Streamlining Acumatica Batch Payments: A Solution for Automated Vendor Notifications
This content explores the challenges of manual payment notifications in Acumatica and introduces an innovative solution for automating this process.
Challenges
- Lack of Automated Payment Notifications: Acumatica lacks a built-in feature for automatically notifying vendors when batch payments are made. This contrasts with other platform features that offer automated notifications, such as sales orders and shipments.
- Manual Notification is Time-Consuming: Without an automated solution, we must manually inform vendors of payments. This involves a significant investment of time, especially for businesses processing numerous payments each month.
- Potential for Errors and Inefficiencies: Manual notification processes are prone to human error, leading to potential inaccuracies and inefficiencies.
Solution and Benefits
Recognizing this challenge, we developed a three-step solution:
- Custom Generic Inquiry (GI): A custom GI consolidates all essential batch payment information, including payment IDs and corresponding bills.
- Business Event Trigger: A business event is configured to trigger an email notification whenever a batch payment is released. To streamline notifications, payments are grouped by reference number, ensuring vendors receive a single, comprehensive email instead of multiple notifications for multiple bills paid in a single batch.
- Email Template with “For Each” Expressions: A customized email template utilizes “for each” expressions to generate a personalized breakdown for each vendor. This functions similarly to creating individual packing lists for multiple boxes in a shipment.
Benefits of this solution:
- Automated Notifications: Vendors are automatically notified upon payment release, eliminating manual effort and saving valuable time.
- Detailed Payment Information: The email notification provides vendors with a comprehensive breakdown of the payment, including:
- Total amount paid
- Payment date
- Itemization of all bills included in the payment
- Discounts applied
- Improved Vendor Relationships: Timely and transparent communication enhances vendor relationships by providing clear and organized payment information.
- Increased Efficiency and Accuracy: Automation reduces the risk of human error and streamlines the payment notification process, improving overall efficiency and accuracy.
- Enhanced Client Satisfaction: The solution frees up client resources and provides a professional, streamlined payment experience, leading to increased satisfaction.
While this solution may not be universally applicable to all clients, it highlights the power of creative problem-solving within the Acumatica platform. By tailoring this approach to specific client needs, we can streamline processes and enhance client experiences.
Tayana Solutions, the largest Acumatica services partner, is a valuable resource for consultants seeking to improve their Acumatica skills and deliver innovative solutions to their clients.