OVERVIEW

This is a guide for training VendorPay admins on maintaining their WorkSpace VendorPay account. Guide the admin through these topics inside their WorkSpace account.

Requirements:

• A VendorPay admin with appropriate access

HOW TO

Adding VendorPay Accounts

Adding VendorPay Accounts: https://support.workspace.cc/hc/en-us/articles/1500001876062-Add-New-VendorPay-Account 

Clients will most likely be trained on adding accounts before any other topic. If so, skip this topic during your admin training call. If there is not a signed contract engineering should be aware that properties are being added and they should be blacklisted. 

If possible walk clients through adding a bank account with real information and completing the KYC process along with you. 

Disabling VendorPay Accounts

For Clients with Signed Contracts: 

1. Navigate to Accounting > AP > VendorPay Accounts 
2. Click the gear icon under a company name
3. Click "Disable VendorPay"
4. Show, but do not click the "Yes" button
5. Mention that re-enabling them is the same process

For Clients without Signed Contracts: All accounts will be automatically disabled upon activation by engineering. Nothing will be activated until the contract is signed. 

Managing Vendors in WorkSpace:

Activating Vendors:
https://support.workspace.cc/hc/en-us/articles/4407922392851-Activating-a-Vendor-for-VendorPay
Deactivating Vendors:
https://workspacesupport.zendesk.com/knowledge/editor/01FQ53DN4VKPZAT0WQXHHGANSM/en-us?brand_id=360001505314 
Changing Remittance Emails Addresses:
https://support.workspace.cc/hc/en-us/articles/4410393293203-Updating-a-Vendor-s-Remittance-Email-Address-in-VendorPay

This article only covers the actions inside of WorkSpace. Vendor information is received via the online form and flows into Salesforce. There may also be steps required inside the accounting system. 

Required info: Payment remittance email (from above) and check prefix number

1. Select Vendors from Accounting Application
2. Pick correct accounting system from the dropdown on the top right of the screen
3. Navigate to the Approved tab and select vendor that should be activated
4. On the Vendor Profile page click the "Accounting Profiles" tab and click on the "Vendor Code" text
5. On modal accounting system and vendor code will be entered automatically.
   Check the "Enable VendorPay" box.
   Enter check prefix number.
   Enter remittance email address.
6. Point out vendors can be removed from VendorPay by unchecking the "Enable VendorPay" box
7. Point out that updates to the remittance email addresses can be made here. 
8. Click Save.

Resending Remittance:
https://support.workspace.cc/hc/en-us/articles/4410890744723-Resending-a-Remittance-Email-in-VendorPay

1. Explain that this can be done by property managers, accountants, or admin. 
2. Navigate to Accounting > AP > VendorPay
3. Show Resend Remittance Email button on far right of the screen
   
    
4. Explain that this will void the link on previously sent remittance email. Links are good for 30 days. 

Check Remaining Balance on VCCs (also available to property managers):
https://support.workspace.cc/hc/en-us/articles/4410876607891-Checking-the-Balance-of-a-Virtual-Credit-Card

1. This can also be done by property managers, accountants, and admins.
2. Navigate to Accounting > AP > VendorPay
3. If possible navigate to a "Processed" payment
4. Click the Swipe History button
   
5. Point out that multiple swipes will show as multiple lines. The bottommost "Remaining Balance" is the current one. 

Reasons a VendorPay Account can go into Pending Status:

• Charges flagged inside the bank account
• Random audits by the bank
• Negative balance

What do Stripe charges look like and avoiding flagged charges:
https://support.workspace.cc/hc/en-us/articles/4412377696659-Preventing-Rejected-Charges-in-Bank-Accounts

Voiding Payments:

• Done inside MRI. Automatically syncs with WorkSpace.

Reporting:

• Show reporting screen and options