration Set-up. A user, for example, without the “Submit” token in the Role he or she has been assigned, would not see the “Next” option here and would not be allowed to continue on to process the file.
The “Next” button moves the process to the next step of the submission process.
You have the opportunity to release all, or some, of the payments in the current file. By default, the system automatically selects all of the payments for processing, as seen in the above image, in the far right check column. To leave a payment(s) on hold, simply deselect the payment. In the example above, the 5th payment is deselected. Select “Next” after making your decisions.
Select “Submit” once you complete review of the batch breakdowns to release the file for processing.
Once the file has been successfully submitted, you will see a “File Submission Complete” screen render showing you the new job ID number for the payment file that you have released and the file ID for any batch of payments you may have left on hold.
NOTE: Due to the expedited nature in which wires are required to process, the system will break those out to their own job to process in the system automatically.
At each step in the process, from submission of the file to completion of the file email confirmations are available. Through defining or editing roles under the Administration tab and then assigning those roles to users, you determine which users receive each email. Refer to the Administration section of this document for more information.
3.6 Additional Upload Options – Consolidated Payables Control Totals and Payment Approval
In addition to having your payment instruction file placed on hold for further review, you may also opt to have other approval levels put into place that require additional confirmation steps before the file may be fully released for processing. To have either or both options defined below put into place, please discuss them with your Key Client Manager or Implementation Specialist to ensure a smooth set up.
NOTE: The Consolidated Payables control total does not replace the ACH control total that is required by all ACH originators regardless of method of delivery to Key. ACH control totals can be sent via email or through ACH Direct. The Consolidated Payables control total is an optional, additional control that you can take advantage of if it fits your security and control needs.
NOTE: With ACH control totals, if you are using the feature to auto-convert check payments to ACH, after vendor enrolment, those totals will be separate from the straight-through ACH payments on your file. They need to be reported separately to the ACH system. In the example below, both totals need to be reported either via ACH direct or through the pre-formatted email.
Consolidated Payables Control Totals (Optional, Additional Control)
Once a payment file has been loaded to the system, but before it can be approved/submitted, the total amount of the file needs to be entered in order for it to be released for the next step of processing. This is a requirement of “Consolidated Payables Control Totals”. To keep this control true, the payment and total amount fields usually displayed on the Home Page will not be displayed. The user entering the control data will need to have obtained them from the ERP, accounting software, or system of record. The Files on Hold section of the Home Page will show the status of the file as “Awaiting Control Totals” and an email notification will go out to the users who have Role configurations containing the Awaiting Control Totals email notification.
Entering Consolidated Payables Control Totals may be set up and managed via one of two different methods.
Consolidated Payables Control Totals Method One: Once a payment instruction file is loaded, Consolidated Payables Control Totals may be entered directly into the Consolidated Payables platform.
You will enter the amount of the file, the system will automatically add the decimal place for the amount. Click “Submit” to proceed with processing the file.
NOTE: A separate user (not the user who manually uploaded the file) must log in and click on the file ID to proceed with entering the amount.
The maximum number of attempts the system will allow the user to enter the Control Totals is 10. If the Control Total Amount is incorrectly entered beyond this number of attempts, the file will no longer be able to be processed, and the file will need to be resubmitted.
Consolidated Payables Control Totals Method Two: Once a payment instruction file is loaded, Control Totals may be sent via a Control Total File. Control Total Files must be sent in FTP. There are three different file formats that the Control Total File may be in: Comma Delimited, XML, or Fixed Record.
NOTE: Please see your Implementation Specialist for Control Total File format layouts and set-up requirements.
The Control Total File and the Payment Instruction File must both contain a File ID in the file name itself. The File ID is used to pair the files together within the system. The File ID must not be the same as a previously submitted File ID, or the file will not be able to be processed.
NOTE: The maximum number of attempts at sending a Control Total file is 1. If a failure occurs, the Control Totals will need to be entered on the Platform.
File ID Example Format: ### - ##
Your file name before adding the Control Total File ID: PayablesFile.txt
Your file name after adding the Control Total File ID: PayablesFile_123-45.txt
Your Control Total File name: Payables_Control_123-45.txt
If a file is loaded with the same file ID, it will fail to import, and an error will show on the Upload screen.
Payment Approval allows you to configure business rules using transaction dollar amount thresholds to require secondary approval of payments of a certain dollar amount (or in a range). Approval rights are different from the Upload/Submit rights access on the system. If you have chosen to utilize the Payment Approval process, the next steps will walk through the process of approving those payments that require the special approvals.
NOTE: For more information on setting up the Approval Rules, refer to the Administration section of this document.
Depending on the method of upload for your payment instruction file (Secure FTP or manual upload of the file to the platform) when the file is imported, the amounts of each of the payments will be reviewed by the system and compared to the Approval Rules that have been established in the Application Configuration (see the Administration section of this document for more details). Any payments that fall under one of the client-defined rules will be placed on Hold, with the status of the file showing “Awaiting Approval”.
Email notifications are sent out to the user(s) who are assigned to the respective payment approval rule. The user will log in with their assigned credentials and click on the File ID – the status will show as “Awaiting Approval”.
Clicking on the File ID shows a breakdown of the payments requiring approval. The list of pending approval users will show in the “Pending Approval By” column to the right. The user will select the check box to the right of each payment they wish to prepare for approval, and then select “Next”.
The user will review the list of payments that they are confirming they want to approve. Clicking “Approve” provides the authorization of the user to those payments.
If the Payment Approval Rules that have been set up to require other users to approve, the file will remain on hold in an Awaiting Approval status, and the Pending Approval By column for that file will show the other users who will need to provide approval.
If no other users are required to approve the payments, clicking “Approve” will now bring the user to the part of the Submit process as described in the “Submit Files” sub-section of the “Jobs” section of this document.
NOTE: When cancelling a Payment that is awaiting approval so that it is not processed through Consolidated Payables, the Authorized Payment Approvers will need to approve the payment first. Once all Approvers required have entered the approval, on the next screen, rather than selecting ‘Submit’ the user will select ‘Cancel’.
3.7 Viewing Recent Jobs
Once a payment file has been submitted for processing, you can view the details associated with that particular job under “Recent Jobs” on the “Home Screen”. Click the job ID and a “Job Status” screen will appear.
The Job Status Screen will provide you with summary level details of the job, including when the payment file was received, who submitted the file, number of items, and the dollar amount of the file. Additionally, the job status will provide you with the current status of the job. From the Job Status screen, you can click on the “View Documents” button at the top to display a list all of the payments in the file.
To view the details of a specific payment select “View” next to that payment. The payment details that will be displayed are specific to your custom payment details and are not shown in this document.
For checks, this view will be dynamically created from the check information passed in the file. It is not a PDF of the actual check created. If you have opted for Vendor Enrollment Services, the PDFs rendered by clicking the “View” link in the View Documents section will be an exact copy of what the vendor can view on the Vendor Portal once registering.
The design of the check, ACH Advice, virtual card advice, or wire advice is a part of the Implementation process. Should you require updates or changes to the forms, please contact your Key Client Manager or Payments Advisor.
The “View Jobs” menu option navigates to a listing of all payment files that have been fully approved and submitted for processing. The View Jobs tab can be found under the “Jobs” menu.
Selecting View Jobs displays the jobs in date order.
The “Status” drop down menu allows you to sort the jobs to view based on the processing status in the system.
The “Application” drop down list will show you any application you have been given access to view. It is not unusual for a user to have just one application.
“Status” options are:
- Active – Job of any status, but not yet completed
- Job Submitted – Job has been approved/released, but has not yet started processing.
- Processing Started – Job has now begun to process through your specific mapping/coding, developed during implementation, to read the file and to prepare each respective payment to be processed into the needed output
- Processing Completed – Job has finished processing and has organized electronic payments to be sent to Key in the correct format.
- Delivered to Carrier – Individual batches of payments have been confirmed successful in transmission to Key.
- Completed – Batches have been closed by the system, triggering an email notification that the job has fully processed through the system. Wire payments have been delivered to Key to release via FedWire. ACH payments have been delivered to Key to release on the ACH network during the next processing window. Check payments have been delivered to Key to be printed and mailed the following business day, and have been loaded to ARP/Positive Pay. Card payments have generated email to the vendors and have been loaded to the vendor portal.
To view files that have not yet been released for processing, and to sort by their applications, navigate to the “View Held Files” menu option in the Jobs toolbar.
The Application drop down menu will show the list of applications that you have access to see. Selecting the desired application will refresh the page and show that application’s files that are on hold.