About vendor payment notifications

By setting an option on the vendor record, you can have Sage Intacct automatically send payment notification emails to vendors as soon as payment posts to the General Ledger.

Payment notifications are sent to the primary email address (and optionally, the secondary email address) for the Pay-to contact specified on the vendor record.

Configuring vendor payment notifications

Configure which vendors receive payment notifications by enabling notifications on the vendor record. Then, in Accounts Payable Configuration, you can define what you want included in a payment notification and whether you want secondary email addresses to be included. If you're using payment approvals, you can also set who you want notification emails to be sent from.

Where notifications are sent

By default, payment notifications are sent to the primary email address for the vendor Pay-to contact. If you also want to send payment notifications to the secondary email address for the Pay-to contact, you can enable Include secondary email contacts in automatic payment notifications in your Accounts Payable configuration.

Who notifications are sent from

In Pay bills, when you select bills for payment, the contact selected in the Send payment notifications from field determines the sender for notification. This field defaults to the user who is selecting bills to pay, unless you configure Payment approvals to use a specific contact for all payment notifications.

What's included in the payment notification

By default, the vendor payment notification email includes a PDF of the payment. This is the same information that appears when you print a payment copy of the payment. You can configure Accounts Payable to omit the PDF and to include payment details inside the email body instead.

Information included in the notification:

• Bill number of all included bills
• Bill creation date
• Reference number
• Total billed
• Amount outstanding
• Discounts applied
• Credits and advances applied
• Payment amount

Learn how to include or exclude information in the notification email.

How vendors can identify the notification email

To identify the payment notification email, vendors should note that:

• The email is sent from the Payment notification contact for your company.
• The notification is sent to the vendor email address listed as the Pay-to contact on the vendor record.
• The email includes information about the payment date, payment method, payment number, and amount of the payment.
• Depending on company configurations, there’s an attachment with a PDF copy of payment information.
• Within the email, the greeting is directed to the vendor using the Print as name.
• The email closes with contact information for further questions and cites your company name from the Company info page.

Learn what to do if your vendor did not receive a payment notification email.

Some things to note:

Depending on your payment approval setup, you might have configured payment notification emails to be sent from a designated contact. However, when you select bills to pay you can override the default contact to use for payment notification emails and choose a different Intacct user.

• Vendor email address and Print as name:
  • The email address and Print as name for the vendor comes from the Pay-to contact record. Find this on the Contacts tab of the vendor record.
  • If the vendor does not have a Pay-to contact, the email address and Print as name that's listed on the first tab of the vendor record is used.
• Company name:
  • If the payment is issued from the top-level, the email uses the company name that's listed on the Company information page.
  • If the payment is issued from an entity, notifications use the Print As name listed for the entity.