Payments with Vendor Payments powered by CSI FAQs

A virtual card is a digital version of a Visa or Mastercard credit card. It's electronically received by the vendor and processed the same way a credit card would be. It carries enhanced security and control characteristics like:

• Can only be used for the specified amount.

• Can only be processed by intended recipient.

• Short-term expiration time frame.

• Single use, additional funds cannot be added.

Digital payments bring processing efficiency and lower overall costs for accounts payable functions.

Virtual cards positively impact your business in the following ways:

• Efficiency: They reduce dependency on checks, timely processing, and department cost.

• Safety: They're far more fraud resistant because of their digital nature, single use, and tightly controlled processing parameters.

• Monetization: Virtual card payments drive cash-back rebate opportunities from the payment provider, which lets you earn money back.

CSI runs a virtual card match process periodically. If a vendor accepts virtual card payments with another company who uses CSI, then CSI might enroll them for virtual card payments with you as well. If a vendor does not want virtual card payments, they should update their preferred payment method with CSI to ACH or check delivery for both you and any other companies that use CSI to pay them.

The only fee the vendor incurs by accepting a virtual card is their normal credit card processing fees for accepting payments.

Vendors that accept virtual cards typically do so to experience the following benefits:

• More secure payment processing

• Faster receipt of funds

• Guaranteed funds through card networks

• More efficient payment processes with accompanying reconciliation data

If there are fees, loss of discount, or any other negative impacts to you or the vendor remitting payment through virtual card, we will not enroll or pay that vendor with a card.

If a vendor does not accept virtual card payments, CSI will remit payment through check or ACH, depending on the vendor's preference.

Yes. Our partner CSI will follow up with vendors to help them accept virtual card payments at a later date if the vendor requests it.

CSI is changing banks. This change means that outstanding virtual cards that were not processed by September 1, 2023 will no longer work and you will receive a refund for the payment amount. They have communicated with vendors reminding them to process any outstanding payments before this time.

If a virtual card payment is canceled and you receive a refund, do the following for each payment:

1. Void the payment from the check register.

2. Repay the bill.

You can view the latest status of a virtual card payment from the history tab of the posted payment.

1. Go to Accounts Payable > All > Payments > Posted payments.

2. Find the payment for the virtual card and select View.

3. On the History tab, check the Electronic payment history.

   If a virtual card has been redeemed by the vendor, you'll see "Virtual card redeemed in full" in the description column.

   

CSI deducts service fees from your company's earned rebate balance beginning the first month of transaction activity. If the fees exceed the monthly rebate balance, then CSI will invoice the company with Net 30 terms.

You cannot change or customize the checks that CSI sends to vendors, including the information that appears in the check stub.

No, the transaction reference number is not printed on checks from CSI. You cannot change or customize the checks that CSI sends to vendors, including the information that appears in the check stub.

CSI has checks printed and mailed from Deluxe. Checks are mailed by Deluxe from their facilities in Kansas City or Chicago.

At this time, you cannot have checks from CSI expedited. If you need a check to be delivered sooner, you can manually print and overnight the check to the vendor.

The cause of the error depends on the bulk action.

• Cancel request: You can only cancel payment requests to CSI when the Provider payment state is Failed.

• Refresh state: You can only refresh the Provider payment state 24 hours after the payment was posted.

• Retry payment: You can only retry payment requests to CSI when the Provider payment state is Failed.

This is a common occurrence and means that CSI is still processing the payment. The payment method will eventually switch to ACH, virtual card, or check depending on how CSI pays the vendor.

If the payment method still shows Network after a few days, refresh the payment state to get the latest information from CSI.

If the payment request fails, you can retry processing the payment again or cancel the payment request.

To retry the payment: 

1. Go to Accounts Payable > All > Payments > Payment requests.

2. Select the payment requests you want to retry payment for.

3. Select More actions > Retry payment at the end of the row.

1. Go to Accounts Payable > All > Payments > Payment requests.

2. Select the payment requests you want to retry payment for.
3. Select Retry payment.

To cancel the payment:

1. Go to Accounts Payable > All > Payments > Payment requests.

2. Select the payment requests you want to cancel.

3. Select More actions > Cancel request at the end of the row.

1. Go to Accounts Payable > All > Payments > Payment requests.

2. Select the payment requests you want to cancel.
3. Select Cancel request.

After you cancel the payment request, you can pay the bill again to resubmit payment.

A virtual card payment can be blocked after a vendor receives it to prevent fraud. This can happen for a few reasons:

• The vendor said that they accept virtual cards but they actually do not.

• The card payment is above the credit max that the vendor accepts. Make sure that the vendor informs CSI of these credit limits in their enrollment questionnaire, in the section on credit fees, terms, and discounts for card payments.

• The vendor tried to process the card for less than the full amount.

• The vendor tried processing the card more than three times.

In any case, follow up with the vendor to verify their preferred payment method. Void the posted payment in Intacct and resubmit a new payment.

CSI is changing banks. This change means that outstanding virtual cards that were not processed by September 1, 2023 will no longer work and you will receive a refund for the payment amount. They have communicated with vendors reminding them to process any outstanding payments before this time.

If a virtual card payment is canceled and you receive a refund, do the following for each payment:

1. Void the payment from the check register.

2. Repay the bill.

Your designated support user can contact Sage Intacct Support for additional help.