[AP] Setting up AP email payment notification

• SMTP mail must be set up on the Viewpoint server under Configure Remote Services.

• Emails are sent from the user’s default email client but are stored in Document Management (DM), not in the email client.

Setup Steps

1. Verify DM Attachment Options

   • Ensure the Attachment Storage Location is set (either option works).

2. Set Form Security in VA

   • Give global access to all users for the following DM forms:

     • DM Attachments

     • DM Document Review

     • DM Document Routing

     • DM Scan Batch Viewer

     • DM Single Scan Viewer

     • DM Stand Alone Attachments

   • Optional: DM Attachment Index Search allows users to search and open attachments directly.

3. AP Company Parameters

   • On the Payment Reports tab, check: Attach Vendor Payment Report to Pay History.

   • Set:

     • Pay Attachment Type ID: 5 – AP Check

     • Check Print Report Title by Vendor: AP Check by Vendor

     • EFT Remittance Report Title by Vendor: AP EFT Remittance Vendor

4. AP Vendor Master

   • On the Add’l Info tab, enter the vendor’s Email Address.

   • Set Method of Payment Info Delivery to A – Email with attachment.

   • Email addresses cannot contain special characters and must be typed manually.

5. VA Report Security

   • Give access to:

     • AP Check by Vendor

     • AP EFT Remittance Vendor

6. VA Form Security

   • Give access to: AP Email Pay Info

7. VA Attachment Security

   • Give access to attachment type: AP Check

Processing and Sending Emails

8. Create Payment Workfile

   • Define invoices to pay.

   • Create the AP Payment Posting batch.

9. Generate Attachments

   • Print Checks → creates check attachments.

   • Download EFTs → creates remittance attachments.

10. Process Payment Batch

    • Use AP Batch Process to attach payment reports to AP Payment History and DM Attachment Index.

11. Send Emails

    • Open AP Email Pay Info form.

    • Define selection criteria and complete:

      • Return Email Address

      • Subject (no special characters)

      • Email Body

    • Click Send to email the attachments.

12. View Sent Messages

    • Go to VA Message Archive, enter query parameters, and click Search.

    • Failed emails and details are shown here.

    • Emails will not appear in Outlook/Sent Items.