The Payment Instruction File Tracker will allow properly permissioned users more insight into how their Payment Instruction Files are processed in PaymentWorks' new Payments Experience.
The Payment Instruction File Tracker screen will allow users to view summarized Payment File data, view the status, and upload Payment Instruction Files. This screen incorporates existing data and functionality from the Payment Instruction File screen in PaymentWorks Classic.
Including:
- Date - Date of the file upload
- File Name—Clicking on the File name will open the file and allow the user to review its contents.
- Uploader
- Bank Name
- Status - Current Status of the Payment File
- Open icon - Clicking on this icon will direct the user to the Batch and Payment screens in PaymentWorks Classic.
Filters
Users can search results using the filters at the top of the page. The “Institution Name” filter will only appear for Payers that use this data element. When the filter is selected, blue chips will appear below the filters to indicate that the filter has been applied. The user may remove individual filters by clicking on the “x” in the chip or remove all by clicking on the Clear All Filters link.
Payment Instruction File Expanded Detail View
Clicking on the file row will allow users to view the payment file tracker and review it as it progresses through processing. The expanded view will also display details of the file, including:
- Original File counts
- Approved Records
- Rejected Payments
- Original File Value - (as a dollar amount)
- Control Total: File Count
- Control Total: File Value
- Upload Method
The detailed view will also include the time stamps as the file passes through the various states.
Payment Instruction File Upload
Users can also upload their Payment Instruction File from this new screen. Users may upload one or multiple files. Only permissioned users will be able to access this functionality.
Users can drag and drop files or click to search their computer's file system to select files to upload. Once selected, users may cancel individual files or the entire upload process. Clicking on upload once a file has been selected will start the upload process.
Users may also click on the “Generate Test Payment Instruction File” button to generate a test file for testing and training purposes.
Payment Batches
Users will now be able to view the Payment Batches screen in the new Payment Experience by clicking on the ‘View Batches’ link on the Payment Instruction File Tracker screen. This screen has filters for Date Range and Status in order to narrow the display results.
The details regarding each batch will display on the Payment Batches screen. The batch details include:
- Batch Name
- Total Count
- Approved Count
- Indemnified Count
- Total Value
- Approve Value
- Indemnified Value
On the Payment Batches screen users may also open the payment file in a new window using the “Open File in New Window” button in the upper right corner.
Payments
To view all of the payments within a payment batch, the user may click on the ‘View Payments’ link on the Payment Batches screen.
The user may also use the following filters in this screen to display applicable payments:
- Bank Account Status
- Warranty Status
- Payment Status
On the Payments screen the batch details will again be displayed at the top of the screen. All of the payments included in the batch will be displayed in the table below. For each payment, the following info will be displayed:
- Payee Name
- Amount
- Bank Account
- Bank Account Status
- Warranty Status
- Payment Status
On this screen, the user will have the ability to take the following actions:
- Reject or Approve the entire Batch using the buttons in the upper right-hand corner
- Edit individual payments using the pencil icon to the right of each payment
Approve or Reject - Batches or Payments
To approve or reject all of the payments within a batch, the user will use the “Approve” or “Reject” button in the upper right-hand corner.
Clicking on the “Approve” button will display an approval modal window. This will display a summary of the batch, including all Approved and Rejected payments and allow the user to submit the entire batch.
Clicking on the “Reject” button for the batch in the upper right hand corner will display the reject modal window. This window will allow the user to Reject all of the payments in the batch at one time. The user will be required to enter comments.
If the user would like to take action on a specific payment, they may click on the edit icon to the right of the payment. A modal will appear, allowing the user to take action.
-
Rejecting the payment will mark the payment as “Rejected” and it will not be included in the file.
-
Approving the payment will mark the payment as “Approved” and it will be included in the payment file.
The user will be required to enter a comment in the comment field to Reject the payment. The comments entered will be able to be viewed via the tool tip to the right of the Payment Status.
Navigation
Customers can view the Payment Instruction File tracker, and users may access it in several different ways:
- Click on the "Payments" tile after logging in
- Click on the “Go to the New Payments Experience” button on Payment Instruction Files in Classic.
- Click on the “Payments” option in the drop-down menu at the top of the screen.
- Clicking on the “Go to Payments Files Page” button on the Setup and Manage Supplier Portal.
To view the Classic Payment Instruction File view, users may click on the “View Page in Classic” button in the upper right-hand corner of the Tracker screen. The “Return to PaymentWorks Classic” button in the bottom left-hand corner of the screen will also return the user to the Classic view.
