[AP] How do I set up AP email payment notification?

This article includes the set up and processing information necessary to send email payment notification from Viewpoint to your vendors.

Notes: *You will need to set up SMTP mail on the Viewpoint server under Configure remote services before this will send emails. **Emails are sent from the user's default Email Client; sent records are not stored in their Email Client they are in DM.

1.  Verify the DM Attachment Options form has been set up. Either Attachment Storage Location option will work.

2. In VA, Form Security, give global access to all users, to the following DM forms: DM Attachments, DM Document Review, DM Document Routing, DM Scan Batch Viewer, DM Single Scan Viewer, and DM Stand Alone Attachments.

NOTE: DM Attachment Index Search is also highlighted below but this form access is optional and will allow the user to be able to search and open the attachments directly from the DM form.

3.  In AP Company Parameters, on the Payment Reports tab, check the flag to: Attach Vendor Payment Report to Pay History. For the Vendor

4.  Pay Attachment Type ID choose: 5-AP Check. For the Check Print Report Title by Vendor choose: AP Check by Vendor. For the EFT Remittance Report Title by Vendor choose: AP EFT Remittance Vendor.O

5.  On the AP Vendor Master, Add'l Info tab, add the vendor's Email Address and set the Method of Payment Info Delivery to: A-Email with attachment. The email address cannot contain special characters and should be typed into AP Vendor master rather than copied in from another source.

6.  In VA Report Security, give access to these reports: AP Check by Vendor & AP EFT Remittance Vendor

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7.  In VA Form Security, give access to: AP Email Pay Info.

8.  In VA Attachment Security, give access to attachment type: AP Check

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9.  To process - Create an AP Payment Workfile to define the invoices to be paid. Create your AP Payment Posting batch. Either Print Checks (to create an attachment copy of the check) or Download EFT's (to create an attachment copy of the remittance). Selecting the Print Checks button creates the attachments for checks, where selecting the Download button generates the remittance attachment.

10.  Process your payment batch in AP Batch Process. This function places the attachment to your payment in AP Payment History and also in the DM Attachment Index for future viewing.

11.  To send, use the AP Email Pay Info form. Define your Selection Criteria and complete the fieldsReturn Email Address, Subject and Body. It is possible to create F3 defaults for these fields.

NOTE: The subject field should not contain special characters

Click the Send button to complete the process.

12.  To view previously sent messages, go to VA Message Archive and enter your query parameters and click on the Search button to find the message. If the message failed, that information will be detailed here. This email message will not show up in MS Outlook / Sent Items.