Wells Fargo Payment Manager for Eclipse Release 9.0.3
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Table of Contents Wells Fargo Payment Manager for Eclipse... 1 Setting Up Wells Fargo Payment Manager... 2 Using Vendor Maintenance Options for Wells Fargo Payment Manager... 5 Using A/P Entry Options for Wells Fargo Payment Manager... 7 Split Payments... 7 Handling Wells Fargo Payments... 8 Reviewing Processed Files... 9 Voiding Wells Fargo Payments... 9 Reviewing Common Error Messages... 10 i
Wells Fargo Payment Manager for Eclipse Eclipse provides an interface to the Wells Fargo Payment Manager provided by Wells Fargo Corporation. Wells Fargo payments use a flat file to process payments. These flat files convert the database information into a single, comma-delimited file for bank processing. This file contains all the vendor payment information, the invoice or payable details, and credit card payment credentials. Wells Fargo can then use that flat file to record the invoices paid and the corresponding credit card payments. After creating and sending the file, the system monitors the file and alerts the user if the flat file processed successfully. The Wells Fargo Payment Manager for Eclipse solution is a companion product. See your Eclipse Inside Salesperson for more information. Note: If you are using ICE for Eclipse, you can create your own dashboard and businessactivity queries to delve deeper in to the Wells Fargo information. Additionally, Wells Fargo categories are available through Eclipse Reports. 2017 Epicor Software Corporation. All rights reserved. 1
Setting Up Wells Fargo Payment Manager Rel. 9.0.3 Setting Up Wells Fargo Payment Manager Use the Wells Fargo Payment Manager control maintenance record to define the payment restrictions and parameters for Wells Fargo Payment protocols. Review each tab in the control maintenance record to setup how you want the Wells Fargo Payment Manager to behave. To setup the Wells Fargo Payment Manager parameters: 1. From the System > System Files menu, select Control Maintenance. 2. In the Find field, type Wells Fargo and select Wells Fargo Payment Manager. 3. Select the Enable Wells Fargo Payment Manager to begin using payment through Wells Fargo. 4. Complete the Payment Types Tab fields. Column Payment Type Payment Code Enable Wells Fargo Vendor Misc. Product Description Pre-set payment types accepted by Wells Fargo. These cannot be changed. The payment code for the payment type indicated. Only enable those codes used in your company for Wells Fargo transactions. Select to enable the payment type. Select the Wells Fargo Vendor ID for the payment type. The product being used to move the liability from a vendor to Wells Fargo for the payment type. 5. Complete the CCER AP Control Setup Tab fields. For each question, enter the parameter for which you want a vendor to verify information for the Commercial Card Expense Reporting (CCER) settings: Field Description Description PIN By default the first question is populated by the Vendor PIN Number. You cannot change the entry. This means that when processing credit cards, the system checks the Vendor Maintenance file to look for the vendor's credit card PIN number. File Dictionary Vendor ID Zip Code AP Control Contact Information Area Enter the ID you want to use for the vendor. Enter the description you want to verify. Enter the ZIP code for the vendor's shipping address. (View Only) This is the Eclipse ENTITY file to validate the information. The corresponding Eclipse dictionary file to validate the entry. Complete the following contact information for the person or user who is the primary contact for the Wells Fargo information. 2 2017 Epicor Software Corporation. All rights reserved.
Rel. 9.0.3 Wells Fargo Payment Manager for Eclipse Contact Name - Full name, User ID, or department information. For example, this could read Account Payable, if anyone in the AP department has this information. Contact Phone Number - Enter the contact number to use when questions or concerns arise for the Wells Fargo details. 6. Complete the SAFE Transmission Credentials Tab fields. All information on this tab is provided by Wells Fargo corporation. Eclipse uses the following security setup: Internet protocol: https with automation. Security: ID, password, and Wells Fargo-issued digital certificate. Fees: Application-specific fees may apply. PGP encryption: Yes Bank-provided client software: Yes Complete the following credential fields with your company's setup: Field URL Digital Certificate Description The website address for Wells Fargo verification, such as https://safetransvalidate.wellsfargo.com. The valid certificate to pass information as provided by Wells Fargo. This file is saved to the local server and passed to Wells Fargo for verification. When a file is sent, Eclipse connects using the URL and then the valid certificate to prove that the connection is valid and legal. Note: If your digital certificate is expired, Eclipse alerts you to load a new one. User ID Pass Phrase Password CEO Company ID Test Connection The indicated user ID number required for the certificate authorization. The pass phrase required for the certificate authorization. The password required for the certificate authorization. The company number required for transmissions. Click to verify that all entries are valid and the connection parameters work. If the connection fails, verify with Wells Fargo that the previous fields are correct. 7. Complete the Wells Fargo Account Information Tab fields. Field Territory Payment Type Description (Required) Enter the territory for which the payment type is valid. These entries are validated by Territory Maintenance. Eclipse populates the columns below with the associated branches. The default is ALL. (Required) Enter the payment types that are valid for the selected territory. These payment types are provided by Wells Fargo and enabled on the Payment Types tab in this control maintenance record. 2017 Epicor Software Corporation. All rights reserved. 3
Setting Up Wells Fargo Payment Manager Rel. 9.0.3 Field Branch Division* Master Account Number (MAN)* Description The branches included in the selected territory with the selected Payment Type display. Any branches with associated values display those values in the Division and MAN columns. Provided by Wells Fargo. This column is limited to five numeric characters. Provided by Wells Fargo. This column is limited to 16 numeric characters. * Click 'Set All' to apply settings in the active column to the entire column's branches. If there is no value in the active column, the system clears the entire column's values. 8. Save your changes. 9. In Control Maintenance, type Wells Fargo again and select Wells Fargo Remote Inbound Data. 10. In the Wells Fargo Inbound Path field, select where the flat file from Wells Fargo should be stored. 11. In the Flat File Name Prefix field, enter the prefix you want the system to use on all flat files. The system uses the following format where <ID> is the prefix: <ID>.hhmmssnnnCCYYMMDD 12. Click Save and exit the control maintenance window. Note: The Wells Fargo module is not intended to be used in conjunction with the Outbound EDI Payment Order/Remittance Advice (820) transactions. 4 2017 Epicor Software Corporation. All rights reserved.
Rel. 9.0.3 Wells Fargo Payment Manager for Eclipse Using Vendor Maintenance Options for Wells Fargo Payment Manager After enabling the Wells Fargo Payment Manager feature, you must address certain options in Vendor Maintenance in order to process payments through the payment manager. You can set up your payment type information, including the credit options for using the CCR payment type. In addition, you can select the default payment type to correspond with A/P Entry payment information. To enter additional vendor information: 1. From the Maintenance menu, select Vendor to display the Vendor Maintenance window. 2. In the Vendor field, enter the vendor's name to display the customer record. 3. Select Additional > Additional Vendor Information to display the Additional Vendor Information dialog box. 4. On the Wells Fargo Payments tab, enter data in the following fields, as needed. The available payment types depend on what you have enabled for use in the Wells Fargo Payment Manager control maintenance record. The remaining fields only activate when you select the CCR payment type. If needed, for reports or import tools, you can map dictionaries to these files. Field Preferred Payment Type Code CCER AP Control Contact CCER AP Control Contact Email Contact Phone Number Vendor PIN Number Maximum Payment Limit Description Indicate the default payment type you want to use for this vendor. The payment types are determined in the Wells Fargo Payment Manager control maintenance record Payment Code field. Enter the primary contact person for the vendor who handles the credit card transactions. This field only activates when the CCR payment type is selected in the Preferred Payment Type Code field. CCER = Commercial Card Expense Reporting Enter the primary contact person's e-mail addressed. This field only activates when the CCR payment type is selected in the Preferred Payment Type Code field. CCER = Commercial Card Expense Reporting Enter a vendor contact phone number for the account to be used if payment issues arise with Wells Fargo payments. The personal identification number based on the Wells Fargo Payment Manager control maintenance record. The maximum amount the vendor allows you to pay per transaction using this method. For example, a vendor may only accept credit card payments up to $5000 and after that require payment by check. WF Payment screen - The cumulative amount contributes to this limit. 5. If you are using a credit card for default payments for this vendor, click the Payment Info tab. 2017 Epicor Software Corporation. All rights reserved. 5
Using Vendor Maintenance Options for Wells Fargo Payment Manager Rel. 9.0.3 6. In the Credit Card Payment Type area, select Default in A/P Entry for the payment option you use most frequently. You can change this in A/P Entry, if needed, but the system will default the payment for this vendor to this payment method. 7. Save your changes and exit the window. 6 2017 Epicor Software Corporation. All rights reserved.
Rel. 9.0.3 Wells Fargo Payment Manager for Eclipse Using A/P Entry Options for Wells Fargo Payment Manager After enabling the Wells Fargo Payment Manager feature, you must address certain options in A/P Entry Options. Use the A/P Entry window to enter invoices and payables for Wells Fargo payments, but use the Wells Fargo Payments window to make payments. The A/P Entry Payment Information area on the system displays the Payment Type default from Vendor Maintenance. The default entry is based on the Default in A/P Entry selection in the Vendor Maintenance options, unless a Wells Fargo payment type is set up. Split Payments Depending on how your vendor allows payments, you can split payments for Wells Fargo-based transactions, as you would normal payments. You received a split payment screen if the amount is over the maximum limit as determined by the Wells Fargo Payment Manager control maintenance record. When the window displays, select Yes to split the payment normally. This selection tells the system to split the payment on the maximum limit, schedule the payment and apply the remainder to a new payment. Select No to exit the window and change the payment type. Note: The Paid and Paid On fields are not available for Wells Fargo payment types You can view Wells Fargo payments in the A/P Preview Queue using the CC Vendor view. The Wells Fargo payments display in the CC Vendor column. 2017 Epicor Software Corporation. All rights reserved. 7
Handling Wells Fargo Payments Rel. 9.0.3 Handling Wells Fargo Payments The Wells Fargo Payments window helps you pay the invoices entered for Wells Fargo payments. The system marks the payable as paid with a fictitious check starting with WF. This notation "moves the liability" by creating a received purchase order for the Wells Fargo vendor to be applied appropriately to their accounts payable. In this way, when they do process the payment and you have the max limit set up, the system checks the combined payment to make sure that its over the amount. For example, a vendor may only accept credit card payments up to $5000 and after that require payment by check. Before processing invoices by credit card through Wells Fargo, review the following control maintenance records for setup: Set the Wells Fargo Payment Types control maintenance record with the credit cards that Wells Fargo accepts for your vendor. The system checks these settings before populating the purchase order and sending the order to the P/O Reconciliation Queue. Use the Wells Fargo Payment Manager control maintenance record to define the payment restrictions and parameters for Wells Fargo Payment protocols. The system assigns unique batch numbers for each payable when processed together. These batch numbers are helpful when voiding payments or researching batches. To pay invoices with a credit card for Wells Fargo: 1. From the A/P menu, select Wells Fargo Payments to display the payments window. 2. Complete the following fields for the Wells Fargo Payments: Field Pay On Start Date Pay On End Date Payable Branches Posting Branch Posting Date Payment Types Bank Account Next Check Number Next ACH Number Zero Dollar Checks Description Enter the first and last dates in the date range for invoice selection. Note: Pay On Start Date field is not required. Enter the branch, branches, or territories for which you want to create the payment file. The branch to which payment is posted. The date the payment has posted. Select the type of payments that Wells Fargo accepts for your vendor: CHK - Checks. Physical check payments. DAC - Automatic Clearing House (ACH) for domestic transactions. CCR - One or more credit cards. If using DAC, the bank account through which the payments must pass. Indicate the next check number that should be used. Indicate the next ACH number that should be used. Indicate if zero dollar checks are accepted. 3. From the File menu, select Run. 8 2017 Epicor Software Corporation. All rights reserved.
Rel. 9.0.3 Wells Fargo Payment Manager for Eclipse Reviewing Processed Files When the Wells Fargo file finishes processing, Eclipse messaging alerts the user that its complete. The system lists errors if something processed incorrectly or did not process at all. For more information about these messages, see Reviewing Common Error Messages in this documentation. Voiding Wells Fargo Payments Voiding Wells Fargo Payments works about the same as standard payments except that it displays which payment you are voiding. Voiding a Wells Fargo payment only voids the transaction in Eclipse. Nothing is sent to Wells Fargo. You must contact Wells Fargo to ensure the payment did not go through. To void a Wells Fargo payment: 1. From the A/P menu, select Void Wells Fargo Payments to display the void window. 2. Use the Batch Number, Bank Account, or Payment # fields to locate the payment(s) you want to void. Note: You can void a payment with just a Disbursement ID, if needed. This does not require a Batch ID or Check ID. 3. In the Void/Reverse field,select which option you need to perform. 4. In the Reuse Check # field, enter one of the following to determine whether to reuse the number displayed in the Check # field: Yes - Reuses the check number on the next check. For example, if the check number you are voiding is for a check that the system thinks was printed but that you can still use, enter Yes. Enter Yes if you have cancelled the print job for a check run. No - Does not reuse the check number on the next check. For example, if the check number you are voiding is for a check that has printed or was caught in a printer jam, or for a check on which you are stopping payment, enter No. Note: If you want to reverse the check, enter No. You cannot reuse check numbers when you reverse a check. 5. Locate the payment you want to void and highlight it. 6. Click Void Payment. 2017 Epicor Software Corporation. All rights reserved. 9
Reviewing Common Error Messages Rel. 9.0.3 Reviewing Common Error Messages Following are some error messages you may encounter and the locations for more information on addressing them. The messages are sent through Eclipse Messaging to the identified user. Two possible outcomes from running the Wells Fargo files: Successful processing - If the file is successfully processed, the system displays the following: MSG = Wells Fargo Flat File generated and sent to the Wells Fargo Payment Manager Service successfully. Batch:":BATCH.ID Unsuccessful processing - If something fails displays this ERR.MSG: MSG = Wells Fargo Flat File generated successfully but sending to Wells Fargo Payment Manager Service failed: ":ERR.MSG:" Batch:":BATCH.ID. Following are some standard unsuccessful error message that may be displayed: Error Message Well Fargo FF: No payables found that need to be paid. CCR payment is not configured in the "Wells Fargo Payment Manager" control record Division/MAN are not configured for posting branch POST.BR:' in the "Wells Fargo Payment Manager" control record for CCR payment type CEO Company ID is not configured in the Wells Fargo Payment Manager" control record Contact ':CONTACT.ID:' does not exist! Verify contact information under "Vendor Payment Information in the Vendor Maintenance screen for "':VEN.NAME:" (":VEN.ID:") URL, Wells Fargo certificates, Certificate passphrase,payment Manager username and passwords needs to be configured in the "Wells Fargo Account Information" control record Indicates... All payables for Wells Fargo payment types are paid and not outstanding. The credit card payment for Wells Fargo that is being loaded cannot be located in the valid payment types in the Wells Fargo Payment Manager control maintenance record. If you select a Wells Fargo payment type it must be setup in the control maintenance record. The Division Number and Master Account Number (MAN) are not configured for the posting branch. These values are supplied by Wells Fargo, but must be entered in the Wells Fargo Payment Manager control maintenance record. The CEO Company ID is not entered or is incorrect in the Wells Fargo Payment Manager control maintenance record. The Contact ID does not exist in the system. Full contact information needs to be verified in the Wells Fargo Payment Manager control maintenance record. 10 2017 Epicor Software Corporation. All rights reserved.