How to Upload and Manage Remittance Information in PaymentWorks

As a customer, PaymentWorks enables you to provide remittance details to your payees, helping them reconcile payments efficiently. The remittance data displayed in PaymentWorks is derived from the Invoice Upload File you provide and is organized to reflect payment statuses, document numbers, and associated invoices.

How PaymentWorks Processes Remittance Data

The system generates remittance records based on the following steps:

1. Identify Paid Invoices

   • PaymentWorks identifies all invoices marked with the status Paid from your uploaded Invoice File.
   • For accurate remittance data, ensure your Invoice Upload File includes correct and up-to-date payment status codes.

2. Group by Payment Document Number

   • The system organizes payments by the Payment Document Number (DocNum field) from your Invoice Upload File.
   • This field typically corresponds to:
     • Check Numbers for check payments.
     • Automatically assigned reference numbers for ACH payments.

3. Calculate Total Payment Amount

   • PaymentWorks calculates the total payment amount by summing all invoices associated with the same Payment Document Number.
   • Clicking on a Payment Document Number within the system provides a detailed view of the associated invoices and payment amounts.

4. Handle Partial Payments

   • If a paid invoice is updated with a new Payment Document Number, the system reflects this as a partial payment.
   • The invoice will appear twice in the system—once for each payment document—with the corresponding payment date and amount paid.

How to Upload and Manage Remittance Data

1. Upload Accurate Invoice Files

   • Navigate to the Invoice Upload feature in PaymentWorks and ensure your file includes correct payment data.
   • For more details on formatting and uploading invoice files, see:
     How to Upload an Invoice File

2. Verify Supplier File Upload

   • To ensure remittance data aligns with supplier records, upload a corresponding Supplier File before uploading an Invoice File.

3. Review Summary Data

   • After uploading your Invoice File, navigate to the Remittance Tab to view:
     • Payment Document Numbers
     • Total amounts paid
     • Associated invoices with statuses and dates

Accessing Remittance Information

1. Log in to your PaymentWorks account.
2. Navigate to the Remittance Tab from the left menu bar.
3. Select a specific Payment Document Number to view detailed invoice-level remittance information.

Important Notes for Payers

• Not all suppliers access remittance information in PaymentWorks. Some suppliers may rely on external communications for remittance details.
• Ensure complete and accurate data uploads. Include valid Payment Document Numbers and verify that Invoice and Supplier Files are aligned to avoid unmatched records.
• Unmatched Records: If unmatched invoice records are identified, update or upload the corresponding supplier information to ensure accurate remittance reporting.

Additional Resources

• How to Upload an Invoice File in the Invoices Tab

• Mapping Your Internal Status Codes

By providing clear and accurate remittance data, you empower your payees to reconcile payments seamlessly and maintain strong financial relationships.